You've spent hours crafting the perfect resume. You've tailored it to the job description. You've triple-checked for typos. You hit "submit" and wait.

But then... nothing. No response. Not even a rejection email.

Here's the truth: 75% of resumes never make it past the Applicant Tracking System (ATS). They're rejected by robots before a human ever sees them.

The problem? Most job seekers don't understand how ATS works—or what recruiters actually see when they review your resume. They think their resume looks great in Microsoft Word, but they don't realize that ATS systems parse resumes differently than humans read them.

I see hundreds of resumes that look beautiful to the human eye, but are completely unreadable to our ATS. People spend hours on design, but forget the most important thing: making sure the system can actually read their resume.

In this guide, you'll learn exactly how ATS works, what recruiters actually see when they review your resume, and how to format your CV so it passes both ATS screening and human review.

An Applicant Tracking System (ATS) is software used by companies to manage job applications. It's designed to help recruiters sort through hundreds or thousands of resumes by automatically filtering candidates based on specific criteria.

Think of it as a robot recruiter that reads your resume first, before any human ever sees it. The ATS scans your resume for keywords, skills, experience, and qualifications, then ranks candidates based on how well they match the job description.

How ATS Systems Work

When you submit your resume through an ATS, here's what happens:

• •1. Resume Parsing - The ATS extracts information from your resume (name, contact info, experience, skills, education) and converts it into a structured format
• •2. Keyword Matching - The system compares your resume against the job description, looking for relevant keywords and phrases
• •3. Scoring & Ranking - Your resume is given a "match score" based on how well it matches the job requirements
• •4. Filtering - Resumes below a certain threshold are automatically rejected
• •5. Human Review - Only the top-scoring resumes are sent to human recruiters for review

The problem? If your resume isn't formatted correctly, the ATS might misread or skip important information—even if your qualifications are perfect for the job.

Here's something that might surprise you: recruiters often see your resume in two different formats—the parsed ATS version and your original PDF/Word document.

The ATS Parsed View

When a recruiter views your resume in an ATS system, they see a standardized, parsed version that looks like a form. Your beautifully designed resume is converted into structured fields:

• •Personal Information: Name, email, phone, location
• •Summary/Objective: Your professional summary or objective statement
• •Work Experience: Job titles, companies, dates, descriptions (parsed into separate fields)
• •Education: Degrees, schools, graduation dates, GPAs
• •Skills: A list of skills extracted from your resume
• •Certifications: Certifications and licenses

The parsed version looks plain and boring—but that's exactly what the ATS needs to understand your qualifications. If your resume can't be parsed correctly, important information might be missing or placed in the wrong fields.

The Original Document View

Recruiters can also view your original resume (the PDF or Word file you submitted). This is where your design, formatting, and visual appeal matter. But here's the catch: if your resume doesn't parse correctly, many recruiters won't even open the original document.

Here are the most common mistakes that cause resumes to fail ATS screening:

1. Using Complex Tables and Graphics

Problem: ATS systems struggle to parse information from tables, text boxes, and graphics. If you put your contact information in a table, the ATS might not be able to extract your email or phone number.

Solution: Use simple, linear formatting. Avoid tables, text boxes, and graphics. Put your contact information in a simple header format.

❌ Bad: Contact info in a table or text box
✅ Good: Contact info in a simple header (Name | Email | Phone | Location)

2. Using Images, Charts, or Logos

Problem: ATS systems can't read images. If you include a logo, chart, or infographic, the ATS will ignore it—and any information contained in those images will be lost.

Solution: Remove all images, charts, and logos. Use text-based formatting instead. If you need to show data, use bullet points or simple lists.

3. Using Headers and Footers

Problem: Many ATS systems can't read content in headers and footers. If you put important information (like your contact details or page numbers) in the header or footer, the ATS might miss it.

Solution: Put all important information in the main body of your resume. Avoid using headers and footers for anything other than page numbers (and even then, it's not necessary).

4. Using Fancy Fonts and Special Characters

Problem: ATS systems work best with standard fonts (Arial, Calibri, Times New Roman). Fancy fonts, special characters (like arrows, checkmarks, or symbols), and Unicode characters can cause parsing errors.

Solution: Use standard fonts (Arial, Calibri, or Times New Roman). Avoid special characters and symbols. Use simple bullet points (•) instead of fancy symbols.

5. Saving as PDF (Sometimes)

Problem: PDFs are generally ATS-friendly, but scanned PDFs (images converted to PDF) are not readable by ATS systems. Also, some older ATS systems struggle with PDFs.

Solution: Use PDF for applications (it preserves formatting), but make sure it's a text-based PDF, not a scanned image. If the job posting specifically asks for Word format, use Word instead.

6. Using Unconventional Section Headings

Problem: ATS systems look for standard section headings like "Work Experience," "Education," "Skills." If you use creative headings like "My Journey" or "Career Highlights," the ATS might not recognize them as sections.

Solution: Use standard section headings:

• •✅ "Work Experience" or "Professional Experience"
• •✅ "Education"
• •✅ "Skills" or "Technical Skills"
• •✅ "Certifications"
• •✅ "Projects" (optional)
• •❌ "My Journey" or "Career Highlights"

Here's the format that works best for ATS systems:

1. Simple, Linear Layout

Use a single-column layout with clear section breaks. Avoid multi-column formats, tables, and complex designs. Keep everything left-aligned and easy to scan.

