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Over 70% of resumes are filtered out by Applicant Tracking Systems (ATS), never even reaching a recruiter. Understanding how these systems work and how to optimize your resume accordingly is crucial. Let’s take a look at how we can improve your resume and ensure your resume makes it to the next steps of the application process.
Applicant Tracking Systems are software applications that automate the hiring process by managing and filtering large volumes of resumes. Companies, especially large organizations, receive hundreds or even thousands of applications for a single position. Manually sifting through each resume is time-consuming and prone to human error. An ATS will streamline this process by scanning resumes for specific keywords, qualifications, and experiences that match the job description, narrowing down the pool of applicants to the most relevant candidates.
These systems assist in standardizing the recruitment process, reducing potential biases, and ensuring that hiring managers focus on candidates who meet the predefined criteria. This efficiency not only saves time but also enhances the quality of hires by ensuring a consistent evaluation process.
An Applicant Tracking System scans resumes using a combination of keyword matching, data parsing, and ranking algorithms to filter and evaluate job applications. Here’s how the process typically works:
1. Parsing Resume Content
When a resume is uploaded, the ATS extracts and categorizes information into predefined sections such as:
The ATS breaks down the resume into a machine-readable format, converting it into a structured database entry.
2. Keyword Matching
The system then scans the resume for specific keywords and phrases related to the job posting. These include:
If a resume lacks critical keywords from the job description, the ATS may automatically reject it.
3. Formatting & Readability Analysis
ATS systems favor simple, text-based formatting over complex designs. Some formatting elements that can cause problems include:
If an ATS cannot properly read the document due to poor formatting, it may discard the resume.
4. Ranking and Scoring Resumes
Once parsed, the ATS assigns a match score based on how closely the resume aligns with the job description. It evaluates:
Higher-ranked resumes get sent to recruiters, while lower-ranked ones may never be seen.
Example Professional Summary – Operations Manager
Results-driven Operations Manager with 8+ years of experience optimizing business processes, leading cross-functional teams, and improving operational efficiency. Proven ability to reduce costs, streamline workflows, and enhance productivity through data-driven decision-making and process improvements. Expertise in supply chain management, Lean Six Sigma, ERP systems, and logistics operations.
Just from this paragraph, the ATS is going to read:
Then, the ATS will compare these extracted keywords to the job posting’s requirements. It will continue scanning the rest of your resume, identifying matches in your work experience, skills, education, and certifications. The closer your resume aligns with the job criteria, the higher your chances of passing the initial screening and moving forward in the hiring process.
Creating a resume that is both ATS-friendly and engaging for recruiters can be a challenge. To help you strike the right balance, we’ve outlined five key tips to optimize your resume and improve its chances of making it through the application process.
ATS systems are programmed to look for exact matches between your resume and the job description. If your resume lacks the right keywords and phrases, it may get automatically rejected, even if you’re highly qualified.
How to Tailor Your Resume
Example of a Good ATS-Friendly Bullet Point
❌ Weak: “Worked on managing warehouse inventory.”
✅ Strong: “Utilized inventory management systems (SAP, Oracle WMS) to reduce stock discrepancies by 20% and improve order fulfillment efficiency.”
Submitting your resume in a proper file type is crucial to ensure your resume is readable by the ATS and the recruiters both. Typically resumes are requested to be uploaded in a .PDF or .DOC/.DOCX format. These two types are the most common and are typically the easiest for the ATS to scan information for. Before submitting a resume, it’s always important to follow what the company lists as accepted file types. Ignoring this could lead to your application instantly being disqualified.
Excessive design and formatting can lead to an ATS not properly extracting your resume information, quickly disqualifying you from contention for the position. Applicant tracking systems are text-based, and aren’t typically set up to read graphics, tables, and other complex elements. When formatting your resume:
Applicant tracking systems rely on pre-programmed section headers to sort and scan information between sections. Attempting to be creative in naming your headings can lead to issues. For example, if you use a heading like “Career Journey” instead of “Work Experience”, the ATS could potentially skip over the section entirely.
Here are our recommended section headings to ensure your resume is scanned properly:
Your resume will be ranked on keyword frequency and relevance, because of this it’s important to know the right way to include keywords in your resume and avoid “keyword stuffing”, a practice of inserting a large number of keywords, often irrelevant or repeated, into your resume. When adding in relevant keywords to your resume, consider the following:
Crafting an ATS-friendly resume requires structuring your information in a way that is easy to read, properly categorized, and keyword-optimized. Below is a detailed breakdown of each essential section and how to format it for both ATS scanning and recruiter readability.
The contact information section of your resume is essential for ensuring potential employers can easily reach you.
What to Include:
Avoid These Mistakes:
Tip: Avoid placing contact information in headers or footers, as some ATS software may not read them properly.
