What an ATS actually does
An applicant tracking system (ATS) is software that employers use to collect applications, store them, and help recruiters search and filter candidates. Common examples include Workday, Greenhouse, Lever, iCIMS and Taleo.
Most systems do not simply reject resumes on their own. Instead, they parse your resume into fields such as name, job titles, dates and skills, and recruiters then search and filter using keywords and requirements. Your resume has two jobs:
- Be readable by the software, so your details land in the right fields.
- Match the language of the job, so it surfaces in a recruiter's search.
Formatting rules that keep you readable
| Do | Avoid |
|---|---|
| A simple single-column layout | Two or three columns, which can scramble the reading order |
| Standard headings: Experience, Education, Skills | Creative headings like "My journey" |
| Common fonts such as Calibri, Arial or Garamond, 10–12 pt | Decorative fonts and tiny text |
| Text in the main body of the page | Key details in headers, footers, text boxes or tables |
| Plain bullet points | Icons, skill bars, charts and photos |
| Dates in a consistent format, such as Mar 2023 – Present | Mixed or missing dates |
| Saving as .docx or a text-based PDF | Scanned or image-only PDFs |
A quick test: copy all the text from your resume and paste it into a plain text document. If it comes out jumbled or missing details, a system will struggle too.
Use keywords honestly
Recruiters search for the skills, tools and titles in the job description. To match them:
- Read the posting closely and list the required skills, tools, qualifications and responsibilities.
- Use the same terms where they genuinely apply to you. If the posting says "project management" and you wrote "led initiatives", add the exact phrase.
- Include both forms of common terms, for example "Search Engine Optimisation (SEO)".
- Put keywords in context, in your bullet points, not just in a list.
Do not copy the job description into your resume, or hide keywords in white text. Recruiters see it, and it reads as dishonest.
Section-by-section template
Contact details
Name, phone, professional email, city and country, and a LinkedIn or portfolio link if relevant. A full home address and a photo are usually unnecessary, unless they are expected in your country or industry.
Professional summary (optional, 2–3 lines)
Who you are, your level, and what you bring, written for this job.
Customer success manager with 5 years in B2B software, leading a team of 6 and keeping annual retention above 92%. Strong in onboarding design, Salesforce and data-driven account planning.
Experience
For each role: job title, company, location, dates, then 3–6 bullet points. Write bullets as achievements, not duties:
- Weak: "Responsible for social media."
- Strong: "Grew Instagram following from 8,000 to 45,000 in 12 months by launching a weekly video series."
A reliable pattern is action verb + what you did + measurable result. Use numbers wherever you honestly can: money, percentages, time saved, people led, customers served.
Skills
Group them clearly, for example Tools: Excel, Power BI, SQL. Languages: English (fluent), Urdu (native). Include only skills you could discuss in an interview.
Education and certifications
Degree, institution, year. Add relevant certifications and short courses. Recent graduates can put education above experience and add projects or coursework.
Tailor it for every application
A single generic resume performs worse than a tailored one. Keep a master version with everything you have done, then for each job:
- Reorder bullets so the most relevant come first.
- Adjust the summary to the role.
- Mirror the posting's key terms where they apply.
AI tools can speed this up. Our guide to writing better AI prompts shows how to ask for tailoring without losing your own voice. Always check the result is accurate.
Final checklist
- Single column, standard headings, no tables or text boxes for key content
- Job title, company and dates for every role
- Achievement-focused bullets with numbers
- Keywords from the job description, used truthfully
- No spelling errors. Read it aloud, or ask someone else to check.
- File name like Firstname-Lastname-Resume.pdf
Once you have the offer, our guide on how to ask for a raise covers negotiating the pay you deserve.