The ATS Whisperer: 7 Essential Tips to Make Your Resume Machine-Readable and Human-Approved

Your resume might be perfect for human eyes, but if it can't pass through an Applicant Tracking System (ATS), it will never reach a recruiter's desk. Over 75% of resumes are rejected by ATS before a human ever sees them—not because candidates lack qualifications, but because their resumes aren't optimized for these gatekeeping systems.

The good news? You can master ATS optimization without turning your resume into a boring, keyword-stuffed document. This guide reveals 7 essential strategies to make your resume both machine-readable and human-approved.

Understanding the ATS Challenge

What is an ATS?

An Applicant Tracking System (ATS) is software that companies use to:

• •Collect and organize resumes
• •Parse (extract) information from resumes
• •Search resumes for specific keywords
• •Rank candidates based on relevance
• •Filter out unqualified applicants

Major ATS platforms include:

• •Workday
• •Taleo (Oracle)
• •Greenhouse
• •Lever
• •iCIMS
• •BambooHR
• •SmartRecruiters

How ATS Systems Screen Resumes

Step 1: Parsing The ATS scans your resume and attempts to extract information into structured fields:

• •Contact information
• •Work experience (with dates)
• •Education
• •Skills
• •Certifications

Step 2: Keyword Matching The system searches for keywords from the job description:

• •Required skills
• •Preferred qualifications
• •Industry-specific terms
• •Software/tools
• •Certifications

Step 3: Ranking Resumes are scored and ranked based on:

• •Keyword matches
• •Relevance to role
• •Experience level
• •Education requirements

Step 4: Filtering Only top-ranked resumes reach human reviewers—often just the top 25% or fewer.

The Dual Challenge

You're not just writing for ATS—you're writing for both:

1. •The ATS: Needs clean formatting, standard structure, and keywords
2. •The Human: Wants compelling achievements, clear value, and personality

The 7 tips below help you optimize for both.

Tip #1: Use Standard Section Headings

Why It Matters

ATS software is trained to recognize conventional section headers. Creative headers confuse the system, causing it to misfile or skip your information entirely.

What ATS Recognizes

Use these proven headers:

• •Work Experience OR Professional Experience
• •Education
• •Skills OR Technical Skills OR Core Competencies
• •Certifications OR Licenses & Certifications
• •Summary OR Professional Summary OR Profile

Avoid creative alternatives:

• •❌ "My Journey" → ✅ "Work Experience"
• •❌ "What I Bring" → ✅ "Skills"
• •❌ "My Story" → ✅ "Professional Summary"
• •❌ "Where I Learned" → ✅ "Education"
• •❌ "Badges & Honors" → ✅ "Certifications"

Implementation

PROFESSIONAL SUMMARY
[Your summary here]

WORK EXPERIENCE
[Your experience here]

EDUCATION
[Your education here]

SKILLS
[Your skills here]

CERTIFICATIONS
[Your certifications here]

Pro tip: Check the job description to see if they use specific terminology (like "Core Competencies"), and mirror that in your resume.

Tip #2: Choose the Right File Format

The File Format Dilemma

Different ATS systems handle different file formats with varying success.

Best Practices

Safest option: .DOCX (Microsoft Word)

• •Universally compatible
• •Preserves simple formatting
• •Easy for ATS to parse
• •Most recruiter-friendly

Second choice: PDF

• •Works with most modern ATS (but not all)
• •Preserves your design exactly
• •Some older ATS struggle with PDFs
• •Risk: formatting might not parse correctly

Never use:

• •❌ Images or scanned PDFs
• •❌ Apple Pages format
• •❌ Google Docs format (export to .docx)
• •❌ .txt files (lose all formatting)

When to Use Each

Use .DOCX when:

• •Job posting doesn't specify
• •Applying to large corporations
• •Company uses older ATS
• •You're unsure

Use PDF when:

• •Job posting explicitly requests PDF
• •Company is tech-forward startup
• •Applying through company website (not job board)
• •You have critical formatting to preserve

File naming convention: FirstName_LastName_Resume.docx

NOT: resume_final_FINAL_v3.docx

Tip #3: Master Keyword Optimization

The Science of Keywords

ATS systems search for specific keywords from the job description. No match = no interview, regardless of your qualifications.

