Are your resumes being rejected by ATS systems?

ATS stands for Applicant Tracking System. It’s computer software that most companies use today to help them organize the huge amount of applications they receive for each job opening.?

Unfortunately, many high-quality resumes get lost in the ATS, never to be seen again. Why does this happen?

Are ATS formatting mistakes sabotaging your chances of landing your dream job?

The problem could be as simple as incorrect resume formatting. In this article, we’ll show you how to avoid formatting errors and create a resume that has the best chance of making it out of the ATS and into the hands of a hiring manager.

How does ATS parse and analyze resumes?

When you submit your resume, it goes directly to an ATS. The first thing most ATS will do when they receive your resume is parse it.

Parsing is when the ATS extracts the work experience, skills, education, and contact information from your resume and organizes it for easy analysis.??

This allows employers to focus on the actual text of your resume, not the visuals or design aesthetic.

The extracted data is stored in the ATS database. Hiring managers search the database to find suitable job candidates by typing in keywords.?

For example, if the job is for a teacher, hiring managers will search the ATS for words like “teaching,” “classroom,” or “lesson plans”. Resumes with these keywords have a better chance of being noticed.

Unfortunately, even resumes that are perfectly tailored for the job and have all the right keywords might never be found. Why? Because these resumes contain simple formatting mistakes.?

It seems a shame that your hard work could be ruined by something so simple, but it happens all the time.

Before you send out your resume, check to make sure it doesn’t contain one of these formatting errors that could cost you a job opportunity.

The 9 most common mistakes to avoid in ATS resume formatting

Mistake #1 – Not having the best date format for your resume

It may seem like a trivial matter, but having the best date format for your resume is crucial for ensuring that it’s parsed correctly.

There are two acceptable date formats. One is MM/YYYY. As in, “03/2023.”?

If you choose this date formatting, always put a “0” before single-digit months. Never use “3/2023,” for example.?

The other acceptable date format is the name of the month spelled out followed by the year, like “March 2023.”

Whichever format you choose, be consistent! Mixing up the date formats on your resume can lead to incorrect parsing.?

There’s one more thing — always use both the month and year on your resume. Only using the year can cause confusion. In fact, some ATS automatically assign a start date of January 1st to any work experience that only shows the year.

Mistake #2 – Unclear abbreviations and acronyms

While it may seem obvious to you what a particular abbreviation or acronym stands for, it might not be so obvious to an ATS.?

This can be a problem if you?only?have an abbreviation or acronym on your resume, but the hiring manager searches for the long-form version of that word.?

For example, if a hiring manager searches for “certified public accountant” and you only have “CPA” on your resume, that could cause the ATS to skip over your resume.?

That’s why it’s important to include both long-form versions of keywords and acronym versions. This will ensure that your resume will be found by employers who are searching the ATS for?either?term.

Adding the acronym or abbreviation in parenthesis after the long version will help the ATS understand your resume better, as well as human readers who may not be familiar with the abbreviation.

Mistake #3 – Using tables and columns

Some job seekers try to create visually appealing resumes by using graphics like tables and columns to organize their information.?

Unfortunately, tables and columns can confuse the ATS, potentially leading to your application being overlooked.?

The key is to strike a balance between visual appeal and ATS compatibility. The best way to do this is to keep it simple.?

Instead of tables, columns, and other fancy graphics, use simple headings and bullet points to create clear sections that can easily be read. This will ensure that the ATS accurately extracts and categorizes your information.

Below is an example of a resume that uses a colored font for visual pop while keeping the formatting simple and straightforward. This is actually a good strategy for adding some visual appeal while keeping your resume ATS compliant.

Always use black dot bullet points, like in the example above. Non-traditional bullet points such as stars, diamonds, and checkboxes do not always get parsed correctly by the ATS.

Mistake #4 – Using headers and footers

Job seekers sometimes put additional details or design elements at the very top (header) or bottom (footer) of their resume.?

For example, the top of a resume might feature a logo, or the bottom might show page numbers (if the resume is more than one page).

