How to Write an ATS-Friendly Resume (Step-by-Step Guide + Formatting Rules)

Have you ever applied for a job that you were genuinely qualified for, only to hear absolutely nothing back?

You tailor your application. You meet most of the requirements. You submit your resume and wait.

Then… silence.

Sometimes, the problem isn't your experience. It may be the way your resume is written and formatted.

Many employers use Applicant Tracking Systems (ATS) to help manage large numbers of applications. An ATS can scan resumes for relevant skills, qualifications, job titles, and keywords before a recruiter reviews them.

This doesn't mean you should write a resume for a robot.

It means you should make your resume easy for both software and humans to understand.

Here's how to do it.

What Is an ATS?

An Applicant Tracking System (ATS) is software companies use to collect, organize, search, and manage job applications.

When you apply online, your resume may go through an ATS before it reaches a recruiter.

The system can look for things such as:

• Job-related keywords
• Skills and qualifications
• Job titles
• Educational background
• Years of experience
• Certifications
• Relevant industry terms

If your resume is difficult to read or doesn't clearly contain relevant information, you may make it harder for the recruiter — and the system — to identify your qualifications.

That's why ATS-friendly formatting matters.

Step 1: Start With the Job Description

Before editing your resume, read the job description carefully.

Don't just look at the job title.

Look for the skills, responsibilities, qualifications, software, certifications, and industry terms the employer repeatedly mentions.

For example, if a job description says:

"Experience with Microsoft Excel, data analysis, reporting, and inventory management."

And you actually have those skills, make sure they appear naturally in your resume.

Instead of writing:

"Worked with company data."

You could write:

"Used Microsoft Excel to analyze inventory data, prepare reports, and track stock levels."

The second version is clearer and contains relevant keywords.

Important: Don't Stuff Keywords

ATS optimization doesn't mean copying the job description word-for-word.

Only include keywords that genuinely describe your experience.

Your resume still needs to make sense to a human recruiter.

Step 2: Use a Simple Resume Structure

A straightforward structure makes your resume easier to scan.

A good ATS-friendly resume can follow this order:

• Name and Contact Information
• Professional Summary
• Work Experience
• Education
• Skills
• Certifications/Professional Training
• Additional Sections, if relevant

You don't necessarily need every section.

For example, a recent graduate may want to give more attention to education, internships, projects, volunteer experience, and relevant skills.

An experienced professional may want to emphasize achievements and work history.

Step 3: Write a Strong Professional Summary

Your professional summary is usually the first section a recruiter reads after your contact information.

Keep it short — around 2–4 sentences.

Instead of writing:

"I am a hardworking and dedicated individual looking for an opportunity to grow and contribute to an organization."

Try something more specific:

"Mechanical Engineering graduate with experience supporting maintenance operations, equipment troubleshooting, and technical documentation. Skilled in preventive maintenance, data analysis, and Microsoft Excel, with a strong interest in manufacturing and industrial operations."

Notice the difference?

The second version tells the employer:

• Who you are
• What you do
• What you know
• Where you can add value

Avoid filling your summary with vague words like hardworking, passionate, dynamic, motivated, and team player unless you support them with specific evidence.

Step 4: Focus Your Work Experience on Achievements

One of the biggest resume mistakes is simply listing duties.

For example:

• Maintenance Intern
• Assisted technicians.
• Checked machines.
• Prepared reports.
• Supported maintenance activities.

There's nothing technically wrong with this, but it doesn't tell the recruiter much about your contribution.

Where possible, show what you did, how you did it, and what changed as a result.

For example:

• Maintenance Intern
• Assisted maintenance technicians with preventive maintenance and equipment inspections.
• Recorded equipment readings and maintenance activities using Excel-based tracking sheets.
• Supported troubleshooting activities that helped reduce equipment downtime.

You don't need impressive statistics for every bullet point. But when you have genuine numbers, use them.

For example:

"Maintained maintenance records for 50+ pieces of production equipment."

Specific information is usually more convincing than generic statements.

Step 5: Use the Right Keywords

Keywords are one of the most important parts of an ATS-friendly resume.

There are usually two types:

Hard-skill keywords

These are specific technical skills, tools, qualifications, or areas of expertise.

Examples include:

• Microsoft Excel
• AutoCAD
• SAP
• Python
• Data Analysis
• Project Management
• Preventive Maintenance
• Financial Reporting
• Inventory Management
• Job-title and industry keywords

These may include terms such as:

• Graduate Trainee
• Mechanical Engineer
• Production Engineer
• Sales Executive
• Financial Analyst
• Quality Control
• Supply Chain
• Procurement

Read the job description carefully and identify the terms that genuinely match your background.

