You could be the perfect candidate for a job, we know, but if your resume can’t get past an Applicant Tracking System (ATS), how is it possible for you to get called for an interview? 

That’s the reality of hiring in 2025. ATS software has become the default screening tool for most companies, automatically scanning resumes for formatting, keywords, and structure before a human ever looks at them.

The challenge? 

Many strong applicants are filtered out, not because of a lack of skills, but because their resumes weren’t formatted with ATS in mind. It is a fact in 2025 and you know it!

That’s why a step-by-step approach matters. Instead of guessing, following a proven sequence ensures your resume is both technically ATS-compatible and persuasive to recruiters. 

This guide breaks the process down into simple, practical steps, with real examples and best practices for today’s job market.

Why This Matters in 2025

• Rising Competition: Job postings attract hundreds of applicants. ATS helps hiring companies cut that number down quickly.
  
• Smarter Systems: Modern ATS tools use AI to assess context, not just keywords. Old “keyword stuffing” tricks no longer work.
  
• High Stakes: Recruiters spend as little as 7 to 8 seconds scanning a resume once it passes the ATS. If your resume isn’t clean and tailored, opportunities are lost.
  
• Fair Chance: A properly structured resume gives qualified candidates a fighting chance, that is ensure your application isn’t filtered out by a machine before reaching a person.

Step 1: Choose a Clean, ATS Readable/Friendly Format

The foundation of an ATS-friendly resume is simplicity. While modern resume templates online may look attractive, many of them are built with tables, text boxes, icons, and columns that confuse Applicant Tracking Systems.

In 2025, ATS software is smarter but still not perfect. The safest approach is to keep your resume single-column, text-based, and clearly labeled.

Best Practices

• Use standard fonts: Arial, Calibri, or Times New Roman in 10 to 12 pt size.
  
• Stick with a single-column layout. Multi-column designs may appear blank or jumbled to ATS.
  
• Avoid headers, footers, or sidebars for critical information as ATS may skip them.
  
• Use bold, italics, or capitalization for emphasis (but sparingly).
  

Before vs After Example

✘ Before (confuses ATS):

[Header Box with Name & Contact Info] | Work History (in a two-column layout with icons) |

✔ After (ATS-friendly):

John Doe  

john.doe@email.com | (555) 555-5555 | LinkedIn: linkedin.com/in/johndoe  

Work Experience  

Software Engineer – ABC Corp, New York, NY | Jan 2024 – Present  

- Developed automation tools reducing processing time by 15%  

Takeaway?

Think of formatting like the foundation of a house: if it’s shaky, nothing else will stand properly. Even the strongest achievements won’t matter if ATS can’t parse the resume structure correctly.

Step 2: Structure Content Clearly

Once formatting is ATS-friendly, the next step is to organize your content in a way that both machines and humans can understand instantly. 

Companies want to see your most recent and relevant experience first, which is why the reverse chronological format works best.

Best Practices

• List your most recent job first, then work backwards.
  
• Each job entry should follow this structure:
  Job Title – Company – Location | Dates
  
• Use bullet points under each role to highlight achievements.
  
• Start bullets with strong action verbs (e.g., “Led,” “Improved,” “Designed”).
  
• Focus on results, not just responsibilities.
  

Before vs After Example:

✘ Before (weak structure):

ABC Corp | 2018–2022  

Worked as a project manager. Responsible for leading projects, managing budgets, and coordinating teams.  

✔ After (ATS + recruiter-friendly):

Project Manager – ABC Corp, New York, NY | Jan 2018 – Dec 2025  

- Led cross-functional teams of up to 12, delivering 18+ projects on time and under budget  

- Introduced agile workflows, reducing development cycle time by 25%  

- Managed $2M annual budget with consistent cost savings of 10% year-over-year  

Why It Works

• The job title is clear (ATS can match it to job ads).
  
• The dates and location are explicit (ATS tracks work history).
  