Using headers and footers can cause parsing issues for ATS systems, which only focus on the content within the main body of the resume.?

Always be sure to have one-inch margins on all sides of your resume. Keep the margins clear of any text. This will make it easier for both humans and machines to read it.?

Mistake #5 – Using a unique font

Once again, this mistake occurs when people want to personalize their resumes too much. Remember, keep it simple.?

Using a unique font(s) on your resume might be a good way to showcase your creativity, but it could mess up the ATS.?

Always choose fonts that are widely available and commonly used.

These fonts are legible, widely available, and compatible with most ATS software.

Don’t use two or more different fonts on your resume. Again, it could confuse the ATS.?

Font size doesn’t matter quite as much, but we suggest sticking to a 10 or 12-point font to make your resume look professional when it lands in the hands of the hiring manager.

There are things you can do with fonts to improve the look of your resume. You can color them, as we’ve seen, but you can also make fonts bigger, like for a section heading.

Mistake #6 – Not using standard headings

Sometimes job seekers like to get creative with the section headings of their resumes.?

Unfortunately, when you use non-standard headings, the ATS may struggle to identify the relevant sections. They may misinterpret the content.

What’s a non-standard section heading? Here are some examples:?

“My Story” or “About Me” instead of “Summary” or “Objective
“Where I Excel” instead of “Skills”
“Companies I’ve Impacted” instead of “Work Experience”
“Education Journey” instead of “Education”
“Certifications and Cool Stuff” instead of “Certifications” “Training””        

These headings will not only confuse the ATS, but they’ll confuse human readers too. Hiring managers are used to reading resumes that follow standardized formats.?

Again, keep it simple. Stick to the following standard headings and you’ll be fine:

Summary/Objective
Work Experience
Education
Skills
Certifications
Awards/Achievements        

Mistake #7 – Not using the right file type

Some file formats are more ATS-friendly than others. Here are some file formats you should NOT use:

• Image Formats?(e.g., .jpg, .png)?
• Rich Text Format?(.rtf)??
• HTML?Files (.html)??
• Microsoft Publisher?(.pub)?
• Adobe InDesign?(.indd)?

Here are the two file types we recommend using instead. They are very commonly used and will pose no problems for the ATS:

• Microsoft Word?(.doc and .docx) – The .docx format is the newer version and is highly recommended.
• PDF?(Portable Document Format) – This file format preserves the original formatting and layout of a document, regardless of the software or device used to view it.?

It’s always a good idea to check the specific requirements or preferences of the employer. Some may explicitly request resumes in PDF format, while others may prefer MS Word

Mistake #8 – Not proofreading your resume

How important is it to carefully proofread your resume multiple times?

Well, 77 percent of hiring managers said they would immediately reject a resume with any typos or grammatical errors!

That sounds about right. Nothing bothers hiring managers more than seeing misspelled words or too many spaces between words. It’s sloppy and unprofessional.?

Mistakes like this can also prevent your resume from being parsed correctly by the ATS in the first place.?

Proofreading is a good way to start finding mistakes, but it’s hard to catch all of them. And it only takes one mistake to seriously decrease your chances of getting a job interview.

In addition to proofreading, you can try free grammar and spell-check tools that you can find online. Here are two we recommend:

• Grammarly?– This popular tool offers a free version that checks for basic grammar and spelling errors. It integrates with web browsers to provide real-time suggestions and explanations of mistakes.
• Hemingway Editor?– This free tool focuses on improving the readability and clarity of your writing. It highlights complex sentences, passive voice, adverbs, and other elements that can affect the flow and impact of your resume.?

You can also ask someone else, such as a friend, family member, or professional colleague, to review your resume. Fresh eyes can often spot mistakes that you may have overlooked.?

Mistake #9 – Treating every ATS the same way

Every ATS is different, each with its own unique design, features, and algorithms. This leads to variations in how they process and interpret resumes.?

As a result, it is crucial for job seekers to understand that tailoring their resumes to specific ATS requirements can increase their chances of success in the application process.