2. Standard Section Headings

Use traditional section headings in bold or all caps:

• •PROFESSIONAL SUMMARY (or SUMMARY)
• •WORK EXPERIENCE (or PROFESSIONAL EXPERIENCE)
• •EDUCATION
• •SKILLS (or TECHNICAL SKILLS)
• •CERTIFICATIONS (if applicable)

3. Chronological Format

List your work experience in reverse chronological order (most recent first). Include:

• •Job Title (bold)
• •Company Name
• •Location (City, State)
• •Dates (Month Year - Month Year, or "Present")
• •Bullet points describing your achievements

4. Keyword Optimization

Use keywords from the job description naturally throughout your resume. Don't stuff keywords—use them in context:

• •✅ "Led a team of 5 developers using Agile methodologies"
• •❌ "Agile, Agile, Agile, Agile, Agile"

5. Simple Bullet Points

Use standard bullet points (•) instead of special characters. Keep bullet points concise (1-2 lines each) and start each with an action verb.

Before submitting your resume, test it for ATS compatibility. Here's how:

1. Use an ATS Resume Checker

Use a free ATS resume checker like Tailor My CV's Resume Checker to test your resume for ATS compatibility. These tools analyze your resume and flag potential issues.

2. Copy-Paste Test

Copy the text from your resume and paste it into a plain text editor (like Notepad). If the formatting looks messed up or information is missing, the ATS will have the same problem.

3. Readability Test

Read your resume from top to bottom in plain text. Can you understand all the information? If you can't, the ATS probably can't either.

4. Spell Check

Run a spell check on your resume. ATS systems can flag resumes with too many spelling errors. Use tools like Grammarly or Microsoft Word's built-in spell checker.

1. Use a Simple, Clean Format

Stick to a single-column layout with standard fonts (Arial, Calibri, or Times New Roman). Avoid fancy designs, tables, and graphics.

2. Include Relevant Keywords

Read the job description carefully and include relevant keywords naturally throughout your resume. Match the language they use (e.g., if they say "project management," don't say "project coordination").

3. Use Standard Section Headings

Use traditional headings like "Work Experience," "Education," and "Skills." Avoid creative or unconventional headings.

4. Submit as PDF (When Possible)

Submit your resume as a PDF to preserve formatting. However, make sure it's a text-based PDF, not a scanned image. If the job posting specifically asks for Word format, use Word instead.

5. Keep It Scannable

Use bullet points, white space, and clear section breaks. Make it easy for both ATS systems and human recruiters to scan your resume quickly.

6. Proofread Thoroughly

Spelling and grammar errors can hurt your ATS score. Use spell check and have someone else proofread your resume before submitting.

What does ATS stand for?

ATS stands for Applicant Tracking System. It's software used by companies to manage job applications and automatically filter candidates based on job requirements.

Can ATS systems read PDFs?

Yes, most modern ATS systems can read text-based PDFs. However, scanned PDFs (images converted to PDF) are not readable by ATS systems. Make sure your PDF contains actual text, not just an image of text.

Should I use PDF or Word format for my resume?

Generally, use PDF to preserve formatting and ensure your resume looks the same to all recruiters. However, if the job posting specifically asks for Word format, use Word instead. Some older ATS systems prefer Word documents.

How can I check if my resume is ATS-friendly?

Use an ATS resume checker like Tailor My CV's Resume Checker to test your resume for ATS compatibility. You can also copy-paste your resume into a plain text editor to see how it looks without formatting.

Do all companies use ATS?

No, but 98% of Fortune 500 companies use ATS systems, and most mid-to-large companies use them as well. Small companies and startups are less likely to use ATS, but it's still best to format your resume for ATS compatibility.

Can I use tables in my resume?

It's best to avoid tables, especially for important information like contact details or work experience. ATS systems often struggle to parse information from tables. Use simple, linear formatting instead.

Should I include a photo on my resume?

No, never include a photo on your resume unless the job posting specifically requests it (which is rare in most countries). Photos can cause ATS parsing issues and may lead to discrimination concerns.

How important are keywords for ATS?

Keywords are very important for ATS systems, but don't stuff them. Use keywords naturally throughout your resume in context. Match the language from the job description (if they say "project management," use "project management," not "project coordination").

Want to learn more about ATS optimization and resume writing? Check out these related guides:

• •How to Write an ATS-Friendly Resume in 2025 - Learn the latest strategies to make your resume pass ATS systems
• •How to Tailor Your CV to a Job Description (ATS-Ready) - Step-by-step guide to customize your CV for each job application
• •Resume Checker: Will Your CV Pass ATS? - Check your resume against ATS rules and fix issues instantly
• •Why Your CV Gets Rejected (And How to Fix It) - Discover the top reasons CVs are rejected by ATS and recruiters
• •How to Write a Professional Summary for Your CV (2026 Guide) - Master the art of writing an ATS-friendly professional summary

Ready to optimize your resume for ATS systems? Try our free AI CV tailoring tool to ensure your resume passes both ATS screening and human review.

Understanding how ATS works is crucial for job seekers in 2026. With 75% of resumes being rejected before reaching a human recruiter, you need to make sure your resume can pass ATS screening.

Remember: your resume needs to work in both formats. It needs to parse correctly for ATS systems (to get past the initial screening), but also look professional for human recruiters (who review the original document).

The best resumes are simple, keyword-optimized, and formatted for both ATS systems and human readers. Use standard formatting, include relevant keywords, and test your resume for ATS compatibility before submitting.

If you're struggling to optimize your resume for ATS systems, consider using an AI-powered CV tailoring tool. These tools can analyze job descriptions and ensure your resume uses the right keywords and formatting.