How to Find Keywords

Step 1: Analyze the job description Read it 3 times, highlighting:

• •Required skills (These are mandatory)
• •Preferred skills (Include if you have them)
• •Tools and technologies mentioned
• •Industry-specific terminology
• •Certifications and credentials
• •Soft skills emphasized

Step 2: Categorize keywords

Hard Skills:

• •Programming languages (Python, Java, JavaScript)
• •Software (Salesforce, Adobe Creative Suite, SAP)
• •Methodologies (Agile, Six Sigma, Scrum)
• •Technical skills (Data Analysis, SEO, Project Management)

Soft Skills:

• •Leadership
• •Communication
• •Problem-solving
• •Team collaboration
• •Time management

Industry Terms:

• •Financial modeling (Finance)
• •Patient care (Healthcare)
• •Content strategy (Marketing)
• •Full-stack development (Tech)

Step 3: Incorporate naturally

Don't just list keywords—use them in context.

Keyword Placement Strategy

Priority 1: Professional Summary Lead with your most important keywords:

"Digital Marketing Manager with 7+ years of experience in SEO, content strategy, and marketing automation. Expert in Google Analytics, HubSpot, and Salesforce with proven track record of increasing organic traffic by 300%."

Priority 2: Skills Section Create categorized list:

TECHNICAL SKILLS
Marketing: SEO, SEM, Google Analytics, Marketing Automation
Tools: HubSpot, Salesforce, Google Tag Manager, Mailchimp
Content: Content Strategy, Copywriting, WordPress, HTML/CSS

Priority 3: Work Experience Weave keywords into achievement bullets:

"Led SEO strategy using Google Analytics and SEMrush, increasing organic search traffic by 185% and improving conversion rate by 24%"

Priority 4: Certifications List exact names:

• •Google Analytics Individual Qualification (GAIQ)
• •HubSpot Content Marketing Certification
• •Project Management Professional (PMP)

Keyword Best Practices

DO:

• •✅ Use exact phrases from job description
• •✅ Include both acronyms and spelled-out versions (SEO and Search Engine Optimization)
• •✅ Mirror the job description's language
• •✅ Use keywords in context with achievements
• •✅ Update keywords for each application

DON'T:

• •❌ Keyword stuff: "SEO expert SEO specialist search engine optimization SEO professional"
• •❌ Use white text to hide keywords
• •❌ Claim skills you don't have
• •❌ Use keywords without context
• •❌ Ignore soft skills keywords

Keyword Density Sweet Spot

Aim for 70-80% keyword match with the job description for best results.

Use free ATS scanners like Jobscan to check your match rate.

Tip #4: Avoid Formatting That Breaks ATS

What Confuses ATS Systems

Many design elements that look great to humans are invisible or confusing to ATS software.

Elements to Avoid

1. Tables ❌ Using tables for layout ✅ Use standard text formatting with clear sections

2. Text Boxes ❌ Text boxes for highlighting information ✅ Use bold text or bullet points

3. Headers and Footers ❌ Critical information in headers/footers ✅ Keep all important content in main document body

Many ATS systems skip header and footer content entirely.

4. Multiple Columns ❌ Two or three-column layouts ✅ Single-column, top-to-bottom format

Exception: Simple two-column contact info at top is usually fine.

5. Graphics and Images ❌ Logos, headshots, charts, graphs ✅ Text-based content only

6. Special Characters ❌ Excessive use of ●, ♦, ★, → ✅ Standard bullet points (•, -, or ◦)

7. Embedded Objects ❌ Embedded charts, tables, or images ✅ Describe achievements in text

ATS-Friendly Formatting

Safe design elements:

• •✅ Bold and italic text
• •✅ Standard bullet points
• •✅ Clear section breaks with white space
• •✅ Consistent font (Arial, Calibri, Georgia, Times New Roman)
• •✅ Font size 10-12 points
• •✅ Standard margins (0.5-1 inch)
• •✅ Left-aligned text

Testing Your Format

The copy-paste test:

1. •Open your resume
2. •Select all and copy
3. •Paste into plain text editor (Notepad, TextEdit)
4. •If the information is readable and in correct order, ATS will likely parse it correctly

Tip #5: Structure Dates and Job Titles Correctly

Why This Matters

ATS systems look for specific patterns when parsing dates and job titles. Non-standard formatting causes the system to misinterpret or skip your experience.

