How to Write an ATS-Friendly Resume: A Practical Checklist

By DigiCools Team ·

Many companies use an applicant tracking system (ATS) to collect and sort applications. Before a recruiter opens your resume, software may read it, pull out your details and rank it against the job description. A resume that looks good to a person can still be read badly by that software.

This checklist keeps your resume easy for both.

1. Keep the layout simple

  • Use one column. Text boxes, tables and side panels are often read in the wrong order or skipped.
  • Put your name and contact details in the main body, not only in the page header.
  • Use a standard font such as Calibri, Arial or Georgia, 10–12 pt.
  • Avoid icons and progress bars for skills; write the skill as text instead.

2. Use standard section headings

Software looks for familiar headings. Use plain ones:

  • Summary
  • Work Experience
  • Education
  • Skills
  • Certifications

Creative headings like "My Journey" can confuse the parser.

3. Match the job description honestly

Read the job post and note the exact terms it uses for tools, skills and qualifications. If you genuinely have those skills, use the same wording in your resume. For example, if the post says "financial modelling", write "financial modelling" rather than only "built Excel models".

Do not paste in keywords you cannot back up — a recruiter will check, and it can cost you the interview.

4. Write achievements, not duties

For each role, use short bullet points that start with an action verb and show a result where you can:

  • "Reduced month-end close from 8 to 5 days by automating reconciliations."
  • "Managed a team of 6 nurses across two shifts."

Numbers help both the software and the reader understand your impact.

5. Get the file format right

  • Send the format the employer asks for. If nothing is specified, a .docx file or a text-based PDF is usually safe.
  • Make sure your PDF contains real text (you should be able to select and copy it). A scanned image cannot be read.
  • Name the file clearly, for example: Firstname-Lastname-Resume.pdf.

6. Check the details before you send

  • Dates in one consistent format (for example "Jan 2022 – Mar 2024").
  • No spelling mistakes in job titles, company names or tools.
  • One to two pages for most roles; longer CVs are normal in some fields such as medicine and academia.

A faster starting point

If you would rather not build the layout yourself, our Resume & CV templates are designed with a simple, single-column structure and standard headings. Each kit is editable, so you add your own experience and keywords for the job you are applying to.

Related products

← All articles