• The bullets are quantifiable (recruiters see results immediately).
  

Step 3: Add Job-Specific Keywords Naturally

Keywords are the “passwords” that unlock ATS filters. If your resume doesn’t contain the right terms, even strong experience may be overlooked. 

However, stuffing a resume with keywords can backfire as modern ATS software is smarter in 2025, and recruiters can spot unnatural repetition.

Best Practices

• Read the job description carefully and highlight repeated skills or requirements.
  
• Use the exact phrasing from the posting (e.g., “project management,” not just “managing projects”).
  
• Place keywords in multiple sections: Summary, Skills, and Work Experience.
  
• Combine full terms and abbreviations (e.g., “Search Engine Optimization (SEO)”).
  
• Always keep sentences natural, which means keywords should fit into real achievements.
  

Example: Tailoring for a Marketing Role

Job description requires: project management, SEO, data analysis, content strategy.

✘ Weak version (keyword gap):

Managed marketing tasks. Worked on team projects. Familiar with digital platforms.  

✔ Strong version (natural keyword integration):

Digital Marketing Specialist – XYZ Agency | 2021–Present  

- Led project management of 12 client campaigns from planning to delivery  

- Improved website traffic by 35% through advanced Search Engine Optimization (SEO) strategies  

- Conducted data analysis of campaign performance, presenting actionable insights to stakeholders  

- Designed and executed content strategy, increasing lead conversions by 18%  

Takeaway?

Think of keywords as ingredients in a recipe: use the right ones, in the right amount, and blend them naturally. That way, both ATS software and recruiters get exactly what they’re looking for.

Step 4: Save in the Right File Format

Even the best-written resume can fail if it’s saved in the wrong format. Some ATS platforms struggle with certain file types, especially PDFs, which may cause resumes to be skipped entirely.

Best Practices

• Use .docx (Microsoft Word) as your default format. It’s the most widely accepted and easiest for ATS to parse.
  
• Only use PDF if the job description specifically asks for it.
  
• Never submit scanned images or design-heavy PDF templates as ATS will read them as blank pages.
  

Quick Test for PDFs

If you must use a PDF:

1. Open the file.
   
2. Try highlighting the text with your mouse.
   
3. If you can’t highlight or copy text, the PDF is actually an image and ATS won’t read it.
   

Why It Matters

A candidate I know personally uploaded a beautifully designed PDF resume for a finance role. The ATS scanned it as “empty,” leaving the recruiter with a blank document. The same resume, saved as a .docx file, later passed through ATS successfully and led to an interview. 

You can also test the same (do this experiment this week) and let us know if the results are any different. 

Step 5: Double-Check Formatting Details

Most often it’s not the big things that cause a resume to fail ATS, but actually it’s the tiny, overlooked details. Companies often see resumes where important information disappeared or looked broken because of formatting quirks.

Common Pitfalls to Avoid

• Contact info in headers/footers → Many ATS tools ignore header and footer sections, meaning your email or phone number might never register.
  
• Fancy bullet points → Arrows (➔), checkmarks (✔), or icons may look stylish but can render as strange characters in ATS. Stick with simple circles (•) or dashes (-).
  
• Unusual fonts → Fonts like Script, Impact, or decorative styles don’t always parse correctly. Stick with standard fonts (Arial, Calibri, Times New Roman).
  
• Graphics and logos → Company logos or icons for phone/email are ignored—or worse, they break the document’s structure.
  
• Excessive use of bold/italics → Keep emphasis minimal. ATS may misinterpret overly styled text.
  

Before vs After Example

✘ Before (problematic formatting):

☎ +1 (555) 123-4567 ✉ johndoe@email.com  

➔ Managed multiple accounts and designed creative campaigns  

✔ After (ATS-friendly formatting):

John Doe | johndoe@email.com | (555) 123-4567  

- Managed multiple accounts and designed creative campaigns  

Takeaway?

