She Gets the Money

Whether you’re fresh out of school or finally making the leap into a new career, putting together the perfect resume can feel overwhelming.

How do you sum up your experience (or lack of it) in a way that grabs attention and lands interviews? Especially when there’s a sneaky gatekeeper called an ATS—Applicant Tracking System—that decides if your resume even makes it to a human?

With these simple, actionable tips, your resume will sail past the robots and land in front of real human eyes.

The best part? I’ve included a free ATS-friendly template, so half the work is already done for you. Let’s get that dream job, shall we?

Here’s How to Write an ATS-Friendly Resume That Lands Interviews in 2025.

What’s an ATS?

An ATS, or Applicant Tracking System, is software that scans resumes to find the best matches based on keywords and formatting chosen by hiring managers. If your resume isn’t optimized to pass the ATS filter, it could get rejected before a human even sees it.

I learned this the hard way. When I was making the leap from running a lash salon to tech sales, I bought a trendy teal resume template on Etsy, added my photo, and sent it to my bestie, who works in staffing. She didn’t hold back.

With a mix of tough love and HR wisdom, she told me my gorgeous resume wouldn’t stand a chance against an ATS checker. I didn’t even know what that was!

She sent me her own no-frills template and advised me to lose the picture, ditch the template, and even remove my graduation year. It was a wake-up call—and the moment I realized just how crucial an ATS-compliant resume really is.

Why Do Hiring Managers Use an ATS?

Back in the day, hiring managers had to sift through literal stacks of paper resumes by hand. Exhausting, right? In 2025, hiring managers relied on ATS software to handle the heavy lifting.

These systems are built to streamline the hiring process by automating resume screening, tracking candidate progress, managing communications, and even scheduling interviews. With hundreds (sometimes thousands) of applicants for a single role, ATS software helps hiring teams save time and zero in on the best candidates faster.

Now that you know why hiring managers rely on ATS systems, let’s focus on what you can do to outsmart them. Crafting an ATS-friendly resume doesn’t mean sacrificing creativity or personality—it’s about being strategic. Follow these steps to ensure your resume not only makes it past the bots but also stands out to human recruiters. Let’s get started.

Step 1: Keep It Clean

When it comes to resume formatting, simplicity is key. ATS systems read resumes like a book—left to right and top to bottom—which means fancy columns, intricate designs, or artistic flourishes are more likely to confuse the system than impress it.

Stick with clean, professional fonts (think Arial, Calibri, or Times New Roman), clear headings, and bullet points that make everything scannable. Avoid heavy use of colors, graphics, or borders; these might confuse the system.

According to Job Search Strategist, Steph Cartwright, minimalist formatting not only pleases the ATS but also keeps your resume professional and polished for human eyes.

Step 2: Save in Multiple Formats

Let’s talk file types—because the wrong choice could sabotage your shot at an interview.

A PDF is essentially a “locked” document format. What you see is exactly what the employer will see, no matter what software or device they’re using. PDFs preserve your layout, fonts, and graphics, making them a popular choice when you want your resume to look polished and professional.

Pros: Preserves your layout, fonts, and design perfectly on any device. Professional and secure.

Cons: Some ATS systems struggle to read PDFs, especially if the text isn’t selectable. Not as easy to edit.

A Word Document (.docx) is a more flexible file type. It’s editable and widely used, especially for resumes. Most ATS software is designed to process Word files seamlessly, making this format a safer bet when applying online.

Pros: Highly ATS-friendly, easy to edit, and compatible with nearly all systems.

Cons: Formatting can shift when opened on different devices. May look less polished than a PDF.

For ATS compatibility, a Word document (.docx) is the safest choice. The text is easier for systems to scan and process, reducing the risk of your resume being misread or skipped entirely. However, if you’re handing out your resume in person or emailing it directly to a hiring manager (not through an ATS), a PDF can be a great way to make your resume look polished and secure.

Unless a job description specifically requests a PDF, opt for a Word document (.docx). This format is the safest and most ATS-friendly because it retains the structure and is easy to parse.

Keep it simple and functional.

Step 3: Use Standard Headings

ATS systems thrive on predictability. They scan resumes for information under standard headings, so get back to basics with sections like “Work Experience,” “Education,” and “Skills.” Avoid overly creative or unconventional headings like “Career Adventures” or “Life’s Work”—as quirky as these sound, they might confuse the system.

Keep your section titles straightforward to ensure the ATS knows exactly where to find critical information about your qualifications.

Step 4: Speak the ATS’s Language

Keywords are the ATS’s love language. Start by studying the job description like it’s an open-book test. Highlight key terms—think “project management,” “data analysis,” or “customer success”—and weave them naturally into your resume. But resist the urge to keyword-stuff; it’s obvious and can hurt your chances with human reviewers.

Think of it as fine-tuning your resume’s SEO: strategic, targeted, and impossible to ignore.

Step 5: Tailor for Each Job

Sending the same resume to every job is like trying to pick a lock with a generic key—it’s not going to work. Tailoring your resume for each role shows effort and ensures the ATS recognizes your relevance.