How to Make an ATS Resume from Scratch?

Listen: The perfect ATS resume doesn’t exist. Why? Because you can never be sure how the recruiter set up the system.?

You may be a perfect fit. But if one of the most important criteria is your willingness to relocate and you’d rather not, you won’t get the job. That being said, you can prepare an ATS-compliant resume to boost your chances.

Here’s how to make an ATS-friendly resume step by step:

1. Reply to a specific job offer

In fact, you should treat the job description as a benchmark for your application documents. No, you won’t know how the recruiter set up the system, but you can make informed guesses on the basis of what they specified in the ad.

2. Tailor your ATS resume

Tailoring your resume to the job offer is crucial. That’s the best you can do to get invited to an interview. If you send a generic resume that doesn’t have much to do with the job offer itself, your chances of succeeding are close to zero. The following points specify what you can do.

3. Pick an ATS-compliant resume template

Find a blank resume template that’s been optimized for the ATS resume test. How to identify one? It should be easy on graphical elements. If it’s a PDF, you should be able to copy the text and paste it into a blank document.

4. Choose the best resume format

There are three main resume formats: chronological resume, functional resume, and combination resume. Of the three, the chronological resume is your safest bet as no ATS will have problems parsing it.

5. Use ATS-friendly resume fonts

?The best resume fonts are the ones that are readable to humans and machines alike. Choose simple, professional-looking fonts for your resume.

6. Label resume sections with headings

The resume section headings must be easy to navigate. First of all, the ATS will surely know where you described your experience on a resume if you label the section Experience rather than Things I Am Proud Of. Second of all, a recruiter will only spend 6 seconds scanning your resume, so don't confuse them about your resume education section by calling it What Made Me Into Who I Am.?

7. Use ATS resume keywords

Using the right resume keywords is essential. An ATS resume must follow the pattern set out in the job offer. So take a good look at the phrasing, and describe your experience imitating the language of the job posting. For example, if the employer is looking for a team player, describe yourself as one. If you keep describing your teamwork skills as being collaborative and miss out on the team-player keyword entirely, chances are the ATS resume test will miss it too.

8. Choose the right skills for the position

Putting the right skills on your resume will surely show the ATS you deserve a high candidate score. Again, you can use synonyms (collaboration or teamwork) but try to include the original wording at least once, just to be sure. Plus, if your resume goes past the ATS scan, the recruiter will also get to see you’re perfectly qualified to get the job done.

9. Have the recruiter in the back of your mind when optimizing your resume for the ATS

Once you focus on optimizing your resume for the ATS scan, it’s easy to forget you’re doing all this so that a human will have a chance to read it. Make sure your resume profile and all the other sections read well and impress the recruiter with the achievements you put on your resume.

10. Have the ATS in the back of your mind when writing your resume for the recruiter

Yes, your resume must read well, but it also has to pass the resume ATS test. So, remember to include the right keywords, and phrasing, and focus on the areas delineated in the job ad. Let the job offer serve as a benchmark for your resume. And avoid including extra elements such as tables or footers—ATSs don’t like them.?

Pro Tip: You can use an online ATS resume checker that will compare your resume against the job offer to see how much your resume overlaps with the requirements of the job ad.

If you follow the steps above your resume will be 100% ATS-compliant.

If you’re not sure your ATS-optimized resume has all the necessary elements, read our guide on what to put on a resume to make sure you don’t miss a thing.

Plus, a great cover letter that matches your resume will give you an advantage over other candidates.

Here’s all you need to remember about making the ATS resume:

• The ATS (Applicant Tracking System) helps recruiters manage recruitment processes by identifying qualified candidates.
• The ATS scans resumes and scores them according to the criteria pre-set by the recruiter.
• Even though you can never know what criteria a recruiter chose, you can treat a job offer as a benchmark for your resume.
• A good ATS resume should always be tailored to the position you’re seeking and use an ATS-friendly resume template.

- Team Findernest