Run your resume through a basic text editor like Notepad. If the formatting looks messy or characters appear broken, chances are an ATS will read it the same way.

Step 6: Test with ATS Tools

Even if you follow every rule, it’s smart to test your resume before sending it. Luckily, several tools now simulate how an ATS will scan your resume, showing keyword match rates, formatting issues, and areas for improvement.

Recommended Tools in 2025

• Jobscan → Upload your resume and paste the job description. Jobscan compares the two and gives you a match score with suggestions for missing keywords.
  
• Microsoft Create → Offers free, ATS-friendly templates and lets you check basic formatting compatibility.
  
• Resume.io → Simple builder that ensures layouts stay ATS-readable. Helpful for candidates who prefer guided editing.
  

How to Use Them Effectively

1. Take the exact job description you’re applying to.
   
2. Upload your resume to one of these tools.
   
3. Review the keyword match score and recommended fixes.
   
4. Adjust your resume naturally and don’t stuff keywords.
   
5. Re-test until your resume scores well and reads smoothly.
   

Why Testing Helps

Think of this as a practice interview for your resume. Just as you’d prepare answers for common interview questions, testing ensures your resume is prepared for the first “screening question”, i.e. the ATS filter.

One candidate improved her Jobscan match score from 52% to 84% after small tweaks like adjusting section headings and adding two role-specific keywords. Within two weeks, she received three interview calls for jobs she had previously been ignored for.

Step-by-Step ATS Resume Checklist (2025)

Here’s a quick-reference checklist you can use before submitting any resume:

Takeaway?

Treat this checklist like your final pre-flight check before hitting “submit.” A few minutes of review can prevent your application from being lost in the system.

Frequently Asked Questions About ATS-Friendly Resumes

1. What does ATS-friendly resume mean?

An ATS-friendly resume is designed so that Applicant Tracking Systems can read and interpret it correctly. This means using simple formatting, standard headings, and keywords from the job description so the resume doesn’t get filtered out before a recruiter sees it.

2. What is the best format for an ATS resume in 2025?

The safest option is .docx (Microsoft Word). Most ATS platforms read .docx files without issues. PDFs may still cause problems unless specifically requested, and image-based resumes are almost always rejected.

3. How many keywords should I use for ATS?

There’s no fixed number. Instead, focus on mirroring the job description naturally. Include critical skills and phrases in your Summary, Skills, and Work Experience sections. Avoid keyword stuffing as ATS and recruiters both penalize it.

4. Does ATS reject resumes without exact keyword matches?

Many ATS systems look for exact matches, so using the same phrasing as the job description is important. For example, if the ad says “data analysis,” write “data analysis” instead of just “data review.” However, context also matters, which means modern ATS tools can recognize variations.

5. Can ATS read tables, graphics, or columns?

Most ATS platforms struggle with tables, text boxes, multi-column layouts, and graphics. Important details may be skipped or scrambled. That’s why single-column, text-based layouts are the safest choice.

6. Should I test my resume with ATS tools before applying?

Yes. Tools like Jobscan, Resume.io, or Microsoft Create help you check keyword match rates and formatting. They show what recruiters may see and allow you to make improvements before submitting your application.

Final Thoughts

An ATS-friendly resume is all about clarity. When your resume is structured with clean formatting, tailored keywords, and measurable achievements, you give yourself the best possible chance of passing through automated filters and catching a recruiter’s attention.

In today’s competitive job market, even small improvements can make a big difference. Something as simple as changing a bullet point into a quantifiable result or adjusting a keyword to match the job description can determine whether your application is shortlisted or discarded.

The goal is simple: make sure your skills and experience aren’t lost in translation between software and people.

Ready to Build a Stronger Resume?

If you’d like expert feedback, you can start with a free resume review from Resume Thrive. Our team focuses on making resumes that are both ATS-compatible and recruiter-approved, ensuring your application gets the attention it deserves.

Your career story deserves to be seen, not filtered out.