How to Beat ATS: The Complete Guide to ATS-Friendly Resumes in 2025

Did you know that over 98% of Fortune 500 companies use Applicant Tracking Systems (ATS) to screen resumes? If your resume isn't ATS-friendly, it might never reach a human recruiter—no matter how qualified you are.

The good news? Once you understand how ATS works, optimizing your resume is straightforward. This guide will show you exactly how to create a resume that sails through ATS filters and impresses hiring managers.

What is an ATS and Why Should You Care?

Understanding Applicant Tracking Systems

An Applicant Tracking System (ATS) is software that companies use to collect, scan, and rank job applications. Think of it as a gatekeeper that decides whether your resume gets seen by human eyes.

How ATS works:

1. Parsing - The system extracts information from your resume (name, contact info, work history, skills)
2. Keyword matching - It compares your resume against the job description
3. Ranking - Resumes are scored and ranked based on keyword matches and relevance
4. Filtering - Only top-ranked resumes make it to recruiters

The Harsh Reality

Studies show that 75% of resumes are rejected by ATS before a human ever sees them. Common reasons include:

• Poor formatting that ATS can't read
• Missing keywords from the job description
• Incorrect file format
• Unconventional section headers
• Graphics and tables that confuse the parser

The 12 Golden Rules for ATS-Friendly Resumes

1. Use Standard Section Headings

ATS software looks for specific section headers. Use these exact headings:

✅ ATS-Friendly Headers:

• Work Experience (or Professional Experience)
• Education
• Skills
• Certifications
• Summary (or Professional Summary)

❌ Avoid Creative Headers:

• "My Journey" instead of Work Experience
• "What I Know" instead of Skills
• "Where I Learned" instead of Education

Why it matters: Non-standard headers confuse ATS, causing it to miss important information.

2. Choose the Right File Format

Best format: .docx (Microsoft Word)

• Most ATS systems parse .docx files accurately
• Preserves formatting better than plain text

Also acceptable: PDF

• Only if the job posting specifically accepts PDFs
• Modern ATS can read PDFs, but older systems struggle
• Always check the application instructions

❌ Never use:

• Images or scans of your resume
• Pages or Mac-specific formats
• .odt or uncommon formats

3. Stick to Simple, Clean Formatting

DO:

• Use standard fonts (Arial, Calibri, Times New Roman, Helvetica)
• Font size 10-12pt for body text
• Simple bullet points (• or -)
• Left-aligned text
• Plenty of white space

DON'T:

• Use text boxes or graphics
• Add photos (unless common in your country)
• Use headers/footers for important info
• Include tables or columns
• Use decorative fonts or colors (for ATS purposes)

4. Master the Keyword Game

This is the most critical factor for ATS success.

How to find the right keywords:

1. Analyze the job description - Read it 2-3 times
2. Highlight key phrases - Look for:
   • Required skills (e.g., "project management," "Python," "SEO")
   • Qualifications (e.g., "Bachelor's degree," "5+ years experience")
   • Tools and technologies (e.g., "Salesforce," "Google Analytics")
   • Industry terms (e.g., "agile methodology," "supply chain")
3. Use exact phrasing - If they say "customer service," don't just say "client support"
4. Include variations - Use both "SEO" and "Search Engine Optimization"

Example:

If the job posting says:

"We're looking for a Marketing Manager with 5+ years of experience in digital marketing, SEO, content strategy, and Google Analytics."

Your resume should include those exact phrases:

• "5 years of experience in digital marketing"
• "SEO strategy and implementation"
• "Content strategy development"
• "Google Analytics reporting and analysis"

5. Quantify Your Achievements

ATS loves numbers, and so do hiring managers.

