ATS-Friendly Resume Formatting: What You Need to Know
What Is an ATS and Why Formatting Matters
Applicant Tracking Systems (ATS) are software tools employers use to filter, rank, and sort resumes before they ever reach a human. If your resume isn’t formatted correctly, it may get rejected — no matter how qualified you are.
That’s why ATS-friendly resume formatting is essential. It ensures your resume can be accurately scanned, parsed, and passed on to a recruiter. Think of it as writing for both robots and humans — because in today’s job market, you need to impress both.
How Applicant Tracking Systems Actually Work
ATS software scans resumes for key data points: work experience, skills, dates, education, and keywords. It compares this information against the job description to determine how well your resume matches.
But here’s the catch: complex formatting like tables, graphics, or headers can confuse the system. If the ATS can’t read your content, it won’t pass it along — even if your qualifications are perfect.
Why a Beautiful Resume Can Still Get Rejected
Visually stunning resumes created in design tools like Canva may look impressive to humans, but they often fail when scanned by ATS bots. Many templates use columns, icons, or unconventional layouts that break parsing logic.
What you need is a clean, simple, machine-readable resume. That means left-aligned text, standard fonts, logical sections, and minimal styling. Your goal isn’t just to get noticed — it’s to get past the filter and into the interview pile.
Step-by-Step: How to Format a Resume for ATS
To pass through ATS filters, your resume must follow a logical, linear structure. Here’s a reliable formatting framework:
- Contact Information: Name, email, phone, LinkedIn (no headers/footers)
- Professional Summary: 2–3 lines with targeted job keywords
- Work Experience: Reverse-chronological, bullet format, no tables
- Skills: Use a clean, bulleted list of technical and soft skills
- Education & Certifications: List institution, degree, date
Stick to left alignment, use standard section headers like “Experience” or “Education,” and avoid text boxes or columns — they often confuse resume parsers.
Best Fonts and Sizes for ATS Compatibility
Font choice is more than style — it affects how well ATS can read your resume. The best ATS-friendly resume fonts are:
- Calibri (10–12pt)
- Arial (10–12pt)
- Georgia (11pt)
- Verdana (10–11pt)
- Helvetica (clean but avoid if embedded in PDFs)
Avoid stylized or decorative fonts like Comic Sans, Garamond, or anything script-based. Stick to clear, sans-serif fonts for maximum readability.
File Types: PDF or Word? What Works Best?
Here’s the truth: not all ATS systems handle PDFs well. While many modern systems do, older ones may reject or misread them. To be safe, follow the employer’s submission guidelines. If none are provided, use a .docx format to ensure maximum compatibility.
Never submit an image-based or scanned resume. ATS bots can’t read graphics. And always label your file professionally — for example: firstname-lastname-resume.docx
Keyword Optimization: Tailoring Your Resume to the Job
ATS software filters resumes based on keyword matches from the job description. If your resume lacks the right terms, it won’t rank — even if you’re qualified. That’s why customizing your resume for each role is essential.
Use the exact phrases from the job ad in your summary, experience bullets, and skills section. For example, if the job requires “project management” and “budget forecasting,” include those terms exactly. Avoid keyword stuffing — your resume should still sound human.
Common Formatting Mistakes That Break Your Resume
Even strong candidates get rejected because of resume formatting errors. Here are the most common ATS blockers to avoid:
- Using tables or columns for layout
- Placing content in headers or footers
- Including images, icons, or charts
- Using non-standard section headings (e.g., “What I’ve Done” instead of “Experience”)
- Overusing bold, italics, or underlines
A clean, single-column layout with standard text formatting gives your resume the best chance of making it through the ATS.
ATS-Friendly Resume Templates (What to Use & Avoid)
Some resume templates are built for beauty, not for bots. Avoid downloadable designs that include color blocks, graphics, or fancy typography. These may impress hiring managers — but only if they ever see them.
Instead, choose or build a simple, clean template with clearly labeled sections. Microsoft Word’s built-in templates or tools like Jobscan’s ATS resume builder are excellent places to start.
Sections Every ATS Resume Must Include
To ensure your resume is fully parseable by applicant tracking systems, include these essential sections — clearly labeled and ordered logically:
- Contact Information – name, email, phone, LinkedIn (avoid headers/footers)
- Professional Summary – short intro with targeted keywords
- Work Experience – reverse-chronological, bullet points only
- Skills – list of relevant hard/soft skills
- Education – degree, institution, graduation year
Optional sections like Certifications, Awards, or Volunteer Work are welcome — just label them clearly so ATS bots can categorize them properly.
Resume Design Elements to Avoid (Tables, Headers, Icons)
Design elements that improve aesthetics often hurt performance in ATS systems. Avoid the following if you want your resume to be machine-readable:
- Text boxes, tables, and columns (they break data parsing)
- Icons and graphics (can’t be interpreted by bots)
- Headers and footers (often ignored entirely)
- Background colors or images (adds clutter and parsing issues)
Stick with a simple layout: standard fonts, no graphics, clear labels, and one column. ATS loves structure — not style.
How to Test If Your Resume Passes ATS
Before submitting your resume, run it through an ATS scanner to check formatting and keyword strength. Free tools like Jobscan or Resumeworded let you compare your resume against a specific job description.
Another simple test? Copy and paste your resume into a plain text editor. If the spacing or content breaks, the ATS likely won’t read it correctly. Clean formatting = higher chances of getting through.
Myths About ATS Resumes Debunked
Myth #1: “You need a fancy design to stand out.” Truth: Fancy formatting often gets blocked by ATS. Simplicity wins.
Myth #2: “PDF is always better.” Truth: Not all systems read PDFs correctly. When in doubt, use .docx unless specified otherwise.
Myth #3: “Keywords don’t matter if I’m qualified.” Truth: Keywords are everything to ATS ranking logic. If they’re not there, you’re invisible.
Advanced Tips for High-Volume Job Applications
If you’re applying to many jobs at once, optimize efficiently:
- Keep a master resume and tweak key terms per role
- Use resume-targeting tools (e.g., Jobscan, TealHQ)
- Track which keywords you used with each submission
Small changes — like updating the title or summary — make a big difference in ATS matching accuracy across high-volume applications.
FAQ: Fonts, File Types, and Formatting Do’s & Don’ts
1. What is the best resume format for ATS?
A simple, single-column format with clearly labeled sections is best. Avoid tables, headers/footers, and images.
2. Is PDF or Word better for ATS resumes?
Use .docx unless the employer specifically requests PDF. Some older ATS systems can’t read PDFs properly.
3. Can I use resume templates from Canva?
Canva templates often include graphics and columns that confuse ATS. Choose text-only, ATS-optimized templates instead.
4. How do I test if my resume passes ATS?
Use tools like Jobscan or paste your resume into a plain text editor to see how it parses. Broken formatting = rejected resume.
5. What font should I use on my ATS resume?
Use clean fonts like Calibri, Arial, or Verdana in sizes 10–12pt. Avoid decorative or serif-heavy fonts.
Conclusion: Format to Get Found, Not Just to Look Good
Even the strongest experience won’t help if your resume never gets read. That’s why ATS-friendly resume formatting is your first step to landing interviews — and the job.
Keep it simple. Use clean fonts. Mirror the job description’s keywords. And avoid design fluff that looks pretty but breaks your chances. In 2025, your resume has to pass the bots before it impresses the boss.
To learn more about preparing for job success and unlocking your financial potential, consider reading the following:
