ATS resume guide

Most resumes are rejected before a human ever sees them. Applicant tracking systems filter candidates automatically, and small formatting mistakes can cost you the interview. Here is how to get past them.

What an ATS is

An applicant tracking system (ATS) is software that companies use to collect, sort, and filter job applications. When you submit your resume online, it almost always passes through an ATS before a recruiter looks at it.

Parses

Extracts text from your resume and maps it to structured fields like name, experience, and skills.

Ranks

Scores your resume against the job description based on keyword matches and qualifications.

Filters

Surfaces the highest-scoring resumes for recruiters. Low scores may never be seen.

Top reasons resumes get rejected

These are the most common formatting and content mistakes that cause ATS parsers to misread or discard resumes entirely.

1
Wrong file format
Submitting a .pages or designed PDF that the parser can't read. Stick to standard .docx or clean PDF.
2
Missing keywords
Your resume doesn't include the terms the ATS is scanning for. Mirror the language from the job description.
3
Fancy formatting
Tables, columns, text boxes, and headers/footers get garbled or ignored entirely.
4
Graphics and icons
Skill bars, pie charts, and icon grids are invisible to a parser. Use plain text instead.
5
Non-standard section headings
Creative headers like "Where I've Been" instead of "Experience" confuse the system.

ATS-friendly formatting checklist

Run through this before you submit. If you can tick every item, your resume is in good shape.

Use a single-column layout
Use standard headings: "Experience", "Education", "Skills"
Stick to common fonts (Arial, Calibri, Garamond, Helvetica)
Save as .docx or a text-based PDF
Avoid tables, columns, and text boxes
Don't put key information in headers or footers
Use bullet points, not paragraphs, for achievements
Include your contact info in the body, not a sidebar
Keep file size under 2 MB
Name the file clearly: FirstName-LastName-Resume.pdf

All Vocatio templates follow these rules out of the box.

Browse templates

Keyword strategy

Keywords are the terms the ATS uses to match your resume to the job description. Here is a simple process to extract and use them.

Copy the job description

Paste the entire listing into a document. This is your source of truth for keywords.

Highlight repeated terms

Look for skills, tools, and qualifications that appear more than once. These are high-priority keywords.

Check required vs. preferred

Required qualifications are non-negotiable for the ATS. "Nice to have" items boost ranking if included.

Mirror the exact phrasing

If the listing says "project management", write "project management" — not "managed projects".

Weave keywords into context

Don't keyword-stuff. Place terms naturally inside bullet points and summaries.

Do / don't table

A quick reference for common ATS formatting decisions.

Don't

Use "Experience" as a section heading

Use "My Journey" or "Where I Worked"

List skills as plain text separated by commas

Use star ratings, bars, or icons for skills

Write dates as Jan 2024 — Present

Use ambiguous formats like Q1 '24

Keep to 1–2 pages, single column

Use multi-column layouts or infographic designs

Include exact job title keywords from the listing

Paraphrase titles into creative alternatives

Submit as .docx or a clean PDF

Submit .pages, images, or designed PDFs

Resume templates

ATS-tested designs ready to fill in.

Resume examples

See how resumes are structured by role.

Career blog

More guides on resumes, interviews, and jobs.

Open the resume builder

Apply what you learned. Our editor enforces ATS-friendly formatting automatically so you can focus on content.

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