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Top 20 Tips on Writing ATS-Compatible Resumes for ATS Systems

Top 20 Tips on Writing ATS-Compatible Resumes for ATS Systems

Top 20 Tips on Writing ATS-Compatible Resumes for ATS SystemsOne of the most popular sessions at The National Resume Writers’ Association Conference last week was Pat Criscito’s presentation on how to write ATS-Compatible Resumes. ATS (or Applicant Tracking Software) systems are used by the majority of companies in this country to determine whom to interview. If your resume does not pass the ATS test, you will not get an interview.

Thankfully, how to write an ATS-compatible resume is not a complete mystery. This article will teach you how to sell yourself to an ATS system and get your phone to ring for an interview.

KEYWORD TIPS

  1. MOST IMPORTANT TIP FIRST: Use keywords that match the keywords in the job description! This means you’ll need to edit your resume for every job you apply for. No joke. I know this task is time-consuming, but it will pay off.
  1. Use keywords in context, in your experience section. ATS systems count the number of years of experience you have for the skills the company cares about. If you have “project management” listed in a bullet under a job where you spent 10 years, you’ll get 10 years of credit for project management. If you list it in a Skills list, you’ll get zero. So even if you have a separate skills list, be sure to include all your skills in your bullets as well!
  1. Whenever possible, put your keywords on page one and at the top of subsequent pages if any. They will be ranked higher in these locations.
  1. There’s no need to use every possible version of your keywords. ATS systems are so smart that a keyword search automatically finds all relevant words. For example, a search for “RN” will also recognize “nurse practitioner” and “registered nurse”; a search for “attorney” will capture “lawyer” and “general counsel” and “GC”; and a search for “finance executive” will find “CFO” and “Controller.” The systems are also smart enough not to count “executive assistant” when searching for an “executive.”
  1. Abbreviations are okay. It doesn’t matter if you insert periods or not, and you don’t need to write things out if they are common. For example, either “MBA” or “M.B.A.” is sufficient, without having to write out Masters in Business Administration.
  1. If a job description calls for expertise with a specific program, such as MS Word, list the specific program, not just MS Office. And remember to put it in your Experience, not just in a Skills list!

FORMATTING TIPS FOR ATS-COMPATIBLE RESUMES

  1. You can use any font and style—bold, italics, shading, even white text. All will be read as text.
  1. You can submit your resume as a Word or PDF document. In a PDF, any information that is editable in a PDF editor will be read by an ATS system.
  1. Don’t use the columns feature. Period. Use tabs instead. And don’t use text boxes. They won’t be read.
  1. Tables are okay ONLY if they have only one row, and if the header and content are in the same column. Never use the format where you have your headers on the left and your content on the right. Here’s an example of an acceptable use of tables:

SKILLS

Biopharmaceuticals ◾ CMOs ◾ Market Analysis ◾ Contract Negotiation ◾ Business Process Creation ◾ Manufacturing Operations ◾ Logistics ◾ Lean Manufacturing ◾ ERP ◾ Process Automation ◾ Quality Control

SUMMARY

Senior Tech Company Manager with 8 years’ experience in development, manufacture, informatics and licensing of biopharmaceutical equipment technology. Led transformation of small technology firm into mature business, negotiated licensing agreement with multinational ABC, and led due diligence during acquisition by $13B diversified industrial giant XYZ.

  1. Put your contact information in the main body of the document on the first page—not in a header! ATS systems do not read headers or footers. It’s advisable to repeat your contact information in a header on the second page, which will not confuse the ATS but will appear nicely if a human prints out and reads the original document.
  1. If you have credentials, it’s okay to put them after your name as long as you precede them with a comma. The comma clues the ATS in that your name is complete. So write “Brenda Bernstein, JD, CMRW,” not “Brenda Bernstein J.D., CMRW.” Same applies with suffixes like Jr., Sr., or III.
  1. Charts and graphs will be ignored. If you have information you want to convey, there’s nothing wrong with using a chart or graph as long as you also convey the same information in your bullets, which will be read.
  1. Use more space between major sections that you do between jobs. Be consistent! This will help the ATS figure out what’s what and know when to look for a new job or a new section.
  1. It’s okay to list company names, job titles, and dates in any order, as long as they are consistent.

Click here to see a sample of an ATS-compatible resume.

TIPS FOR ORGANIZING YOUR INFORMATION

  1. Don’t combine several sections together. Use just one word or phrase in each header, and keep them standard: Profile or Summary; Experience or Work History; Education; and Certifications. If you want to insert continuing education courses under the Education section, that’s fine. A “Skills” section doesn’t have particular value but you can include one.
  1. Never omit the dates of your experience. The positions won’t be read or counted for anything.
  1. If you’ve held more than one position at a company, list the company name multiple times—once for each position. Otherwise the ATS won’t know how to read the information. One trick you can use is to put the company name in white text so it’s not visible; but if you do this, make sure to insert enough space before the white text that the ATS will know it’s a new position.
  1. As a general rule, unless specifically requested to do so, do NOT make the first page of your resume your cover letter. This advice seems not to hold true universally, however. I have a client who applied to a position through LinkedIn Easy Apply using this strategy, and she got a call for an interview the next day.
  1. If you have held many short-term jobs, combine them wherever possible. ATS systems are programmed to recognize job hoppers, and you don’t want to be one of them!

If you think all these tips will result in an awkward resume that doesn’t look the way you want it to, never fear! You can have two versions of your resume: one “presentation” version that you can hand out to people or email as an attachment to your network, and another version that you use to submit to online applicant systems.

