How to Make an ATS Friendly Resume in 2025 (Step-by-Step Guide)

Sending out resume after resume and hearing nothing back is brutal. In 2025, the most common reason isn't that you're unqualified-it's that your resume never makes it past the software. Most employers use applicant tracking systems (ATS) to filter candidates, and if your resume isn't an ATS friendly resume, they may never even see your name.

This guide walks you step-by-step through how to format, write, and test an ATS friendly resume in 2025. You'll see real examples, common mistakes to avoid, and tools that check your resume against modern resume scanners.

As a career coach, I've reviewed thousands of resumes that looked great to humans but broke inside automated systems. Once job seekers fixed a few small issues-like fonts, file type, and keyword matching-their interviews picked up within weeks.

What is an ATS-friendly resume in 2025?

An ATS-friendly resume is a resume that applicant tracking systems can accurately read, parse, and score. It uses simple formatting, clear headings, and job-specific keywords so the software can match you to the role instead of discarding your application.

Think of an ATS as a very literal reader. It does not understand design, icons, or clever layouts. It looks for structured text in predictable places: your name and contact info, job titles, dates, skills, and keywords from the job description.

In 2025, ATS software is getting smarter, but it still fails on common resume choices like text boxes, multi-column designs, and image-based PDFs. If you want to beat the ATS and improve your odds, follow a few non-negotiable rules. For common formatting errors to avoid, see our guide to resume mistakes that get you rejected. When people talk about an "ats friendly resume," they mean this kind of simple, machine-readable version.

Why ATS-friendly resumes matter more than ever

According to LinkedIn's 2024 Global Talent Trends report, popular roles can attract 200-300 applicants in a few days. Recruiters simply don't have time to read every resume. ATS software filters the pile down to a manageable short list long before a human opens your file.

In 2025, more companies are adding AI screening on top of ATS. The systems not only store resumes-they also rank and sometimes auto-reject them. If your resume isn't ATS-optimized, your application can disappear in seconds, no matter how strong your background is.

• Most employers use ATS as the first filter, especially for corporate, tech, and remote roles.
• Remote job postings often get 2-3x more applicants, so automated screening is stricter.
• Internal referrals still go through ATS in many companies, so formatting still matters.
• AI screening models rely on clean, structured data from ATS parsing.
• An ATS-friendly resume is usually clearer and easier for human recruiters to skim.

Across thousands of job seekers we've worked with, those who optimized their resume for ATS reached a first interview in about 2 weeks, compared with 6+ weeks for people using a generic, one-size-fits-all resume. The formatting work you do once keeps paying off every time you apply.

How to format your resume for ATS systems

Formatting is the foundation of an ATS friendly resume. If the system can't read your file, no amount of great content will help. Start by simplifying your structure and avoiding design elements that confuse parsers.

Use a single-column layout, left-aligned text, and clear section headings like Experience, Education, and Skills. Avoid text boxes, sidebars, images, icons, and charts. These don't add value to ATS, and they often cause text to end up in the wrong place-or vanish entirely.

Keep margins between 0.5-1 inch, use 10-12 pt font for body text, and reserve bold or ALL CAPS for headings only. ATS can misread text that's too small, cramped, or hidden inside shapes. The table below shows common layout choices and whether ATS can handle them.

If you love a highly designed resume for networking, keep two versions: a clean ATS-friendly resume for online applications, and a visual one for in-person conversations and portfolios. Never sacrifice readability to a machine just to make the document look fancy on your screen.

Best resume file formats for ATS

Most modern ATS systems can read both Word documents and PDFs, but not all handle them equally well. Choosing the right file format removes an easy reason for auto-rejection and keeps your ats friendly resume intact.

1. Follow the job posting first. If it asks for PDF or Word, do exactly that.
2. When nothing is specified, .docx (Microsoft Word) is usually the safest choice for ATS.
3. Avoid image-only PDFs, Google Drive share links, or .pages files from Apple.
4. Never upload a photo or scan of your resume; ATS can't parse it at all.

According to several ATS vendors, text-based PDFs exported from Word or Google Docs usually parse fine, but older systems still struggle. If you're applying to conservative industries (government, some healthcare, local employers), lean toward .docx to be safe.

Fonts and styling ATS can read

ATS software doesn't care which font you use aesthetically, but it does care whether the text is machine-readable. Stick to common, well-tested fonts and simple styling so nothing gets scrambled during parsing.

• Use standard fonts: Calibri, Arial, Helvetica, Cambria, Georgia, Times New Roman, or Verdana.
• Set body text to 10-12 pt and headings to 12-14 pt.
• Use bold and ALL CAPS only for headings and employer names, not for entire paragraphs.
• Use simple bullet symbols like b7 or - instead of decorative icons or custom glyphs.

Avoid handwriting fonts, script styles, or fonts that compress characters. Also skip symbol-based fonts like Wingdings for bullets or ratings. They may look clever to you, but ATS often converts them into random characters or ignores the lines entirely.

How to optimize your resume content for ATS keywords

Formatting gets your resume read; keywords get it ranked. ATS software scans your resume for specific skills, tools, and titles from the job description and scores you against that list. A strong ats friendly resume mirrors the language of your target roles without sounding fake.

The goal isn't to stuff keywords randomly. Instead, weave them into your experience, skills, and summary so they reflect what you genuinely know. ATS usually rewards natural repetition across your summary, job titles, experience bullets, and skills section.

1. Collect 3-5 target job descriptions for the roles you want.
2. Highlight repeating nouns and phrases: job titles, tools, certifications, and methodologies.
3. Group these into themes: core skills, technical tools, soft skills, and domain knowledge.
4. Add the most important terms to your summary, job titles, experience bullets, and skills section.
5. Use exact phrases where possible (for example, "project management" instead of "managing projects").

