Many employers use an applicant tracking system, or ATS, to collect and organise job applications. If you apply online, there is a good chance your resume will pass through one. An “ATS-friendly” resume is simply a resume that this kind of software can read correctly, so that your name, contact details, job titles, dates and skills end up in the right fields.
What an ATS actually does
An ATS is mostly a database for recruiters. It stores applications, extracts information from each resume, and lets recruiters search and filter candidates, for example by job title, skills or location. Some systems also rank candidates against the job posting, and some employers add screening questions, such as work authorisation, that can filter people out.
The popular idea that an ATS “automatically rejects” most resumes is exaggerated. How an ATS is set up differs from one employer to another, and a person usually makes the final decision. The practical point is still valid: if the software cannot read your resume properly, your details may be missing or garbled when a recruiter searches for them.
What makes a resume hard to read for an ATS
- Text inside images. If your resume is a picture, or a PDF created from a screenshot, the software may find no text at all.
- Complex layouts. Multiple columns, tables, text boxes and overlapping elements can be read in a confusing order by some systems.
- Important information in headers or footers. Some parsers skip these areas, so do not put your name or contact details only there.
- Unusual section titles. “My Journey” is harder to recognise than “Work Experience.”
- Icons and graphics instead of words, for example a phone icon without the number as text.
- Skill bars and star ratings. They carry no readable information and do not prove ability.
How to make your resume ATS-friendly
- Use a simple, single-column layout with clear sections.
- Use standard headings: Summary, Work Experience, Education, Skills, Projects, Certifications.
- Choose a readable font such as Arial, Calibri, Georgia or Times New Roman, at a normal size.
- Write dates consistently, for example “Mar 2021 – Present.”
- Use the words from the job posting where they honestly describe you. If the posting says “project management” and you have done it, write “project management,” not just “organising work.”
- Spell out abbreviations once, such as “Search Engine Optimization (SEO).”
- Use plain bullet points rather than special symbols.
- Follow the file instructions in the job posting. If none are given, a PDF that contains real text or a Word file is usually safe.
How to test your own resume
- Select and copy test: open your PDF, select all the text, and paste it into a plain text editor. If the text is missing, jumbled or out of order, a parser may struggle too.
- Check the order: the pasted text should read top to bottom in the order you expect.
- Check special characters: make sure bullets, dashes and accents do not turn into strange symbols.
Important: image PDFs versus text PDFs
Not all PDFs are equal. Some tools create a PDF by taking a picture of the page, which means the file contains no selectable text. Free Resume Maker offers two options, and it is worth knowing the difference:
- Download PDF saves an exact copy of the preview as an image-based PDF. It looks identical to the preview and is good for sending to people, but the text cannot be selected.
- Print or save as PDF uses your browser’s print engine, so the PDF keeps real, selectable text. Choose “Save as PDF” as the printer. We recommend this version when you are uploading to a job portal or an ATS.
You can run the select-and-copy test above on either file to see the difference for yourself.
Which template should you use?
Our single-column templates (such as Meridian, Plain ATS and Ledger) in Free Resume Maker use a single-column layout, which is easiest for most systems to read. The Harbor template uses a coloured sidebar, which looks good when a person reads it but is a less safe choice for strict online forms. No tool can guarantee that every ATS will read every resume, so keep your content clear and follow each employer’s instructions.
Quick ATS checklist
- Single column, standard headings, plain bullets
- Contact details in the main body, not only in a header
- Keywords from the job posting used honestly
- File contains real text (test by selecting and copying)
- No tables, text boxes, skill bars or icons carrying key information
An ATS-friendly resume is not about tricking software. It is about presenting clear information so that both software and people can understand it.
Frequently asked questions
What does ATS mean on a resume?
ATS stands for applicant tracking system, the software employers use to collect applications, read resumes and search them for keywords. An ATS-friendly resume is formatted so this software reads it correctly.
How do I make my resume ATS friendly?
Use one column, standard headings such as Experience and Education, a common font, and the job post's own keywords. Avoid text inside images, tables or headers, and upload a text-based PDF or Word file.
Are PDF resumes ATS friendly?
Most modern systems read text-based PDFs well. Problems come from PDFs that are images or scans. In Free Resume Maker, Print or save as PDF and Word downloads both keep real text.
Do I need a different resume for every ATS?
No. A simple, single-column resume with standard headings and real text works well with most systems. What you should change for each application is the content: your summary, keywords and top bullets.
Are two-column resumes always bad?
Not always, and many systems read them correctly. But because some do not, a single column is the lower-risk choice for online applications.
Should I put my contact details in the header of the document?
It is safer to place them in the main body at the top of the page, because some parsers skip header and footer areas.
Can a PDF be ATS-friendly?
Yes, if it contains real text. Use the select-and-copy test described above to check. If the employer asks for a Word file, follow their instruction.
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