How to Write an ATS-Friendly Resume: Formatting Dos and Don'ts

An ATS-friendly resume is one that applicant tracking software can parse correctly and that ranks well when recruiters search for keywords. To make yours ATS-friendly, use a simple single-column layout, standard headings like "Experience" and "Skills," real text instead of graphics, and keywords copied from the job description. Submit a text-based PDF or DOCX file.

Below is what an ATS actually does, how it reads your resume, and a practical list of formatting dos and don'ts.

What is an applicant tracking system (ATS)?

An applicant tracking system is software employers use to collect job applications, store candidate data, and manage hiring. When you apply through an online portal, your resume almost always lands in an ATS first.

An ATS typically:

1. Parses your resume, pulling out your name, contact info, job titles, dates, skills, and education into structured fields.
2. Stores your profile in a searchable database.
3. Ranks or filters candidates based on keywords, knock-out questions, or recruiter-defined criteria.
4. Helps recruiters search for terms like "Python" or "RN license" across hundreds of applicants.

Does ATS really reject resumes automatically?

This is the most common myth. In practice, most ATS platforms do not delete resumes on their own. Rejections usually come from knock-out questions (for example, "Are you authorized to work in the US?") or from a recruiter filtering results.

The real risk is quieter: if your resume parses badly, your job titles may land in the wrong field, your skills may not be recognized, and keyword searches may skip you. You are not rejected, you are simply invisible.

How does an ATS read your resume?

The parser reads your file as plain text, top to bottom, left to right. It looks for familiar headings to decide which section it is in, and it uses patterns (like date ranges) to match jobs with companies.

That means anything that breaks reading order or hides text causes problems:

• Text inside images or icons is ignored
• Content in page headers and footers may be skipped
• Complex tables and text boxes can scramble the order
• Unusual headings ("Where I've Been") may not be recognized

ATS formatting dos

• Use a single-column layout for large company portals.
• Use standard section headings: Summary, Experience, Education, Skills, Certifications.
• Use common fonts such as Arial, Calibri, Helvetica, Georgia, or similar, at 10-12 pt for body text.
• Write dates consistently, such as "Jan 2023 - Present" or "2023-01 - Present."
• Put contact info in the body, not in a page header.
• Spell out acronyms once, like "Search Engine Optimization (SEO)," so both versions are searchable.
• Use simple bullet points (round dots or dashes).
• Save as a text-based PDF or DOCX. You should be able to highlight and copy the text.

ATS formatting don'ts

• Don't put key information in images, charts, or skill bars. A "Python: 4/5 stars" graphic is unreadable to a parser.
• Don't use tables or text boxes for layout. They can jumble reading order.
• Don't use creative headings that a parser will not recognize.
• Don't stuff keywords in white text or repeat them unnaturally. Recruiters will notice.
• Don't submit a scanned image or photo of your resume.
• Don't rely on headers and footers for your name and phone number.

How do you find the right keywords?

Keywords are the skills, tools, certifications, and job titles a recruiter is likely to search for. The best source is the job description itself.

1. Copy the job posting into a document.
2. Highlight hard skills, tools, and qualifications, especially ones that appear more than once.
3. Note the exact job title.
4. Check your resume for each term and add it where it is genuinely true.

Example for a marketing role: "Google Analytics 4," "paid social," "A/B testing," "HubSpot," "campaign ROI."

Place keywords in three spots: your headline or summary, your skills section, and inside achievement bullets. A keyword used in context ("Ran 40+ A/B tests in HubSpot that raised email CTR 22%") is far stronger than a bare list.

Is a two-column resume ATS-friendly?

It depends on the system. Many modern parsers handle clean two-column layouts, but results vary. A practical rule:

JotResume offers both. Our templates include ATS-friendly single-column options like Classic ATS and Harvard, plus two-column layouts for networking and direct outreach. You can switch templates in one click without retyping anything.

Which file type is best for ATS?

A text-based PDF is accepted by most modern systems and keeps your design intact. DOCX is also widely accepted and is sometimes requested explicitly. Always follow the instructions in the posting. Avoid JPG, PNG, or scanned PDFs for online applications.

JotResume exports to PDF, DOCX, PNG, TXT, and JSON. The TXT export is handy for pasting into plain-text application forms.

How can you test whether your resume is ATS-readable?

Try these quick checks:

• Copy-paste test: Open your PDF, select all, and paste into a plain text editor. If the text comes out in a logical order with headings intact, a parser will likely read it well.
• Section check: Confirm each heading is a standard term.
• Keyword check: Compare your resume against the job description for missing must-have skills.

The JotResume PRO tailor-to-job-description feature compares your resume to a posting and flags missing keywords, and the AI writing assistant can help rewrite bullets to include them naturally. See pricing for plan details.

ATS-friendly resume checklist

• Single-column layout for portal applications
• Standard headings
• Contact info in the main body
• No text in images, icons, or charts
• Consistent date formatting
• Keywords from the job description in summary, skills, and bullets
• Text-based PDF or DOCX
• Passes the copy-paste test

Next steps

Start with a template built for parsing, then tailor it for each role. Read our complete guide to writing a resume, browse resume examples for your field, or sign in to build your free resume. Your first resume is free forever, with unlimited PDF downloads.