How to Make Your Resume and Cover Letter ATS-Friendly

If you’ve applied to jobs recently, chances are your materials were first scanned by an Applicant Tracking System (ATS) before a human ever saw them. ATS software is designed to help employers filter out unqualified candidates and streamline the hiring process. While screener questions can lead to an automatic rejection, a poorly formatted resume can also hurt you: if the ATS struggles to parse it, your skills may not be captured correctly, and your application could get overlooked.

The good news: a few strategic adjustments can dramatically increase your chances of getting through the ATS and landing in front of a recruiter or hiring manager. Here’s how.

1. Use Standard, Clean Formatting

ATS systems are not fans of overly designed resumes. Stick to:

• Simple fonts like Arial, Calibri, or Times New Roman.

• Font size between 10–12 pt for body text and slightly larger for headings.

• Consistent section headers (e.g., “Experience,” “Education,” “Skills”).

• Avoid text boxes, columns, headers/footers, and graphics. Many ATS systems can’t read them.

If you want a more creative resume for networking or to bring to an interview, create a separate version. Your ATS-friendly resume should prioritize clarity over style.

2. Choose the Right File Type

• Best options: Word documents (.docx) and sometimes PDFs (but check the application instructions).

• Avoid: JPEGs, PNGs, or unusual file formats—the ATS won’t be able to parse them.

3. Optimize for Keywords

ATS software works by scanning for keywords that match the job description. To maximize your chances:

• Mirror the job posting language. If the description says “project management,” don’t just write “managed projects”—use the exact phrase.

• Use both abbreviations and full forms. For example: “Customer Relationship Management (CRM).”

• Sprinkle keywords naturally. Avoid “keyword stuffing,” but make sure they’re woven into your experience, skills, and summary.

4. Prioritize a Logical Structure

ATS systems scan from top to bottom, left to right. Make it easy for them to parse:

• Contact information at the very top (name, phone, email, LinkedIn).

• Summary or professional profile.

• Experience (in reverse chronological order).

• Education.

• Skills (both technical and soft skills).

5. Write ATS-Friendly Cover Letters Too

Cover letters don’t always go through ATS filters, but many employers use them to scan for keywords just like resumes. To make yours ATS-friendly:

• Use a standard business letter format: single column, left-aligned, no graphics.

• Include keywords from the job description (but again, naturally woven in).

• Save in the same file format as your resume (usually .docx or PDF).

• Keep it concise: 3–4 short paragraphs max.

6. Test Before You Send

Here’s a quick trick: copy and paste your resume into a plain text file (like Notepad). If it looks jumbled, has missing information, or the order doesn’t make sense, the ATS may struggle with it. Clean it up until it reads clearly.

Final Thoughts

Getting past an ATS is about making sure your resume and cover letter clearly show how your skills match the job requirements. Think of ATS-friendliness as good communication: clear, structured, and targeted. Once you land in front of a hiring manager, your accomplishments and personality can shine.

👉 Pro tip: Keep two versions of your materials: one ATS-friendly version for online applications and one visually polished version for networking and interviews.

© 2025 Marya T. Mtshali. All rights reserved. No part of this publication may be reproduced, distributed, or transmitted in any form or by any means without prior written permission from the author.