Between 75% and 99% of applications first go through an Applicant Tracking System (ATS) before being seen by human eyes. If your resume doesn't pass this first filter, your experience, skills, and accomplishments simply don't count. This is the harsh reality of modern recruiting.
But here's the good news: ATS are not magic. They follow specific rules, and understanding these rules gives you a decisive advantage over most of your competitors.
What is an ATS and how does it work?
An ATS is a human resources management software that automates application screening. It parses your resume to extract data: name, email, phone number, work experience, skills, education. It then compares them against criteria predefined by the company.
Common ATS systems include Workday, Taleo, Lever, Greenhouse, and iCIMS. Each works slightly differently, but they all look for the same thing: structured and relevant information.
"An ATS-optimized resume isn't a resume devoid of style. It's a resume that speaks the machine's language to reach a human."
The 5 Key Elements to Pass an ATS
1. Simple and Readable Format
ATS read PDF and Word files differently depending on their configuration. Complex tables, graphics, and exotic fonts can confuse the algorithm.
- Use a simple Word or PDF format (avoid image-based PDFs).
- Structure with clear headings (Experience, Skills, Education).
- Forget about columns, tables, and decorative sections.
- Prefer standard fonts like Times New Roman, Calibri, or Arial.
- Avoid logos, icons, and complex graphics.
2. Relevant Keywords
This is the core of the system. The ATS looks for specific keywords that the company has identified in the job description. If you're targeting a 'Data Engineer' position, include that exact title and other related terms: 'Python', 'SQL', 'Big Data', 'ETL', 'Apache Spark'.
- Scan the job description to identify key skills and areas.
- Integrate these keywords naturally into your experience descriptions (no keyword stuffing).
- Use variations: 'Machine Learning' and 'ML', 'Customer Relationship Management' and 'CRM'.
- Place important keywords at the beginning of bullet points, where the ATS spots them more easily.
3. Standardized Structure
An ATS expects to find information in a logical, recurring order. Follow this architecture:
- Contact: Name, email, phone, city (optional: LinkedIn profile).
- Summary/Objective (optional): One or two lines maximum, with relevant keywords.
- Work Experience: Company, job title, dates, description of responsibilities.
- Skills: Clearly listed, grouped by category if possible.
- Education: Degree, institution, year.
4. Tailoring to the Job Description
Each application shouldn't be identical. The ATS compares your profile to the criteria for that specific job. Tailoring your resume drastically increases your pass rate.
- Start by using the exact terms from the job description in your resume if you genuinely have those skills.
- Highlight the most relevant experience first.
- Temporarily remove sections less relevant to this specific application.
- Never lie: a detected lie will get your application eliminated immediately.
5. Avoiding Common Pitfalls
- Headers and Footers: Some ATS don't read them. Put your contact info in the main body of the document.
- Incomplete dates: Write "January 2020 - December 2023", not "2020-2023".
- Fancy bullet points: Use standard dashes (-) or classic bullets (•), not creative symbols.
- Incorrect Section Titles: Use standard headers like 'Experience', 'Education', and 'Skills'. Don't create custom ones the ATS won't recognize.
- Poorly named files: Name your file "FirstName_LastName_Resume.pdf", not "Resume_Final_V2_REALFINAL".
ATS Checklist: Before You Apply
The Secret Most People Don't Know
Recruiters know that ATS can screen out qualified candidates. That's why some companies include a line in the job description like: "Send your resume to [direct email]" or "Here is an alternative application link." If you see this, use the alternative channel. You bypass the filter and show your initiative.
Other companies, aware of the problem, are starting to use more sophisticated ATS capable of parsing creative resumes. But the vast majority? They still use simple systems that require clarity and structure.
Summary: The 3 Absolute Principles
- Clarity: An ATS can only process what it can read. No unnecessary graphic creativity.
- Relevance: Every keyword counts. Tailor your resume to the job description.
- Consistency: Uniform structure, complete dates, clear titles, directly visible contact information.
Passing an ATS isn't a matter of luck. It's a matter of understanding and applying its rules. Do it right, and your resume will reach a real human.