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As if job hunting by itself is not difficult enough, crafting a resume that can pass through an Applicant Tracking System (ATS) has created an additional hurdle for most applicants. ATS software is used by employers to filter resumes before they even reach human eyes. If your resume isn’t formatted correctly or doesn’t include the right keywords, it may be rejected outright. Here’s how to create an ATS ready resume that maximises your chances of getting noticed.
1. Understand the role of ATS
ATS software has become an essential tool for companies of all sizes. As the number of job applications increases, employers turn to ATS software to streamline the recruitment process, ensuring they find the most qualified candidates efficiently. But what exactly is ATS software, and how does it work?
At its core, an Applicant Tracking System is a specialised software designed to automate the early stages of the hiring process. It acts as a gatekeeper, filtering out resumes that don’t meet specific criteria before they ever reach a human recruiter. Companies use ATS to manage the influx of job applications, reducing the time and effort required to sift through hundreds, or even thousands, of resumes.
The functionality of ATS software goes beyond mere keyword searches. It is built to parse, rank, and organise resumes based on predefined criteria. When a candidate submits their application, the ATS scans the document and extracts information such as contact details, work experience, education, and skills. This data is then compared against the job description and requirements set by the employer.
The ATS assigns a score or rank to each resume, prioritising candidates who most closely match the job criteria. Those who score well move on to the next stage of the hiring process, while others may be filtered out. This ranking system helps hiring managers quickly identify top candidates, allowing them to focus their time on applicants who are most likely to succeed in the role.
Moreover, ATS software often includes features such as resume storage, tracking candidate progress through the recruitment pipeline, and even automated communication tools. By automating these tasks, companies can maintain a more organised and efficient hiring process.
However, because ATS relies heavily on algorithms and specific formatting to process resumes accurately, it can inadvertently exclude qualified candidates whose resumes are not optimised for the system. This is why understanding how ATS works—and tailoring your resume to meet its requirements—can be the key to getting noticed in a competitive job market.
In the following sections, we’ll explore the strategies and best practices for crafting an ATS ready resume that not only gets past the software but also stands out to hiring managers.
2. Use a simple and clean format
ATS systems can struggle with complex formatting. To avoid this, keep your resume simple:
Use standard fonts: Stick to fonts like Arial, Calibri, or Times New Roman. Avoid using decorative fonts or styles that could confuse the system.
Avoid images and graphics: While visually appealing, images and graphics can disrupt the parsing of your resume.
Utilise clear headings: Use common section headings such as “Experience”, “Education”, and “Skills”.
Stick to Standard Formats: Save your resume as a .docx or .pdf file, as these are commonly accepted by ATS.
3. Optimise with relevant keywords
One of the most critical aspects of creating an ATS-friendly resume is including the right keywords. These keywords should match the job description:
Analyse the job posting: Identify important keywords, including skills, qualifications, and job titles.
Incorporate keywords naturally: Include these keywords in your resume in a way that reads naturally. Overloading your resume with keywords can be off-putting to human readers, so balance is key.
Use both acronyms and full terms: If a job requires knowledge of “Search Engine Optimisation (SEO)”, include both the full term and the acronym to ensure your resume is picked up by the ATS.
4. Prioritise relevant experience
When listing your professional experience, focus on roles and accomplishments that are relevant to the job you’re applying for:
Tailor your resume for each job: Customise your resume for each job application. Emphasise the skills and experiences that align with the specific role.
Quantify achievements: Use numbers to demonstrate the impact of your work. For example, “Increased sales by 20% in six months” is more effective than “Responsible for increasing sales”.
Use bullet points: Bullet points make your resume easier to read for both ATS and hiring managers.
5. Avoid using tables and columns
Although tables and columns can make a resume look organised, ATS systems often struggle to read them:
Stick to a single-column format: This ensures that the ATS reads your resume from top to bottom without missing important information.
Use consistent formatting: Ensure that your resume is consistently formatted, with uniform spacing, font size, and alignment.
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6. Focus on job titles and dates
ATS systems often look for specific job titles and employment dates to match candidates with open positions:
Use clear job titles: Use job titles that match the industry standard or the titles listed in the job posting.
List dates clearly: Use a consistent date format (e.g., “Jan 2020 – Dec 2022”) to ensure that the ATS can properly parse your work history.
7. Include a skills section
A well-structured skills section can help your resume get noticed by the ATS:
List hard skills: Focus on industry-specific skills that are often mentioned in job postings.
Include soft skills sparingly: While soft skills like “communication” and “teamwork” are important, ATS systems often prioritise hard skills.
8. Avoid headers and footers
Although headers and footers can give your resume a polished look, some ATS systems may not be able to read them:
Place contact information in the main body: Ensure your contact details (name, phone number, email, LinkedIn profile) are in the main body of your resume.
9. Proofread and test your resume
Before submitting your resume, take time to proofread it:
Check for spelling and grammar: Errors can cause ATS to misinterpret your resume.
Test your resume: There are online tools available that allow you to test how your resume will perform in an ATS. Use these tools to identify and fix any issues.
10. Keep it concise
While it’s important to include relevant details, your resume should be concise:
Limit your resume to one or two pages: Depending on your experience level, one to two pages is sufficient. Avoid overwhelming the ATS with unnecessary details.
ATS-ready resume example: Remote Executive Assistant
Name:
Jane Doe
Location:
Remote
Phone:
(123) 456-7890
Email:
jane.doe@email.com
LinkedIn:
linkedin.com/in/janedoe
Portfolio:
janedoeportfolio.com
Professional summary
Detail-oriented and highly organized Remote Executive Assistant with over 5 years of experience providing high-level support to C-suite executives. Proficient in managing schedules, coordinating travel, preparing reports, and handling confidential information. Adept at using technology to improve efficiency and communication in a virtual environment. Committed to ensuring executives can focus on strategic goals by handling administrative tasks with precision and discretion.
