What Is An ATS-Friendly Resume? Format, Steps, Tips & Templates

You’ve spent hours perfecting your resume–tweaking your summary, polishing your bullet points, and even choosing the right font. But what if your application never even makes it to a recruiter’s screen?

Well, it’s the reality for most job seekers today. With companies receiving hundreds (or thousands) of applications for a single role, recruiters are increasingly relying on Applicant Tracking Systems (ATS) to filter out the majority. In fact, over 75% of resumes are rejected before a human ever reads them. To make sure that it doesn’t happen to you, in this article, we will break down what an ATS-friendly resume is, why it matters (more than ever in 2025), how to create one for yourself, and more. 

Full disclosure – this is not a quick guide with 3 or 5 steps to make an ATS-friendly resume because that isn’t really how it goes. Here, we will understand how ATS works and how you can play the system right! Let's begin. 

What Is An ATS?

An Applicant Tracking System (ATS) is a recruitment software that helps companies manage the flood of job applications they receive for each role. It's like a digital gatekeeper that screens resumes before they ever reach a human recruiter.

Imagine this: A company posts a job online and receives 500+ applications in a few days. Instead of manually opening each one, the ATS steps in. It scans, organizes, filters, and ranks resumes based on preset criteria—think keywords, qualifications, job titles, and experience levels. Only a handful of “top matches” make it through to the recruiter’s desk.

In short, the ATS exists to save recruiters time, standardize applicant data, and highlight candidates who are most likely to succeed–at least based on what the software is trained to look for.!

How Does An ATS Work?

Let’s break this down step-by-step in simple terms.

📥 Step 1: Resume Extraction & Parsing

Once you submit your resume, the ATS doesn’t “see” it like a human does. Instead, it breaks it down into raw data using parsing algorithms – essentially converting your PDF or .docx file into structured fields, such as Name, Contact info, Education, Work experience, Skills, Certifications, etc.

Note that if your resume has fancy formatting, columns, or tables, the parser might get confused and misread (or miss entirely) some of this information.

🔍 Step 2: Keyword Matching

After parsing, the ATS scans your resume for keywords and phrases that are important for the job. 

• These often come directly from the job description. For example, if the job posting asks for “data visualization” and “Python,” the ATS will look for those exact terms in your resume.
• ✔️ The more keyword matches, the higher your score.
•  ❌ If your resume uses vague, unrelated, or overly creative phrasing, the ATS might not recognize your skills–even if you have them.

🧠 Step 3: Ranking and Scoring

Once your resume is parsed and scanned, the ATS gives it a match score. This is usually based on a combination of components, including:

• Keyword relevance
• Job title and seniority match
• Years of experience
• Education and certifications
• Industry-specific terminology

Only candidates with high match scores are flagged for recruiter review, while the rest are stored in the database, often without a second glance.

Why ATS Matters in 2025 (More Than Ever)?

The hiring landscape has changed dramatically over the past few years. Here’s why understanding ATS is now essential–not optional:

Creating an ATS-friendly resume isn’t about tricking the system—it’s about understanding how it works and making sure your qualifications are accurately captured and ranked.

Key Features Of An ATS-Friendly Resume

Now that you understand how an ATS works let’s get to the meat of it—what makes a resume ATS-friendly in the first place? It’s not about being flashy; it’s about being readable, relevant, and well-structured—both for machines and humans.

Below are the key features every ATS-friendly resume should have:

1. Standard, Clean Formatting

ATS software reads your resume like code–it parses line by line, section by section. So, if you get too creative with your layout, you’re risking crucial information being misread or skipped entirely. What to do:

• Stick to single-column layouts.
• Body text font: standard fonts (Arial, Calibri, or Times New Roman), and font size: 11–12 pt.
• Avoid columns, tables, graphics, text boxes, icons, and unusual symbols.

🎯 Pro Tip: Many ATS systems can't read text embedded inside graphics or multi-column tables. So, that beautiful Canva resume template? Probably not your best bet for online applications.

2. Clear, Conventional Section Headings

ATS looks for common headings to identify and sort resume sections. Anything too clever (like “Where I’ve Worked” or “Stuff I’m Good At”) might be ignored. Use headings like– Professional Summary or Summary, Work Experience, Education, Projects, etc.