If you apply my top 20 ATS system tips and find you’re getting better results from your online applications, please let me know!

18 COMMENTS

  1. Ijo
    Apr 09, 2018 at 4:55 pm

    Brenda, thanks for your great article! Someone mentioned that an ATS system cannot recognize words when there is a “/ ” between the words unless extra spaces are added (e.g.,”finance / accounting” rather than “finance/accounting”). Is this true or false?

    • Brenda Bernstein
      Apr 11, 2018 at 12:59 pm

      Ljo, I’m investigating the answer to your question – please stay tuned!

    • Brenda Bernstein
      Apr 25, 2018 at 6:29 pm

      The jury is still out on this one, but the best resource I could find said to use spaces to be safe!

  2. Praveen
    May 07, 2018 at 11:04 pm

    Hi Brenda,
    I am a electrician and also have experience as laborer foreman.if I am applying for a laborer foreman position how can I change job title?.
    Electrician/Laborer foreman. It is ok apply this way.?

    Praveen.

    • Praveen
      May 07, 2018 at 11:12 pm

      Hi Brenda,
      I am a Electrician and also have experience as a laborer foreman.If I am applying for Laborer foreman position how can I change my job title?

      Electrician/Laborer foreman .is it ok apply this way?

      Praveen

      • Brenda Bernstein
        May 07, 2018 at 11:45 pm

        Hi Praveen, yes that should be fine!

  3. Rebecca
    May 17, 2018 at 10:13 am

    Despite being told my resume is perfect as is, I am not getting enough activity. I’m tweaking it to be more ATS friendly. How would you suggest I handle the gap in my employment from my last position to now. I returned to school full time and spent time for family. Should I add dates to my education to explain? You suggest no skill section but what about competencies? I’ve been using a more functional format because of my experience and the gap. Thanks!

    • Brenda Bernstein
      May 17, 2018 at 11:38 am

      Hi Rebecca, a lot of your questions need to be answered on a case-by-case basis. We’ll reach out to connect! Note I don’t say not to have a Skills section; you just need to include the skills in your Experience section as well, and not rely on the list of skills to “prove” you can do those things.

  4. Katherine
    Jun 19, 2018 at 12:10 pm

    I retired for almost 3 years and am now trying to return to work. How do I list this on a resume? Also, I did very little except enjoy for the first 2 years, so little to no v

    • Brenda Bernstein
      Jun 19, 2018 at 1:16 pm

      Hi Katherine, sometimes the best policy is just to put your last work experience on the resume and leave it at that! You will most likely get your next position through networking, which will make your employment gap less of an issue.

  5. Cansu
    Jun 25, 2018 at 12:19 am

    Hi Brenda! I am going apply to a recruitment event for cabin crew. I’ve been told they also use ATS system but as we will hand our CV as paper would that still matter that it has to be ats friendly. I mean can paper resume be scanned as well as electronic ones?

    • Brenda Bernstein
      Jun 25, 2018 at 6:58 am

      It’s possible they will scan your resumes into a system that can read them, so I would recommend submitting an ATS friendly resume just in case. In general, you do not have to consider ATS when you’re submitting a paper resume, but better safe than sorry!

  6. Jun 25, 2018 at 11:55 pm

    Hello Brenda,

    I have just completed a volunteer work assignment in which I have volunteered for one year and 5 mos working in a field I really I like to do and which I had been doing for more than 10 years. In addition, there are 2 gaps in employment history before my volunteering work. I am also looking for a permanent job in the same field and I am taking online classes to help me in the field as well. How can I use the date format in my resume to hide my employment gaps and should/ how can I list continue education in my resume regarding my online class while still looking for job? Thanks for your help

    • Brenda Bernstein
      Jun 26, 2018 at 1:40 pm

      Hi Bruce, you have a unique situation that I wouldn’t feel comfortable addressing without seeing your full resume and knowing more information. I think my $50 resume review service would be valuable for you. If that’s something that interests you, please go to https://theessayexpert.com/resume-review-special/. I’d be happy to speak with you about your choices and strategies!

  7. Nik
    Jun 28, 2018 at 1:23 pm

    I was laid off from a contract job through staffing agency working for a big company. I have gotten a few interviews for over 10 months, but no job offer.
    I used a resume that was approved by the certified resume writer. I am sure you or other certified resume writer will offer a different opinion which format would be best suited for ATS. Would you take a look at my resume and share your feedback if I send you my resume?

    • Brenda Bernstein
      Jun 28, 2018 at 1:39 pm

      Hi Nik, I have a $50 resume review service that might be useful for you. See https://theessayexpert.com/resume-review-special/. Otherwise please go through the tips in this article carefully and you should be in good shape!

  8. Kris
    Jul 02, 2018 at 5:07 pm

    Hi Brenda,

    I’ve been recently applying for executive assistant jobs in the “corporate world”. My most recent experience (15 years) has been working in the administration office for a large school district. (I had 5 years of corporate experience prior to that). Some of the feedback that I’ve received is that there are applicants for the positions with “significantly more corporate experience” than I have. Is there a way arrange my resume to overcome my work experience being with a local government agency and not corporate? Thanks for your help!

    Kris

    • Brenda Bernstein
      Jul 02, 2018 at 5:19 pm

      Hi Kris, you can use a hybrid resume format. I would recommend looking in that section of my book, How to Write a WINNING Resume. These don’t work as well with ATS – they are better for humans!

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