Applicant Tracking Systems (ATS) are the gatekeepers of modern hiring. Studies show that up to 75% of resumes never reach a human recruiter—they're filtered out by ATS before anyone sees them. Understanding how these systems work and optimizing your resume accordingly isn't optional anymore; it's essential.
How ATS Actually Works (The Technical Side)
ATS software uses parsing algorithms to extract structured data from your resume. It identifies sections (work experience, education, skills), extracts dates, job titles, company names, and keywords, then scores your resume against the job description. The higher your score, the more likely you are to pass through to a human reviewer.
The parsing process involves:
- Text extraction: Converting your PDF or Word doc into plain text
- Section identification: Recognizing headers like "Experience," "Education," "Skills"
- Field mapping: Extracting dates, job titles, company names, and skills
- Keyword matching: Comparing your resume against the job description
- Ranking: Assigning a score based on keyword density, relevance, and format compliance
What Breaks ATS Parsing (And How to Fix It)
Common formatting issues that cause parsing failures:
- Tables and columns: ATS reads left-to-right, top-to-bottom. Multi-column layouts scramble the order. Use single-column layouts only.
- Headers and footers: Text in headers/footers often gets ignored or lost. Put all content in the body.
- Images and graphics: Logos, charts, and infographics can't be parsed. ATS sees them as empty space. Remove all images except a simple headshot if required.
- Uncommon fonts: Stick to Arial, Calibri, Georgia, Times New Roman, or Verdana. Decorative fonts can confuse OCR.
- Special characters: Bullet points (•) are usually fine, but arrows (→), checkmarks (✓), and emojis can break parsing. Use standard keyboard characters.
- Text boxes and shapes: Content in text boxes or shapes may be skipped entirely. Keep everything in standard paragraphs and lists.
The Keyword Strategy That Actually Works
Keyword stuffing doesn't work—ATS are getting smarter and can detect it. Here's what does:
- Mirror the job description language: If they say "gameplay systems," use "gameplay systems." If they say "C#," use "C#," not just "C Sharp."
- Use variations naturally: Include both "JavaScript" and "JS," "User Experience" and "UX," "Version Control" and "Git" where they fit naturally.
- Spread keywords throughout: Don't dump all keywords in one "Skills" section. Weave them into job descriptions, summary, and achievements.
- Include industry-standard terms: "Agile," "Scrum," "CI/CD," "REST API," "MVC," etc. These are often in job descriptions even if not explicitly listed.
The Skills Section: Your Keyword Powerhouse
Your skills section should be:
- Scannable: Use simple lists, not complex tables or graphics
- Relevant: Prioritize skills from the job description
- Specific: "Unity Engine" beats "Game Development," "React" beats "Frontend"
- Current: Remove outdated technologies unless they're specifically required
Format: Simple bullet list or comma-separated. No icons, no progress bars, no fancy layouts.
ATS-Friendly Resume Structure
1. Header: Name, phone, email, LinkedIn URL (optional: city/state, portfolio URL)
2. Professional Summary (2-3 lines): Include 2-3 key skills/experiences relevant to the role
3. Work Experience: Company, title, dates (MM/YYYY format), 3-5 bullet points per role
4. Education: Degree, school, graduation year (optional: GPA if 3.5+)
5. Skills: Grouped by category (Programming Languages, Tools, Frameworks, etc.)
6. Optional: Certifications, Projects, Publications (if relevant)
Date Formats That Work
- MM/YYYY: "01/2020 - Present" or "06/2018 - 12/2019"
- YYYY - YYYY: "2020 - Present" or "2018 - 2019"
- Avoid: "January 2020" (spelled out months can confuse some parsers)
Testing Your Resume
Before submitting, test it:
- Use an ATS checker tool (Jobscan, Resume Worded, VMock) to see how it parses
- Copy-paste your resume into a plain text editor. If it reads well there, ATS will likely parse it correctly
- Save as both PDF and .docx. Some older ATS prefer .docx
The Human Element: Don't Sacrifice Readability
Remember: ATS gets you past the gate, but humans make the hiring decision. Your resume should:
- Still read naturally. Don't sacrifice flow for keywords
- Tell a story. Show progression, impact, and growth
- Be visually clean. Even if ATS strips formatting, a well-formatted resume looks professional to humans
Balance is key: optimize for ATS without sounding like a robot.