By Liam Jones 
It’s frustrating—you spend hours crafting your resume, only to never hear back from the job you thought was perfect. The truth? Your resume might not even be reaching a human. These days, many companies use Applicant Tracking Systems (ATS) to scan, sort, and filter resumes before they ever land in front of a hiring manager. If your resume isn’t optimized for these systems, it could be rejected automatically—even if you’re qualified.
The good news is, beating the ATS isn’t about tricking a robot. It’s about speaking its language. Here’s how you can make sure your resume gets through the system and into the right hands.
1.Use the Right Keywords (and Use Them Naturally)
ATS software scans your resume looking for specific words or phrases that match the job posting. These usually include job titles, skills, certifications, or tools.
Let’s say the job description says, “Looking for a customer service representative with experience using Salesforce.” If your resume doesn’t mention “customer service” or “Salesforce,” the system may not consider you a match—even if you’ve done that exact job before.
To fix this, carefully read the job description and reflect the same terms in your resume—where they naturally fit. Don’t force keywords or cram them in randomly. ATS programs are smart enough to notice awkward keyword stuffing.
2.Avoid Fancy Designs and Complex Formatting
Yes, a visually stylish resume looks great to humans. But to ATS software? Tables, graphics, and creative layouts can confuse the system.
Stick with a simple, clean format. Use standard section headings like “Work Experience,” “Skills,” and “Education.” Use a common font like Arial, Calibri, or Times New Roman. Save your resume as a .docx or PDF (if the application allows PDF files), and avoid columns or text boxes. The simpler, the better.
3.Tailor Your Resume for Each Job You Apply To
This takes more time, but it works. Instead of using the same generic resume for every application, customize it for the specific role.
Each company might be looking for slightly different things, even within the same industry. One job might focus on “team leadership,” while another emphasizes “cross-department collaboration.” By mirroring the language of each job posting, you improve your match score in the ATS.
You don’t need to rewrite the whole resume—just tweak the headline, summary, and bullet points in your work experience to match the job description more closely.
4.Include Both Acronyms and Full Terms
Hiring software sometimes looks for exact matches. So if a job asks for “Search Engine Optimization,” and your resume only says “SEO,” the system might miss it.
To play it safe, include both versions of important terms. For example:
“Managed SEO (Search Engine Optimization) campaigns for e-commerce clients.”
This way, no matter how the system is programmed to search, your resume checks the box.
5.Stick to Standard Job Titles
You might want to get creative and call yourself a “Marketing Rockstar” or “Customer Happiness Hero,” but the ATS won’t understand what that means.
Instead, use common job titles that align with industry standards. Even if your previous company gave you a quirky title, adjust it to a recognizable one when writing your resume. For example, change “Brand Ninja” to “Brand Manager” or “Marketing Associate.” You can always explain the fun title in an interview later.
6.Focus on Relevant, Recent Experience
ATS software often gives more weight to recent experience—especially from the past five to ten years. While it’s fine to mention older jobs briefly, your most recent roles should include more details and keywords.
Also, prioritize relevant experience that matches the job you’re applying for. If you’re switching careers, highlight transferable skills and use similar phrasing to what’s in the job description.
7.List Your Skills in a Clear, Organized Way
There’s no official “right” place for skills on a resume, but many experts recommend using a dedicated Skills section near the top. Make sure the skills you list match what the job posting is looking for.
Instead of writing long lists or mixing soft and hard skills together, separate them with commas and group them logically. For example:
“Technical Skills: Java, Python, SQL, GitHub”
“Tools: Google Analytics, HubSpot, Excel”
This makes it easier for the ATS to scan and categorize your qualifications.
8.Don’t Forget About Humans, Too
Yes, your resume needs to pass the software check—but eventually, a real person will read it. That means it still has to sound human, not robotic. Avoid keyword stuffing or long, repetitive phrases.
Use short, clear sentences to describe your achievements. Start bullet points with strong action verbs like “Led,” “Created,” “Improved,” or “Streamlined.” Instead of listing duties, focus on accomplishments—what you achieved and how it helped the company.
For example:
Bad: “Responsible for customer support”
Better: “Resolved an average of 30 customer support tickets daily, reducing wait time by 25%.”
This kind of writing impresses both the software and the person behind the desk.