Before (Weak): "Responsible for managing social media accounts"

After (Strong): "Managed 5 social media accounts, growing follower base by 156% and increasing engagement by 89% over 12 months"

Numbers to include:

• Percentages (increased, decreased, improved)
• Dollar amounts (revenue, budget, savings)
• Team sizes (managed, led, collaborated with)
• Timeframes (duration of projects)
• Quantities (number of clients, projects, campaigns)

6. Use a Reverse-Chronological Format

Why reverse-chronological wins:

• ATS systems parse it most accurately
• Recruiters prefer it (75% according to studies)
• Shows clear career progression

Structure:

Most Recent Job (2022-2025)
↓
Previous Job (2019-2022)
↓
Earlier Job (2017-2019)

Avoid:

• Functional resumes (skills-based)
• Combination formats (for ATS purposes)
• Non-linear timelines

7. Include Both Acronyms and Full Terms

Different companies use different terminology.

Examples:

• CEO (Chief Executive Officer)
• SEO (Search Engine Optimization)
• CRM (Customer Relationship Management)
• B2B (Business to Business)
• KPI (Key Performance Indicator)

Best practice: Use both on first mention, then acronym after: "Implemented Search Engine Optimization (SEO) strategy that improved organic traffic by 200%. Led SEO team of 3 specialists..."

8. Create a Tailored Skills Section

Two types of skills sections:

1. Core Competencies (top of resume)

• 8-12 most relevant skills
• Taken directly from job description
• Mix of hard and soft skills

2. Technical Skills (separate section)

• Software, tools, languages
• Certifications
• Technical competencies

Example:

CORE COMPETENCIES
Project Management | Stakeholder Communication | Budget Planning
Agile Methodology | Risk Assessment | Team Leadership

TECHNICAL SKILLS
Software: Microsoft Project, JIRA, Asana, Salesforce
Certifications: PMP, Scrum Master (CSM)

9. Optimize Your Job Titles

If your actual title was uncommon or internal jargon, you can clarify:

Format: [Your Title] (equivalent to [Standard Title])

Examples:

• "Happiness Engineer (Customer Support Specialist)"
• "Sales Ninja (Account Executive)"
• "Code Wizard (Senior Software Engineer)"

Important: Don't lie. Only use this for genuinely equivalent roles.

10. Add a Resume Summary

A strong summary at the top helps ATS and humans understand your value quickly.

Formula: [Job title] with [X years] of experience in [industry/skills]. Proven track record of [key achievement]. Expert in [3-4 relevant skills from job posting].

Example:

"Digital Marketing Manager with 7+ years of experience driving growth for B2B SaaS companies. Proven track record of increasing qualified leads by 300% and reducing CAC by 45%. Expert in SEO, content marketing, marketing automation, and Google Analytics."

11. Be Careful with Dates

Use consistent date formatting:

✅ Good formats:

• January 2020 - March 2023
• 01/2020 - 03/2023
• 2020 - 2023

❌ Avoid:

• Mixing formats
• Abbreviations (Jan vs. January)
• Incomplete dates

For current positions: Use "Present" not "Current" or "Now"

12. Proofread for Spelling and Grammar

ATS is literal. Typos can cost you:

Common mistakes that hurt ATS ranking:

• "Manger" instead of "Manager"
• "Principle" instead of "Principal"
• "Lead" vs. "Led"
• Inconsistent tense (use past tense for previous roles)

Common ATS Mistakes to Avoid

❌ Using Graphics and Images

Why it fails:

• ATS can't read images
• Tables and text boxes often don't parse correctly
• Graphics cause parsing errors

Instead: Use simple bullet points and clean formatting

❌ Stuffing Keywords Unnaturally

Bad example: "Project manager. Project management. Managing projects. Projects managed."

Good example: "Project Manager with expertise in managing cross-functional projects, utilizing project management methodologies like Agile and Scrum to deliver results."

Why it matters: Keyword stuffing looks spammy to humans and can trigger ATS filters.