Then incorporate them naturally throughout your resume.

Step 6: Follow ATS-Friendly Formatting Rules

Good content can still become difficult to process if your formatting is complicated.

Here are some practical rules.
Use Standard Section Headings

Use headings such as:

• Professional Summary
• Work Experience
• Education
• Skills
• Certifications

Avoid overly creative headings like:

"My Career Journey"

A human may understand it, but standard headings are clearer for automated systems.
Avoid Tables

Tables can sometimes cause information to be read in the wrong order.

For example, a two-column layout might cause your job title, company, dates, and responsibilities to be extracted incorrectly.

A simple single-column layout is usually safer.

Avoid Text Boxes

Important information placed inside text boxes may not be interpreted correctly by some systems.

Keep your important information in the main body of the document.
Avoid Excessive Graphics

Icons, logos, charts, photographs, and decorative graphics may make a resume look attractive, but they can create problems for automated parsing.

For an ATS-focused resume, prioritize clarity over decoration.
Be Careful With Headers and Footers

Some resume systems may not properly extract information placed in headers or footers.

Keep important contact information and other critical details in the main document area.

See Also: Helium Health Hiring Growth Associate (Delta)

Step 7: Choose a Professional Font

Keep your font simple and readable.

Good options include:

• Arial
• Calibri
• Aptos
• Helvetica
• Georgia
• Times New Roman

A font size around 10–12 pt for body text is generally readable.

Your name and section headings can be larger.

You don't need five different fonts to make your resume stand out.

One or two fonts are enough.

Step 8: Use Bullet Points Correctly

Recruiters don't read resumes like novels.

They scan them.

That's why bullet points are useful.

Keep most bullet points concise and start them with strong action verbs.

Instead of:

"Was responsible for preparing weekly reports."

Write:

"Prepared weekly operational reports using Microsoft Excel."

Other useful action verbs include:

1. Analyzed
2. Managed
3. Developed
4. Coordinated
5. Improved
6. Prepared
7. Designed
8. Implemented
9. Monitored
10. Supported
11. Evaluated
12. Organized

Step 9: Save Your Resume in the Right Format

PDF is commonly accepted and preserves your formatting, but you should always check the job posting's instructions first.

If the employer specifically requests a Word document, submit a Word document.

If the application portal accepts PDF, a properly formatted PDF is often a practical choice.

Also, use a professional filename.

Instead of:

Resume_Final_Final2.pdf

Use something like:

John_Adeyemi_Resume.pdf

It looks more professional and makes your document easier to identify.

Step 10: Tailor Your Resume for Every Application

This is where many job seekers lose opportunities.

You don't need to completely rewrite your resume for every job.

But you should adjust it to match the position.

For example, if you're applying for a Graduate Trainee position, emphasize:

• Leadership
• Teamwork
• Problem-solving
• Academic projects
• Internships
• Relevant technical skills
• Achievements

For a Maintenance Engineer position, you may emphasize:

• Preventive maintenance
• Troubleshooting
• Equipment inspection
• Reliability
• Maintenance planning
• Technical documentation

Same person.

Different emphasis.

That's what tailoring your resume means.
ATS-Friendly Resume Formatting Checklist

Before submitting your application, ask yourself:

• ☐ Is my resume easy to read?
• ☐ Did I use standard section headings?
• ☐ Did I include relevant keywords from the job description?
• ☐ Did I avoid unnecessary graphics and complicated layouts?
• ☐ Did I use a professional font?
• ☐ Are my employment dates clear and consistent?
• ☐ Did I highlight achievements rather than only responsibilities?
• ☐ Did I remove spelling and grammatical errors?
• ☐ Did I follow the employer's requested file format?
• ☐ Does my resume accurately represent my experience?

If you can answer "yes" to these questions, you're on the right track.
Final Thoughts

An ATS-friendly resume doesn't have to be boring.

It simply needs to be clear, relevant, readable, and easy to process.

Remember that the goal isn't to trick an Applicant Tracking System.

The goal is to make sure your actual qualifications are easy to find.

So, before sending your next application, take a few minutes to study the job description, identify the important requirements, tailor your resume, and remove unnecessary formatting.

Sometimes, a few thoughtful changes can make a big difference in how clearly your experience comes across.

And that's what a good resume should do: make it easy for the right employer to see what you can bring to the table.