3. Keywords That Match the Job Description

This is the heart of an ATS-friendly resume. Remember: ATS compares your resume to the job description. If the company is hiring a "Marketing Associate with experience in email campaigns, A/B testing, and HubSpot," your resume should include those exact terms–as long as they’re true for you. How to do it:

• Use the job description as a checklist.
• Naturally incorporate relevant skills, tools, certifications, and verbs into your work experience and skills sections.
• Use industry-specific language when possible. (e.g., “data visualization” instead of just “charts”)

🎯 Pro Tip: Try using the job title you're applying for somewhere in your resume summary or job experience to boost relevance.

4. Simple, Logical Structure

Your resume should follow a logical flow so that ATS can categorize everything correctly. The most common resume format is reverse chronological (most recent job first), and it’s the safest bet for ATS. A sample structure might look like:

🎯 Pro Tip: Avoid creative placement or sidebars unless you're in a design-heavy field (and even then, use caution).

5. Proper File Naming & Format

Yes, even your file name can matter. A vague name like Resume_Final_2.pdf might get lost in a sea of downloads.

Best practice:

• Use your full name and the job title, like Rahul_Shah_Product_Manager_Resume.docx
• Save your resume in .docx unless the job posting specifically requests a PDF.

6. No Fancy Design Elements

This isn’t the place for borders, headshots, icons, infographics, or color blocks unless you’re submitting a portfolio to a creative agency and sending it directly to a person. Most ATS software:

• Can’t read images or embedded elements
• May ignore or scramble text inside colored boxes or text layers
• Will not interpret graphical skill bars or proficiency meters

When in doubt: Keep it plain, keep it powerful.

Common Mistakes To Avoid When Making Resumes ATS-Friendly 

Even the most qualified candidates unknowingly make mistakes that cause their resumes to be filtered out by ATS. These aren't just minor slip-ups—they’re often deal-breakers. Here are the most common ATS-related resume mistakes to avoid:

1. Using Complex or Unreadable Formatting

ATS software has one job: extract information. As we've already discussed, if your layout is cluttered or non-standard, the system might skip sections, jumble the data, and fail to recognize keywords.

2. Overusing Graphics and Visual Elements

Visual resumes might look impressive to humans–but they’re often a nightmare for ATS.

This is why using elements like headshots or profile images, graphs and charts for skills, icons, and so on can have the opposite effect. ATS can’t “see” images the way we do. These elements may either be skipped or interfere with how your text is parsed.

3. Keyword Mismatch or Keyword Stuffing

Not tailoring your resume to the job posting is a major miss–but keyword stuffing (adding keywords without context) is just as bad.

4. Submitting in the Wrong File Format

Some ATS platforms can’t parse PDFs correctly–especially if they include special fonts or layers. If the job posting doesn’t explicitly allow PDFs, stick to .docx. Avoid formats– .jpg, .png, .txt, or .odt altogether.

6. Using Inconsistent or Misleading Job Titles

Trying to “upgrade” your past job titles (e.g., changing “Intern” to “Assistant Manager”) might backfire–not just with ATS, but with recruiters during background checks. Instead, use your official job title, and if necessary, clarify with context: Marketing Intern (Handled Social Media Campaigns for 3 Product Launches)

7. Leaving Out Important Details

Sometimes, it's not about what you added–it's about what you forgot:

• No mention of the tools/technologies you used
• No metrics or outcomes
• No soft or hard skills sections

If a recruiter is hiring for someone with “data analysis” experience using “Excel” and “SQL,” and you don’t mention any of these–even if you’ve done them–you’re out.

Steps To Create An ATS-Friendly Resume (That Actually Gets Seen)

By now, you know all about the features of ATS-friendly resumes and common mistakes to avoid. But knowing what makes a resume ATS-friendly is only half the battle–building one that works in the real world takes thoughtful execution. 

Follow these steps to create a resume that will not only pass the ATS filter but also impress the human on the other side.

1. Analyze the Job Description for Keywords

Before writing a single line, carefully read the job description to highlight repeated terms, specific tools, required certifications, and core responsibilities. These are your keywords–and they need to appear (naturally!) in your resume.