Focus on highlighting the skills, experiences, and qualifications most aligned with the job description. Career Coach Ellie Hoekman notes that customized resumes are 75% more likely to make it past ATS systems because they scream, “I’m perfect for this role!”ent with the position.

Your resume needs to impress three audiences: the ATS, the recruiter, and the hiring manager. Think of it as a triple-threat performer—fine-tuning it for each role gives you the best shot at standing out.

Step 6: Add an Area of Expertise Section

Think of this as your personal highlight reel. The “Area of Expertise” section is a concise list of job-relevant skills—like “data visualization” or “SEO optimization”—designed to grab the ATS’s attention and give human recruiters a quick overview of your qualifications.

Keep it tailored to each job by mirroring the language in the job description. This isn’t the place to be vague or overly creative; stick to specific, actionable skills. Bonus: this section doubles as a cheat sheet for interviewers skimming your resume before your meeting.

Step 7: Make Every Word Count

Say goodbye to overused buzzwords like “team player” or “hard worker.” Instead, opt for strong, dynamic action verbs like “developed,” “managed,” “optimized,” and “implemented” to tell a story about your contributions.

Focus on your impact, not just your responsibilities.

For example, instead of saying, “Responsible for managing a team,” try: “Led a 10-person team to achieve a 25% increase in quarterly sales.” The difference is night and day—for both humans and the ATS.

Step 8: Quantify Your Wins

Numbers speak louder than words—especially to ATS systems. Whenever possible, back up your accomplishments with metrics.

For example:

• “Increased customer retention by 20% within one year.”
• “Reduced operational costs by $15,000 annually.”

Even if your wins aren’t financial, quantify them where possible. Did you onboard 15 new clients? Organize 5 major events? The ATS loves specifics, and so do hiring managers.

Step 9: Avoid Rookie Mistakes

Skip the fancy graphics and icons—ATS systems can’t process them properly. Instead, use clean formatting, bold headings, and plenty of white space for an easy-to-read, professional look.

Remember, your goal is to create a document that’s easy to read for both robots and humans. When in doubt, simplicity wins every time.

Step 10: Lose the Headshot

Including a photo on your resume is unnecessary—and in many countries, it’s considered outdated or even inappropriate.  In fact, if a U.S. employer is asking for a photo of you this early in the hiring process (unless you’re applying for a job in the entertainment industry), this should raise a huuuuge red flag!

For example, in the U.S., U.K., and Canada, resumes are expected to focus solely on qualifications, skills, and achievements. A photo introduces the risk of unconscious bias, allowing decisions to be influenced by age, gender, ethnicity, or even appearance before your qualifications are reviewed.

Use that space to highlight your skills, achievements, or certifications. If recruiters want to see your picture, they’ll find it on LinkedIn (which, by the way, should look polished and professional, too).

Step 11: Age-Proof Your Resume

Speaking of age bias, it’s time to retire that hotgrrrl99@hotmail.com email for something more polished—like firstname.lastname@gmail.com.

As I mentioned earlier, leaving my graduation year on my resume was messing up my chances during my job hunt in more ways than one. Not only can it lead to age discrimination, but it also gives traditional recruiters a way to lowball your salary based on how long they think you’ve been in the “real world.”

Gen Z, I’m lookin’ at you!

And if you’re a millennial or older, it’s time to trim the fat off your work history. Stick to the last 10-15 years of experience. No one needs to know about your 2008 internship or that part-time job at Abercrombie & Fitch.

Women are already being paid only 84% of what men make. Don’t make it harder for yourself than it already is! These subtle tweaks ensure you’re being judged on your skills and accomplishments—not outdated assumptions about your age or experience.

Step 12: Test Before You Submit

Don’t let a small formatting mistake cost you the job. Use tools like Jobscan or Resume Worded to check your resume against job descriptions. They’ll flag missing keywords and formatting issues, helping you fine-tune your document before submission.

Pro tip: even minor details like proper spacing in date ranges can trip up an ATS. For example, always write dates like this: January 2020 – December 2023 (with spaces before and after the dash). These tools aren’t a substitute for effort, but they’re a valuable final checkpoint.

Step 13: Networking Is Queen

The ultimate ATS hack? Skip it altogether. A personal connection can get your resume directly into the hands of a hiring manager, bypassing the algorithm entirely.

Talk to your friends, old coworkers, finance bros at the bar—literally anyone. Networking isn’t just LinkedIn messages or formal events. I got an interview because my best friend’s ex-coworker’s husband worked at my current company!

Let the people around you (and the universe) know you’re looking. Whether it’s casual conversations or sliding into DMs, putting yourself out there pays off. Remember: your dream job might already be one introduction away.

Ready to create an ATS-friendly Resume?

Land the job with this free, no-frills resume template—designed to impress hiring managers without the fluff.

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So, there you have it—your go-to guide for landing that dream job without getting stuck in the ATS black hole. Now you know exactly how to format your resume, sprinkle in those keywords, and use networking to your advantage to get noticed by hiring managers.

Have any tips or success stories of your own? Drop them in the comments—I’d love to hear how you’re navigating your job search or career transition! And if you found this helpful, don’t forget to share it with a friend who might need some resume love too.