Stop sending your resume into the void. Learn exactly how Applicant Tracking Systems work and how to optimize your application to ensure it gets seen by a human recruiter.
Sproutern Team
Here is the latest guide • 16 min read
You've spent hours crafting the perfect resume. You've listed your achievements, double-checked for typos, and tailored your cover letter. You hit "Apply" and... silence. Weeks go by without a word.
The culprit? Likely the Applicant Tracking System (ATS).
Over 98% of Fortune 500 companies and a growing number of startups use ATS software to filter candidates. If your resume isn't optimized for these systems, it might be automatically rejected before a human ever lays eyes on it. But don't worry—beating the ATS isn't rocket science. It's about understanding the rules of the game.
An Applicant Tracking System is a software application that manages the recruitment process. It scans resumes for specific keywords, formats, and criteria set by the employer to rank and filter candidates. Think of it as a gatekeeper that decides which resumes are "worthy" of human review.
The biggest mistake students make is over-designing their resumes. While a creative, colorful resume might look great to you, it often confuses ATS parsers.
ATS algorithms work by matching keywords in your resume against the job description. If the job description asks for "Python," "Data Analysis," and "Project Management," and your resume doesn't contain these exact terms, you will likely be ranked lower.
Don't get cute with your section titles. The ATS needs to know where to look for specific information.
| Instead of... | Use... |
|---|---|
| "About Me" / "Bio" | "Professional Summary" |
| "Professional Journey" | "Work Experience" |
| "Academic Background" | "Education" |
| "Abilities" / "Competencies" | "Skills" |
Unless the application specifically asks for a different format, always submit your resume as a PDF. However, not all PDFs are created equal.
Avoid "Print to PDF" from image files. The text must be selectable. A quick test: open your PDF and try to highlight the text with your mouse. If you can highlight individual words, the ATS can read it. If you can only select the whole page as an image, the ATS cannot read it.
Note: Some older ATS systems still prefer Word documents (.docx). If the application explicitly says "Upload Word Doc," follow their instructions!
ATS systems (and human recruiters) love numbers. They provide concrete proof of your capabilities.
One size does NOT fit all when it comes to resumes. The biggest advantage you can give yourself is customizing your resume for each position you apply to.
Your professional summary (2-3 sentences at the top of your resume) is prime real estate. It should immediately tell the ATS and recruiters why you're a perfect fit.
Weak Example
"Recent graduate looking for opportunities in marketing. Hard worker with good communication skills."
Strong Example
"Results-driven marketing graduate with hands-on experience in digital marketing, SEO, and social media management. Increased Instagram engagement by 300% during university internship. Proficient in Google Analytics, Hootsuite, and Adobe Creative Suite. Seeking to leverage data-driven marketing skills at [Company Name]."
Your skills section is critical for ATS matching. Include both hard and soft skills, but prioritize technical skills that match the job description.
⌠Myth: White text tricks fool the ATS
Truth: Modern ATS can detect hidden text. This practice can get you blacklisted.
⌠Myth: You need to use ALL keywords from the job posting
Truth: Focus on the 10-15 most important keywords. Keyword stuffing looks unnatural and hurts readability.
⌠Myth: Longer resumes perform better in ATS
Truth: Keep it to 1-2 pages. ATS doesn't care about length, but human recruiters do.
⌠Myth: All ATS systems work the same way
Truth: Each ATS has different algorithms. That's why following universal best practices is crucial.
ATS systems parse dates to understand your work history timeline. Use a consistent, standard format throughout your resume.
Recommended date formats:
Avoid these formats:
Especially for students and recent graduates, volunteer experience and personal projects can demonstrate skills that paid positions might not show.
Treat these sections like work experience. Use action verbs, quantify results, and include relevant keywords. A volunteer social media management role is still social media management experience.
GitHub projects, hackathon participation, and personal websites all count! For tech roles especially, a strong projects section can compensate for lack of formal work experience. Include: project name, technologies used, and measurable outcomes (users, downloads, performance metrics).
Let's break down each resume section and how to optimize it for ATS:
This is the most important section. Follow this formula for each bullet point:
Action Verb + What You Did + Impact/Result
Example: "Developed a Python automation script that reduced manual data entry time by 15 hours per week, improving team productivity by 40%."
ATS systems might search for either the acronym or the full term. Cover your bases by including both on first mention.
Example:
"Bachelor of Science (B.S.) in Computer Science"
"Search Engine Optimization (SEO)"
"Certified Public Accountant (CPA)"
While technical skills are more easily matched by ATS, soft skills matter too—but they need context.
⌠Don't just list them:
"Leadership, Communication, Teamwork"
✅ Show them in action:
"Led a cross-functional team of 5 to deliver project 2 weeks ahead of schedule"
Where you place keywords matters. ATS gives more weight to:
Before submitting your resume, test it to see how well it performs. Here are free tools to check ATS compatibility:
Upload your resume and the job description. Jobscan provides a match rate percentage and specific recommendations.
Best for: Detailed keyword analysis
AI-powered feedback on content and ATS compatibility. Free basic scan available.
Best for: Content improvement suggestions
Free tool that shows you exactly how ATS systems parse your resume.
Best for: Seeing formatting issues
Using Images or Charts
Skills bars, charts, and infographics look cool but ATS can't read them. Stick to text.
Inconsistent Formatting
Mixing date formats, bullet styles, or font sizes confuses parsing algorithms.
Ignoring Job Description Language
If they say "customer service" don't say "client relations." Match their exact terminology.
Spelling and Typos
ATS matches exact keywords. "Exel" won't match "Excel." Always proofread!
Submitting as Image PDF
Always use text-based PDFs. Test by trying to highlight text in your PDF.
Choose a clean, simple template designed with ATS in mind. Here's what to look for:
Free ATS-friendly template sources:
One page for students and recent graduates (0-3 years experience). Two pages for experienced professionals is acceptable. Never exceed two pages unless you're in academia or have 15+ years of highly relevant experience.
No, not for US companies. Photos can cause ATS parsing issues and may introduce unconscious bias. Some European and Asian countries expect photos—research the local customs.
Focus on relevant coursework, academic projects, volunteer work, internships, and extracurricular activities. Use the same achievement-focused format. A leadership role in a student organization is still a leadership role.
Use color sparingly. A subtle accent color for headings is fine, but keep the main text black. Avoid background colors entirely as they reduce readability and can cause parsing issues.
No. "References available upon request" is outdated and wastes valuable space. Employers will ask for references if needed— prepare a separate reference list to provide when requested.
Update your resume quarterly, even when not job searching. Add new achievements, skills, and completed projects while they're fresh. This makes tailoring for specific applications much easier.
In the US, a resume is 1-2 pages for job applications, while a CV (curriculum vitae) is longer and used for academic positions, including publications and presentations. Outside the US, "CV" often means what Americans call a "resume."
Absolutely not. Tailoring your resume for each position significantly increases your chances of passing ATS and impressing recruiters. Focus on the experiences and skills most relevant to each specific role.
Before you hit submit, verify:
Getting past the ATS is crucial, but it's not the end goal. Once your resume lands in front of a human recruiter, it needs to be compelling, clear, and showcase your unique value. Balance ATS optimization with readability and impact. A resume that passes ATS but bores human readers won't get you the interview.
Don't leave your application to chance. Use our free tools to optimize your resume today.