2. Choose the Right Resume Format

Stick to the reverse chronological format unless you're in a very niche or creative field.

• Start with your most recent experience and work backward.
• This layout is the most ATS-compatible and familiar to recruiters.

Pro tip: Avoid functional or skill-based formats as they confuse ATS and often raise red flags with hiring managers.

3. Write a Targeted Resume Summary

This is your elevator pitch. In 3-4 lines, summarize your experience, skills, and key achievements relevant to the role.

• Mention the job title you're targeting.
• Incorporate a couple of high-value keywords here.

Example: Results-driven Digital Marketing Associate with 2+ years of experience in campaign management, A/B testing, and HubSpot automation. Increased email click-through rates by 25%.

4. Use Clear, Standard Headings, and a Logical Structure

Make it easy for the ATS (and recruiters) to navigate your resume.

• Stick to conventional headings, such as Professional Summary, Work Experience, Education, Skills, Certifications, and Projects.
• Avoid creative or vague alternatives like “What I’ve Done” or “My Journey.”
• Organize content under the appropriate section and follow a clear top-down flow.

5. Stick to Standard Fonts and Formatting

No matter how tempting a stylish font or flashy design might be, remember readability trumps everything.

• Fonts: Arial, Calibri, Times New Roman
• Font size: 11-12 pt for body text; 14-16 pt for headings
• No columns, tables, icons, images, or charts

Consistency in styling, such as bullet points, spacing, and alignment, also improves parsing accuracy.

6. Highlight Achievements, Not Just Responsibilities

Generic job duties are forgettable. Quantifiable achievements are memorable and more relevant to ATS.

• Use bullet points to describe what you did and what came out of it.
• Include metrics where possible and tools/platforms used.
• Instead of: Managed marketing campaigns. Try: Led 4 marketing campaigns using Mailchimp, resulting in a 30% increase in lead conversions.

7. Proofread, Scan, and Review

Typos or formatting issues can trip up both ATS and recruiters.

• Use a grammar tool like Grammarly or Hemingway to polish the text.
• Double-check spacing, punctuation, and alignment.

If you want extra assurance, run your resume through a free ATS scanner tool to test compatibility.

8. Save and Name Your Resume File Properly

A clear file name helps both ATS and hiring teams keep track of your application.

• Use: Firstname_Lastname_JobTitle_Resume.docx
• Example: Sneha_Rao_DataAnalyst_Resume.docx

Remember, unless the job description specifically asks for a PDF, stick to .docx for maximum ATS compatibility.

An ATS-Friendly Resume is Great - But Guidance Takes it Further

Building an ATS-friendly resume is essential, but mentorship can take your profile to the next level. It offers personalized guidance, industry-specific insights, and constructive feedback that you might not find on your own.

A mentor helps you identify your strengths, fill skill gaps, and highlight the right achievements in a way that aligns with what recruiters actually look for. From refining bullet points to recommending impactful projects or certifications, the right mentor ensures your resume doesn’t just pass a system; it tells a compelling story that stands out to real people.

Wondering where to find that kind of guidance? Through Unstop’s mentorship, thousands of job aspirants have strengthened their resumes and career confidence. Here’s what some of them had to say.

Interested in getting your resume reviewed? Click on the banner above and get the right guidance! 

ATS-Friendly Resume Template

Here are two ATS-friendly resume templates– one for freshers/entry-level candidates and the other for experienced professionals. Take a look at them and build your own resume that passes through Applicant Tracking Systems smoothly while maintaining a professional and clean look.

Template 1: ATS-Friendly Resume for Freshers / Entry-Level Candidates

[Your Full Name]
[Phone Number] | [Email Address] | [LinkedIn Profile] | [Portfolio/Website, if any]
[City, State]

Professional Summary

A results-driven [Your Degree or Field] graduate with a strong foundation in [mention 2–3 relevant skills or tools]. Proven ability to [insert brief achievement or experience], and eager to apply knowledge in [target industry/role]. Strong communication and collaboration skills.