Date Formatting

Best practice: Month Year - Month Year or MM/YYYY - MM/YYYY

Examples of ATS-friendly formats:

• •✅ January 2020 - Present
• •✅ Jan 2020 - Present
• •✅ 01/2020 - Present
• •✅ 2020 - Present (acceptable if using years only)

Avoid:

• •❌ 1/20 - Present (too abbreviated)
• •❌ Jan '20 - Now (non-standard)
• •❌ Q1 2020 - Q4 2023 (confusing)

Job Title Structure

Standard format:

Job Title | Company Name | Location | Dates
Digital Marketing Manager | TechCorp Inc. | San Francisco, CA | Jan 2020 - Present

Or:

Company Name | Location | Dates
Job Title
TechCorp Inc. | San Francisco, CA | Jan 2020 - Present
Digital Marketing Manager

Key points:

• •Use pipe (|) or line breaks to separate elements
• •Include company name exactly as it appears officially
• •List location (City, State)
• •Use consistent formatting for all entries

Handling Multiple Roles at One Company

Format:

Company Name | Location | Total Time Period

Job Title 2 | Dates
[Achievements]

Job Title 1 | Dates
[Achievements]

Example:

TechCorp Inc. | San Francisco, CA | June 2018 - Present

Senior Digital Marketing Manager | June 2021 - Present
• [Achievements]

Digital Marketing Specialist | June 2018 - June 2021
• [Achievements]

Tip #6: Create a Robust Skills Section

Why ATS Loves Skills Sections

Many ATS systems heavily weight dedicated skills sections when ranking candidates. A well-crafted skills section can significantly boost your ranking.

Structuring Your Skills

Option 1: Categorized Skills

TECHNICAL SKILLS

Programming: Python, JavaScript, Java, SQL, HTML/CSS
Frameworks: React, Node.js, Django, Flask
Tools: Git, Docker, AWS, Jenkins, Jira
Databases: PostgreSQL, MongoDB, MySQL, Redis

Option 2: Two-Column Layout

CORE COMPETENCIES

Technical Skills:                    Soft Skills:
• Python & JavaScript                • Team Leadership
• Cloud Computing (AWS, Azure)       • Strategic Planning
• Data Analysis & Visualization      • Cross-functional Collaboration
• Agile/Scrum Methodologies         • Problem Solving

Option 3: Simple List with Proficiency

SKILLS

Expert: Python, JavaScript, React, Node.js, Git, AWS
Advanced: Docker, Kubernetes, PostgreSQL, Redis, Jest
Intermediate: Go, GraphQL, MongoDB, Jenkins

What to Include

Hard Skills:

• •Technical proficiencies
• •Software and tools
• •Industry-specific skills
• •Methodologies and frameworks
• •Languages (if relevant)

Soft Skills: Only include soft skills that:

• •Appear in job description
• •You can demonstrate in experience section
• •Are relevant to the role

Avoid clichés like "hard worker" or "team player" without evidence.

Skills Section Best Practices

DO:

• •✅ List 15-30 relevant skills
• •✅ Prioritize skills from job description
• •✅ Use industry-standard terminology
• •✅ Include both acronyms and full terms
• •✅ Update for each application

DON'T:

• •❌ List every skill you've ever learned
• •❌ Include outdated technologies (unless specifically requested)
• •❌ Overuse "proficient in" or "knowledge of"
• •❌ List Microsoft Office (unless advanced Excel, etc.)
• •❌ Include skills you can't discuss in interview

Tip #7: Optimize Your Professional Summary

Why the Summary Matters

Your professional summary is prime real estate:

• •First thing ATS scans
• •First thing recruiters read
• •Opportunity to front-load keywords
• •Sets the tone for your entire resume

Many ATS systems give extra weight to keywords in the summary section.

Formula for ATS-Optimized Summary

Structure: [Job Title] with [X years] of experience in [key skills]. Expert in [specific tools/methodologies]. Proven track record of [key achievement with metric].

Examples

Software Engineer: "Full-Stack Software Engineer with 6+ years of experience in JavaScript, React, and Node.js. Expert in cloud architecture (AWS), microservices, and agile development. Delivered 15+ production applications serving 500K+ users with 99.9% uptime, reducing infrastructure costs by 30%."

Marketing Manager: "Digital Marketing Manager with 8 years of experience in SEO, content strategy, and marketing automation. Expert in Google Analytics, HubSpot, and Salesforce. Increased organic traffic by 350% and generated $2.5M in attributed revenue through data-driven campaigns."