The professional summary serves as a brief introduction to who you are as a candidate and what value you bring to an employer. Positioned at the top of your resume, this section should be concise—no more than two to four sentences—and highlight your most relevant skills, experiences, and accomplishments.
Example: Results-driven Operations Manager with eight years of experience in streamlining business processes, optimizing workflows, and leading cross-functional teams. Proven track record of reducing operational costs by 20 percent and improving supply chain efficiency using Lean Six Sigma and ERP systems.
Avoid These Mistakes:
Tip: Include job-relevant keywords here, as this section is one of the first that ATS scans.
The work experience section of your resume is one of the most important sections when it comes to showcasing your skills and previous experiences that prove you are qualified for the job. When formatting each of your work experiences, follow this format:
Job Title | Company Name | Location | Start & End Dates of Employment
Example:
Operations Manager | ABC Logistics | Kansas City, MO | Jan 2018 – Present
Best Practices:
Avoid These Mistakes:
Tip: ATS scans job titles, so ensure they match or closely align with the job description.
The education section provides recruiters with a snapshot of your academic background and any relevant degrees or certifications you have earned.
What to Include:
Degree | Major | University Name | Graduation Year (optional)
Example:
Bachelor of Business Administration | University of Kansas | 2012 – 2016
Additional Information (if applicable):
Avoid These Mistakes:
Tip: Use full degree titles (e.g., “Bachelor of Business Administration” instead of “BBA”) to ensure ATS recognition.
The skills section of your resume should be a concise, easy-to-scan list of your most relevant technical and industry-specific abilities. ATS systems often rank resumes based on keyword relevance, so including job-specific skills can improve your chances of passing the initial screening.
How to Structure:
Example (Operations Manager):
Avoid These Mistakes:
Tip: Use exact wording from job postings (e.g., if the job lists “Enterprise Resource Planning (ERP),” use that instead of just “ERP”).
Certifications can help you stand out in a competitive job market by demonstrating specialized knowledge and expertise. If you hold relevant certifications, create a separate section to highlight them.
What to Include:
Certification Name | Issuing Organization | Year Earned (if relevant)
Example:
Avoid This Mistake:
Tip: Spell out full certification names first (e.g., “Project Management Professional (PMP)”) before abbreviating.
It’s always important to review your resume before submitting it for job applications. A well-optimized resume can make the difference between getting an interview or being filtered out by an ATS. Here are some of the best ways you can review your resume and get insightful tips to improve it:
It’s always important to review your resume before submitting it for job applications. A well-optimized resume can make the difference between getting an interview or being filtered out by an ATS. Here are
Online resume scanners can analyze your resume’s formatting, keyword usage, and structure to ensure it aligns with ATS requirements. These tools provide feedback on how well your resume matches a job description and offer suggestions for improvement.
Recommended Tools:
A simple yet effective way to catch errors is to read your resume out loud. This helps you identify awkward phrasing, grammatical mistakes, and redundant information.
Having a second pair of eyes review your resume can uncover mistakes you might overlook. Consider sharing your resume with:
If you’re looking for professional resume feedback, consider services like:
Even minor spelling errors can make a bad impression. Use online grammar checkers to ensure your resume is polished and professional.
Recommended Tools:
Partnering with a staffing agency can be a good move for job seekers looking to improve their resumes and navigate the job market more effectively. Many agencies offer resume review services, industry insights, and job placement assistance, making them a valuable resource for applicants at all career levels.
How a Staffing Agency Can Help You:
Our team understands what employers look for and can provide expert resume feedback, ATS optimization tips, and personalized job placement assistance. Whether you need help refining your resume to improve your chances with applicant tracking systems or want access to exclusive job openings in light industrial, warehouse, and logistics roles, we are here to support you. Let us help you improve your application, prepare for interviews, and connect with employers who value your skills. Get started today by submitting your resume through our website and take the next step in your job search.
Many ATS systems struggle to process resumes with photos. Images, including profile pictures, are often unreadable by ATS software, which means your resume may be rejected or scored lower.
There are several reasons why your resume may not be passing through ATS filters:
Some ATS can read PDFs, but not all ATS software processes them correctly. Many older systems struggle with embedded text, images, or non-standard fonts in PDFs. Unless the job posting explicitly states that a PDF is acceptable, it may be safer to submit your resume in a .doc or .docx format to ensure compatibility with ATS.
No, ATS software cannot interpret images, logos, or graphical elements. If you include graphics—such as icons for skills, charts, or infographics—the system will likely ignore them, which can result in missing information.
The ATS scoring system is a ranking method used by Applicant Tracking Systems to evaluate resumes based on how well they match a job description. The system assigns a score to each resume based on factors such as keyword relevance, job experience, education, and formatting. Resumes with higher scores are ranked higher and are more likely to be reviewed by a recruiter, while lower-scoring resumes may never be seen by a human.
Many recruiters only consider resumes that score 70% or higher.
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