Aligning keywords with measurable impact is powerful for both ATS and humans. Instead of "Responsible for sales," write something like, "Increased regional sales by 28% using Salesforce and targeted email campaigns." For more examples, see this guide on how to quantify achievements on your resume.

A useful rule of thumb: if a skill appears in the job posting and you genuinely have it, that exact wording should appear at least once in your resume. You're not gaming the system-you're speaking the same language as the employer and the ATS that screens for them.

Step-by-step: Create an ATS friendly resume from scratch

If you're rebuilding from the ground up, follow this process. You can create a strong ats friendly resume in an afternoon, then reuse and lightly customize it for each role.

If you're switching careers or just starting out, emphasize projects, coursework, and volunteering that mirror your target roles. The same ATS principles apply: clear headings, simple formatting, and carefully chosen keywords that match the jobs you want next-not just the jobs you've had.

Common ATS resume mistakes to avoid

Many strong candidates lose out because of avoidable formatting and content errors. Here are the issues I see most often when reviewing resumes that fail ATS scans, even for highly qualified people.

• Using multi-column, heavily designed templates from graphic design sites.
• Saving the resume as an image or scan instead of a text-based file.
• Stuffing a skills section with dozens of buzzwords not backed up in experience.
• Putting contact info only in a header or footer instead of the main body.
• Using uncommon section headings like "Career Story" instead of "Experience."
• Relying on abbreviations (PM, SE) without also spelling out full job titles.

If your resume looks beautiful but you've heard silence from dozens of jobs, your design may be the culprit. Before rewriting everything, compare your document against this list. For a broader set of issues that cost candidates interviews-beyond ATS formatting-see these 10 common resume mistakes.

ATS-friendly vs non-ATS resumes: real examples

It often helps to see the difference between a resume that confuses ATS and one that passes cleanly. The content can be almost the same, but structure and wording change how software and recruiters interpret it.

The "before" version uses a vague title, emojis, and buzzwords without specifics. The ATS may not recognize "Growth Wizard" as a marketing role. The "after" version uses a standard job title, includes measurable results, and spells out tools and channels that match common job descriptions.

You don't need to sound robotic. You just need to translate your story into the language the job description and ATS expect: clear titles, concrete responsibilities, and specific technologies or methods you've used.

Tools and resources to check ATS compatibility

You don't have to guess whether your resume is ATS-friendly. Several tools can scan your document, compare it to a job description, and flag problems before you hit submit.

• ATS resume checkers that show how your resume is parsed and rearranged.
• Keyword comparison tools that highlight missing skills from a specific job posting.
• AI resume builders that generate ATS-safe templates and content for you.
• Job-search platforms that integrate ATS checks directly into your application flow.

GoApply's ATS Optimization Suite scans your resume for parsing issues, missing keywords, and formatting problems. It gives you a real-time optimization score and concrete suggestions. According to internal data from 2024, about 95% of resumes updated using these suggestions pass initial ATS screening instead of being filtered out.

If you're deciding which software to use, our technical resume examples and templates breaks down the strengths and weaknesses of popular tools so you can pick one that fits your level of experience and budget.

When you connect GoApply to your job search, its AI Resume Tailoring feature automatically customizes your resume for each job description, keeping formatting ATS-safe while adjusting keywords and achievements. You set your target roles once, then let the AI handle repetitive rewrite work in the background.

How ATS-friendly resumes fit into your job search strategy

An ATS friendly resume is one piece of a bigger system. To land interviews faster, you also need smart targeting, efficient applications, and solid tracking so good opportunities don't fall through the cracks.

Once your resume is optimized, you can safely increase your application volume without worrying that software is silently filtering you out. Tools for job application automation can send your tailored resume to dozens of roles a day, turning a slow trickle of applications into a steady pipeline.

To see how AI can help you scale applications without burning out, check out this guide to using AI for job applications in 2025. It walks through practical ways to combine automation with targeted, thoughtful applications.

GoApply's AI Auto-Apply Engine takes your ATS-ready resume and applies to 50-100+ matching roles per day across LinkedIn, Indeed, and 1,000+ company sites while you sleep. Paired with the Application Tracker Dashboard, you can follow up on applications effectively and never lose sight of where you've applied or who you need to follow up with.

Once your resume is fully optimized, increasing application volume is often the fastest lever you can pull. For a playbook on doing this without burning out, see how to apply to 100+ jobs per week. The idea is simple: fix your resume once, then let systems work for you so you can focus on networking and interviews.

ATS-friendly resume FAQ (2025)

Below are quick answers to the questions job seekers ask most about ATS-friendly resumes. Use them as a checklist while you update your own document for 2025.

Conclusion: Focus on interviews, not filters

An ATS friendly resume is no longer optional in 2025. It's the baseline that ensures your applications actually reach a human being instead of dying in a black box.

By using simple formatting, standard headings, and job-specific keywords, you turn your resume into structured data that ATS can understand and rank. That structure helps recruiters too, because they can quickly see your titles, dates, skills, and impact without hunting through a dense design.

Once you've done the work to build an ATS-optimized resume, you can let modern tools handle the repetitive parts-tailoring, optimization, and even applying-while you invest your energy in interview preparation, networking, and salary negotiation. Also make sure your skills section is properly optimized and your summary statement is compelling.

If you're ready to stop guessing and start getting seen, upload your resume to an ATS checker, fix the issues you uncover, and then let a platform like GoApply start sending tailored, ATS-friendly applications for you today.