Project Manager: "Certified Project Manager (PMP) with 10+ years managing cross-functional teams and delivering complex initiatives. Expert in Agile/Scrum methodologies, stakeholder management, and budget oversight. Successfully delivered 50+ projects totaling $15M, with 95% on-time delivery rate."

Summary Optimization Checklist

Include:

• •✅ Target job title
• •✅ Years of experience
• •✅ 3-5 top keywords from job description
• •✅ Specific tools/technologies
• •✅ 1-2 quantified achievements
• •✅ Certifications (if relevant)

Avoid:

• •❌ Vague statements ("results-driven professional")
• •❌ Objective statements ("seeking a position where...")
• •❌ Personal pronouns ("I am a...")
• •❌ Irrelevant information
• •❌ Soft skills without evidence

Bonus Tips for ATS Success

Test Your Resume

Free ATS scanners:

• •Jobscan (compares your resume to job description)
• •Resume Worded
• •SkillSyncer
• •HatchCV's built-in ATS checker

Run your resume through these tools before submitting.

Customize for Each Application

Never use one-size-fits-all resumes. Customize:

• •Keywords based on job description
• •Skills section emphasis
• •Professional summary
• •Relevant achievements

Even small tweaks can dramatically improve your ATS score.

Leverage LinkedIn

Many modern ATS systems pull data from LinkedIn. Ensure your:

• •Job titles match exactly
• •Dates align perfectly
• •Skills overlap
• •Summary reinforces resume

Follow Application Instructions

If the job posting says:

• •"Apply with PDF" → Use PDF
• •"No phone calls" → Don't call
• •"Include [specific information]" → Include it
• •"Use our portal" → Don't email

Following instructions shows attention to detail and ensures proper ATS processing.

Track Your Results

Keep a spreadsheet tracking:

• •Jobs applied to
• •Customization level
• •ATS scanner score
• •Response rate

This data helps you refine your approach.

The Human Element

Don't Sacrifice Readability

While optimizing for ATS:

• •Keep achievements compelling
• •Use strong action verbs
• •Include quantifiable results
• •Maintain clear structure
• •Ensure easy scanning

Remember: ATS gets you to the recruiter, but your content gets you the interview.

Balance Optimization and Authenticity

Never:

• •Lie about skills or experience
• •Keyword stuff to the point of nonsense
• •Sacrifice quality for ATS compliance
• •Include skills you can't discuss in interviews

Always:

• •Be truthful and accurate
• •Use keywords in natural context
• •Focus on achievements, not just keywords
• •Demonstrate real value

Your ATS Optimization Checklist

Before submitting any resume:

Format & Structure:

• •[ ] Using .docx format (or PDF if specified)
• •[ ] Standard section headings
• •[ ] Single-column layout
• •[ ] No tables, text boxes, or headers/footers for critical info
• •[ ] Standard font (10-12pt)
• •[ ] Professional file name (FirstName_LastName_Resume.docx)

Content:

• •[ ] Professional summary with 5+ keywords
• •[ ] Skills section with 15-30 relevant skills
• •[ ] Keywords from job description incorporated naturally
• •[ ] Both acronyms and full terms included
• •[ ] Quantified achievements in experience section
• •[ ] Standard date formatting
• •[ ] All experience includes location and dates

Optimization:

• •[ ] Tested with ATS scanner (70-80% match goal)
• •[ ] Customized for specific job
• •[ ] No keyword stuffing
• •[ ] All claims are honest and accurate
• •[ ] Passed copy-paste test

Final Check:

• •[ ] No typos or grammatical errors
• •[ ] Contact info is accurate
• •[ ] LinkedIn profile matches
• •[ ] Ready for both ATS and human review

Conclusion

Mastering ATS optimization doesn't mean sacrificing quality or authenticity. The 7 tips in this guide help you create resumes that:

• •Pass ATS screening with 70-80% keyword matches
• •Impress human recruiters with compelling achievements
• •Demonstrate real value through quantified results
• •Maintain professional presentation while being machine-readable

The key is balance: optimize for machines without losing the human touch.

Ready to create an ATS-optimized resume that actually works? Try HatchCV's AI-powered platform with built-in ATS checking, keyword optimization, and real-time scoring to ensure your resume gets past the bots and into the hands of hiring managers.