❌ Sending the Same Resume for Every Job

The problem: Each job has different keyword requirements

The solution:

• Create a master resume with all your experience
• Customize for each application (takes 15-30 minutes)
• Adjust keywords, skills, and emphasis based on job description

❌ Hiding Contact Information

Common mistake: Putting contact info in header/footer

Why it's bad: Many ATS systems skip headers and footers

Solution: Put your contact information in the main body:

John Smith
john.smith@email.com | (555) 123-4567 | LinkedIn.com/in/johnsmith
New York, NY

How to Test Your Resume for ATS

Method 1: The Copy-Paste Test

1. Save your resume as a .txt file
2. Open it and check if information is readable
3. If it's garbled, ATS will struggle too

Method 2: Online ATS Scanners

Free tools that simulate ATS scanning:

• Jobscan.co (compares your resume to job description)
• ResumeWorded.com (gives ATS score)
• SkillSyncer.com (keyword optimization)

Method 3: The Plain Text Test

1. Copy all text from your resume
2. Paste into a blank document
3. Check for:
   • Proper section separation
   • Readable bullet points
   • No weird characters or symbols

The ATS-Friendly Resume Template

Here's a proven structure that works:

[CONTACT INFORMATION]
Name
Phone | Email | LinkedIn | City, State

[PROFESSIONAL SUMMARY]
2-3 sentences with keywords

[CORE COMPETENCIES]
8-12 relevant skills in 2-3 rows

[PROFESSIONAL EXPERIENCE]
Company Name | City, State
Job Title | Month Year - Month Year
• Achievement with metrics
• Achievement with metrics
• Achievement with metrics

[EDUCATION]
Degree | Institution | Year
Relevant coursework or achievements

[TECHNICAL SKILLS]
Software: List of tools
Certifications: List of certifications

[ADDITIONAL SECTIONS - if relevant]
Certifications
Awards
Publications

Industry-Specific ATS Tips

Tech/IT Resumes

Must include:

• Programming languages
• Frameworks and libraries
• Development methodologies
• Tools and platforms
• Technical certifications

Example: "Senior Software Engineer proficient in Python, JavaScript, React, Node.js. 5+ years building scalable web applications using AWS, Docker, and Kubernetes."

Marketing Resumes

Must include:

• Marketing channels (SEO, PPC, email, social)
• Tools (Google Analytics, HubSpot, Salesforce)
• Metrics (ROI, conversion rates, engagement)
• Campaign types

Healthcare Resumes

Must include:

• Certifications and licenses
• Medical terminology
• Software systems (EMR, EHR)
• Compliance standards (HIPAA)

Finance/Accounting Resumes

Must include:

• Software (QuickBooks, SAP, Oracle)
• Certifications (CPA, CFA, CFP)
• Financial terminology
• Regulatory knowledge

ATS Success Checklist

Before you submit, verify:

• ✅ File is in .docx or PDF format (check posting)
• ✅ Using standard section headers
• ✅ Contact info in main body (not header/footer)
• ✅ Keywords from job description included
• ✅ Simple, clean formatting (no tables, graphics, columns)
• ✅ Standard fonts (10-12pt)
• ✅ Reverse-chronological format
• ✅ Quantified achievements with numbers
• ✅ Both acronyms and full terms included
• ✅ Dates formatted consistently
• ✅ No spelling or grammar errors
• ✅ Passed plain text test
• ✅ Tailored to specific job posting

The Bottom Line

Creating an ATS-friendly resume doesn't mean sacrificing style or impact. It means being strategic about:

1. Format - Simple and clean wins
2. Keywords - Match the job description precisely
3. Content - Quantify achievements and show impact
4. Structure - Use standard headers and organization

The best resume is one that beats the ATS and impresses the hiring manager. With FlashyCV's ATS-optimized templates, you get both.

Create Your ATS-Friendly Resume Today

Ready to build a resume that gets past ATS filters and lands interviews?

Create your professional resume with FlashyCV – our templates are designed with ATS compatibility in mind while maintaining beautiful, professional designs. Choose from 12 templates, customize your content, and download a pixel-perfect resume that works with any ATS system.

Start building your ATS-friendly resume now – join thousands of job seekers who've successfully navigated ATS systems with FlashyCV.

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Still have questions about ATS? Contact our team or explore more resume tips and strategies.