ATS Resume Update: Step-by-Step Guide

This guide shows you how to update your resume so it passes through an Applicant Tracking System (ATS) and reaches a human recruiter. You’ll learn the exact formatting, keyword, and content changes needed, and what to do if your resume still isn’t getting results.

What You’ll Need

• Your current resume (any format)
• The job description for the position you’re applying to
• A plain text editor (like Notepad) for testing
• Access to a word processor (Word, Google Docs) for the final file

Step-by-Step

1. Extract keywords from the job description. Copy the job posting text and paste it into a word frequency tool (or read it carefully). Identify the top 10-15 nouns and phrases that appear repeatedly—these are usually skills, qualifications, and job-specific terms. For example, if the posting mentions “project management” six times, that’s a keyword you need.
2. Match your resume’s language to the job description. Replace generic terms with the exact phrasing from the posting. If they say “customer relationship management (CRM)” and you wrote “client database,” change it. Use the same acronyms and full names as the job ad, but only if they genuinely describe your experience.
3. Create a standard section order. Use: Contact Information, Professional Summary, Core Competencies/Skills, Work Experience, Education, Certifications (if relevant). Avoid creative layouts like two-column designs, tables, text boxes, or graphics—these often confuse ATS parsers.
4. Format your contact information clearly. Put your name, phone number, email, and LinkedIn URL (if you have one) at the very top of the page, each on its own line. Do not put them in headers or footers—some ATS software doesn’t read those.
5. Write a professional summary with keywords. In 2-3 sentences, state your job title, years of experience, and top 2-3 skills that match the job description. For example: “Results-driven marketing manager with 7 years of experience in digital campaigns, SEO, and content strategy.”
6. Add a “Core Competencies” section. List 10-15 hard skills as a simple bulleted list, using the exact terms from the job description. This is an easy way to ensure keyword density without stuffing your work history.
7. Rewrite your work experience bullets with action verbs and metrics. Start each bullet with a strong verb (led, created, increased, reduced). Include numbers wherever possible: “Increased sales by 20%” is better than “Responsible for sales growth.” Use the past tense for previous jobs and present tense for your current role.
8. Remove any tables, columns, or graphics. If your resume uses a multi-column layout, convert it to a single column. Delete any icons, charts, or images. If you have a skills bar chart, replace it with a text list.
9. Use a standard font and size. Choose Arial, Calibri, or Times New Roman in 10-12 point. Do not use decorative fonts or small text. Keep margins at 0.5 to 1 inch.
10. Save your resume as a .docx file. Most ATS software reads Word documents (.docx) most reliably. If the application asks for a PDF, you can save as PDF, but make sure it’s text-based (not scanned) and that the text can be selected.
11. Test your resume with a plain text version. Copy all the text from your resume and paste it into Notepad. If the text appears in a logical order (name first, then contact info, then sections), the ATS will likely parse it correctly. If it’s jumbled, fix the formatting in your original document.
12. Tailor your resume for each application. Do not send the same resume to every job. Take 10 minutes to adjust the keywords and summary to match each specific job description. This dramatically increases your chances.

Common Mistakes

• Using headers and footers for contact info. Many ATS systems don’t read these. Always put contact details in the main body.
• Submitting a PDF with images or graphics. Even if it looks nice, the text may not be extractable. Stick to .docx.
• Overloading with irrelevant keywords. Stuffing “creative, innovative, dynamic” everywhere doesn’t help. Focus on specific, measurable skills.
• Using abbreviations without spelling them out. If you write “MBA” but the job description says “Master of Business Administration,” include both at least once.
• Ignoring the job description’s exact terms. If they say “Microsoft Excel” and you write “spreadsheets,” the ATS may not match it.
• Not checking for typos. A misspelled keyword can cause your resume to be rejected even if you have the right skills.

Tips

• Use standard section headings. “Work Experience” is better than “Career History” or “Professional Background.” Stick to common labels.
• Include a skills section even if you repeat some from your work history. It reinforces keywords.
• Keep your resume to one page if you have under 10 years of experience; two pages is fine for more. ATS doesn’t penalize length, but recruiters do.
• Use both the full term and acronym on first mention. For example, “Search Engine Optimization (SEO)” ensures you match either variation.
• Check the job application instructions. If they ask for a specific file name (like “YourName_Resume.pdf”), follow it exactly.
• Run a free ATS resume checker online. Many job boards and career sites offer a free scan that shows how well your resume matches a job description.

Troubleshooting

Your resume is being rejected but you don’t know why. First, check if you’re applying through a portal that gives feedback. If not, try these fixes:

• Re-save your resume as a .docx file. If you used a PDF, convert it.
• Remove any tables, even if they look simple. Some ATS software reads table cells out of order.
• Check that your contact information appears at the top of the page in the main body, not in a header.
• Copy your resume text into Notepad and see if it reads in a logical order. If not, rebuild the formatting.
• If you’re applying through a company’s own portal, try applying through LinkedIn or another job board that uses a different ATS.

Your resume passes ATS but you’re not getting interviews. The issue is likely keyword relevance or content quality. Re-read the job description and make sure your resume directly addresses the top 5 requirements. Add specific accomplishments that demonstrate those skills.

You’re not sure if your resume is ATS-friendly. Use an online ATS resume checker. Paste your resume and the job description, and it will show you a match score and list missing keywords.

Frequently Asked Questions

Do I need a different resume for every job?

Yes, at least a tailored version. You don’t need to rewrite from scratch, but adjusting keywords and your summary for each application significantly improves your chances.

Should I use a PDF or Word document?

Word (.docx) is safest because most ATS software parses it reliably. If you use a PDF, ensure it’s text-based and not a scanned image.

Can I use a two-column resume?

Avoid it. Two-column layouts often cause ATS to read text in the wrong order, making your resume appear jumbled. Stick to a single column.

How many keywords should I include?

There’s no magic number, but aim to include the top 10-15 keywords from the job description naturally throughout your resume. Don’t stuff them; they should appear in context.

Will a creative resume with graphics help me stand out?

It might impress a human, but it will likely fail the ATS. If you want a creative version, have two: one ATS-friendly and one for direct email submissions to a recruiter.

What if I don’t have all the required skills?

Focus on the skills you do have that are listed, and highlight transferable skills. Don’t lie, but do emphasize your strengths and willingness to learn.

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