Core competencies
- Calendar Management
- Travel Coordination
- Meeting Scheduling & Preparation
- Document Preparation & Management
- Expense Reporting
- Email & Communication Management
- Confidentiality & Discretion
- Project Management
- Advanced Microsoft Office (Word, Excel, PowerPoint, Outlook)
- Google Workspace (Docs, Sheets, Drive, Calendar)
- Zoom & Video Conferencing Tools
- Slack & Collaboration Tools
Professional Experience
Executive Assistant | ABC Corporation | Remote | Jan 2020 – Present
- Manage the daily calendar and scheduling for the CEO, ensuring all meetings and deadlines are met.
- Coordinate international and domestic travel, including flights, accommodations, and itineraries, saving the company 15% in travel costs through vendor negotiations.
- Prepare detailed reports, presentations, and correspondence for executive meetings, enhancing decision-making processes.
- Screen and prioritize emails, phone calls, and correspondence, reducing the CEO’s email load by 40%.
- Assist in organizing virtual events and conferences, managing logistics for over 100 attendees.
- Implemented a new document management system that improved file retrieval time by 30%.
Administrative Assistant | XYZ Enterprises | Remote | May 2017 – Dec 2019
- Supported multiple executives with administrative tasks, including calendar management, travel arrangements, and meeting coordination.
- Drafted and proofread business communications, ensuring accuracy and professionalism.
- Managed expense reports and processed invoices, achieving a 95% on-time submission rate.
- Acted as the main point of contact for executive clients and partners, maintaining professional relationships.
- Organized and maintained confidential files and records, ensuring compliance with company policies.
- Developed a new onboarding process for remote assistants, reducing training time by 25%.
Office Assistant | DEF Solutions | New York, NY | Jun 2015 – Apr 2017
- Provided general administrative support to the executive team, including data entry, scheduling, and office coordination.
- Assisted in preparing presentations and reports, contributing to successful project completions.
- Coordinated office meetings, ensuring all materials were prepared and distributed on time.
- Managed incoming calls and correspondence, ensuring timely and accurate responses.
- Supported HR in coordinating new hire orientations and training sessions.
Education
Bachelor of Arts in Business Administration
University of Anytown | Anytown, USA | Graduated: May 2015
Certifications
- Certified Administrative Professional (CAP) | International Association of Administrative Professionals | 2019
- Project Management Professional (PMP) | Project Management Institute | 2020
Technical Skills
- Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Google Workspace (Docs, Sheets, Calendar, Drive)
- Zoom, Slack, Trello, Asana
- Adobe Acrobat & PDF Editing Tools
- CRM Tools (Salesforce, HubSpot)
- Virtual Collaboration Tools (Teams, Skype for Business)
References
Available upon request.
Why this resume is ATS-ready
Simple formatting
The resume uses a clean and straightforward format with standard fonts and headings. There are no images, graphics, or tables that could confuse an ATS.
Keyword optimisation
The resume includes keywords relevant to a Remote Executive Assistant position, such as “calendar management”, “travel coordination”, and “confidentiality”. These match the typical requirements found in job postings.
Clear section headings: The resume uses common section headings like “Professional Experience”, “Education”, and “Core Competencies”, making it easy for ATS software to parse.
Consistent job titles and dates: Job titles and dates are clearly listed, helping the ATS recognise the applicant’s work history.
Skills section: A dedicated skills section highlights the candidate’s technical and soft skills, which is essential for ATS to identify qualifications.
Elevate your resume with TopResume.com
Crafting an ATS ready resume can be a daunting task, especially when you’re trying to balance keyword optimisation with readability for human recruiters. If you’re unsure where to start or want to ensure your resume is optimised for success, using a professional service like TopResume.com can make all the difference.
TopResume is a leading resume writing service that specialises in helping job seekers create resumes that not only pass through ATS filters but also capture the attention of hiring managers. Their team of professional writers understands the intricacies of various industries and the nuances of ATS software, allowing them to tailor your resume to meet the specific demands of your desired role.
Here’s how TopResume.com works:
1. Free resume review
TopResume offers a free resume critique service where you can upload your current resume. A professional resume writer will analyse it for ATS compatibility, structure, and overall effectiveness, providing you with personalised feedback on how to improve it.
2. Personalised resume writing
After reviewing your resume, you can choose from one of their tailored packages. These include professional resume writing, cover letter writing, and LinkedIn profile optimisation. Based on your career goals and industry, you’ll be matched with a writer who will work with you to craft a resume that highlights your strengths and aligns with ATS requirements.
3. ATS-friendly formatting
TopResume’s writers are well-versed in creating resumes that are formatted for ATS compatibility. They use simple, clean layouts, incorporate relevant keywords, and ensure that your resume is easy for both ATS software and human recruiters to read.
4. Collaboration and revisions
The process is collaborative—after your writer drafts your resume, you’ll have the opportunity to provide feedback and request revisions to ensure the final product meets your expectations.
5. Satisfaction guarantee
TopResume offers a 60-day interview guarantee, meaning that if you don’t get interviews within 60 days of receiving your new resume, they’ll rewrite it for free. This guarantee underscores their commitment to providing resumes that truly work in today’s job market.
Using TopResume.com can save you time and increase your chances of getting past ATS filters, allowing you to focus on what matters most—preparing for interviews and landing your dream job. Whether you’re just starting your career or looking to make a significant leap, TopResume’s professional services can help you present your qualifications in the best possible light.
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