How to Write a Resume That Passes ATS Filters

Writing an ATS-friendly resume does not mean sacrificing professional appearance. It means making deliberate choices about formatting and structure so the algorithm can correctly read your data. The good news: following these rules also makes your resume clearer to human readers.

PDF or DOCX — Which Should You Choose?

This is one of the most frequently asked questions. The general rule is simple: if the job posting does not specify a format, send a PDF with selectable text (not a scanned image). PDF guarantees that the layout stays consistent on every device. However, not every ATS handles PDF well — older versions of Taleo and SAP SuccessFactors prefer DOCX. If you are applying through an older corporate portal, keep a DOCX version ready.

Fonts — Keep Them Simple and Readable

Use fonts that ATS can parse without issues. Safe choices include: Calibri, Arial, Helvetica, Georgia, Times New Roman. Avoid decorative typefaces, ligatures, and non-standard fonts (especially those loaded from Google Fonts or embedded as images). Body text size: 10–12 pt; headings: 14–16 pt. Do not shrink the font below 10 pt to squeeze in more text — some ATS systems may fail to read very small text.

Use Standard Section Names

ATS platforms look for specific headings to categorize your data. Use standard section names instead of creative alternatives. For example, instead of "My Professional Journey" write "Work Experience", and instead of "What I Can Do" write "Skills". Here are recommended headings:

• Work Experience / Professional Experience
• Education
• Skills
• Professional Summary / Summary
• Certifications
• Languages
• Projects (optional)

No Tables, Borders, or Columns

Tables and multi-column layouts are a real trap for ATS systems. The parser reads text line by line, and inside a table it frequently mixes content from different cells, producing garbled output. A skills section placed in the left column may be skipped entirely or merged with dates from the right column. Stick to a single-column layout with clean paragraphs.

Where to Place Keywords

Keywords should appear in several strategic locations in your resume. In the professional summary at the top, mention 2–3 key competencies from the job posting. In the skills section, list specific technologies, tools, and methodologies. In your job descriptions, use the exact same phrasing that appears in the requirements — if the job ad says "SQL", do not write "database query language".

One Page or Two?

ATS does not penalize length — a human recruiter might. The general guideline: up to 5 years of experience — one page; 5–10+ years — a maximum of two pages. Do not add empty-sounding sentences or unnecessary information just to fill space. At the same time, do not shrink margins or font size to squeeze onto one page at the expense of readability.

Section Order Matters

For most candidates, the recommended order is: Professional Summary → Work Experience → Education → Skills → Languages → Certifications. If you are a recent graduate with limited experience, you can move Education to second place. Always list work experience in reverse chronological order (most recent first).

Graphic Elements — What to Avoid Absolutely

• Photos and company logos (ATS cannot read them, and in many countries they can violate equal treatment principles)
• Skill progress bars and charts (e.g. "Python ████░░ 70%")
• Icons instead of text (phone icon instead of the word "Tel.")
• Headers and footers containing important contact information
• Hyperlinks hidden behind anchor text — use full URLs or descriptive text