Skills

• [Skill 1] | [Skill 2] | [Skill 3]
• [Tool/Software 1] | [Tool/Software 2] | [Language/Platform]

Education

[Degree] – [University Name], [City]
Month Year – Month Year

• Relevant Coursework: [Course 1], [Course 2], [Course 3]
• CGPA: [Optional]

Projects

Project Title – [Technology Used]
Month Year – Month Year

• Brief one-liner about the project.
• Focus on what you built and how: used [tool/tech], implemented [strategy/solution].
• Result/impact, if measurable.

Internships / Volunteer Experience

Role Title, Organization Name – [City]
Month Year – Month Year

• [Achievement or Task] with [Tool/Skill].
• [Quantifiable result if available].

Certifications

• [Course/Certification Name], [Issuing Body], [Month Year]
• [Optional second line for context]

Template 2: ATS-Friendly Resume for Mid-Level or Experienced Professionals

[Your Full Name]
[Phone Number] | [Email Address] | [LinkedIn] | [Portfolio if relevant]
[City, State]

Professional Summary

Experienced [Job Title] with [X] years of success in [industry/domain], specializing in [2–3 core skills]. Adept at [brief achievement or strategy], with a proven track record of delivering [results/metrics]. Seeking to contribute to [target company/industry].

Skills & Tools

• Project Management: [e.g., Jira, Trello, Asana]
• Data Analysis: [e.g., Excel, SQL, Power BI]
• Programming: [Languages]
• Soft Skills: [Communication, Leadership, Collaboration]

Professional Experience

Job Title – Company Name, City
Month Year – Month Year

• Achieved [quantifiable outcome] by [action or tool used].
• Managed [team size/budget/project] and improved [metric] by X%.
• Led [initiative or task] that resulted in [business result].

Previous Job Title – Company Name, City
Month Year – Month Year

• [Repeat similar structure—achievements, tools, results].

Education

Degree – University Name, City
Month Year – Month Year

• [Optional bullet on honors, thesis, or relevant activity]

Certifications & Training

• [Relevant Certification], [Issuing Organization], [Year]
• [Optional description]

ATS-Friendly Resume Checklist

Before you hit "Apply," run your resume through this quick checklist to make sure it passes the ATS test:

Conclusion: Beat The Bots, Impress The Humans

Creating an ATS-friendly resume isn’t about tricking the system–it’s about understanding how it works and making your qualifications easy to find and evaluate. 

• In today’s hyper-competitive job market, you can’t afford to be overlooked just because your resume isn’t machine-readable.
• By using clean formatting, tailoring each resume with relevant keywords, and sticking to industry-standard structures, you dramatically improve your chances of making it past the first filter–and into the hands of a real recruiter.

Whether you’re applying for your first internship or your fifth job, remember: your resume should speak two languages–human and machine. Nail both, and you're already ahead of the crowd.

Frequently Asked Questions

Q1. What does ATS-friendly resume mean?

An ATS-friendly resume is one that’s formatted and written to be easily read by Applicant Tracking Systems—software used by recruiters to filter resumes. It avoids fancy designs, uses standard headings, and includes relevant keywords tailored to the job description.

Q2. How do I know if my resume is ATS-friendly?

You can run your resume through free online ATS simulators (like Jobscan or ResumeWorded) or simply check that it:

• Uses standard fonts and formatting
• Doesn’t include graphics, tables, or icons
• Contains relevant keywords from the job description
• Is saved in .docx or the requested format

Q3. What file format is best for ATS?

The safest option is .docx (Microsoft Word), as it's universally readable by most ATS platforms. Some systems may accept PDFs but only use them if the employer explicitly says so.

Q4. Should I include graphics or icons in my resume?

No. Graphics, icons, and images can confuse ATS and lead to important information being skipped or misread. Stick to plain text and simple bullet points for best results.

Q5. Can ATS read resumes with two columns or creative layouts?

Usually not. Many ATS tools parse resumes from left to right, top to bottom, so a two-column layout may lead to jumbled output. It’s safest to use a single-column, linear format.

This compiles our discussion on what is an ATS-friendly resume and how to make one. Do check the following out:

• Resume For MBA Graduates: Tips & Examples For 2025
• 20 Impactful Resume Headline Examples And Writing Tips
• Cover Letter For Resume: Format, Tips And Examples
• Types Of Resumes For Job Search | A Guide With Examples And Tips