How to Create an ATS-Optimized Resume in 2025

Applicant Tracking Systems (ATS) have become the gatekeepers of modern hiring. But here's what most career advice won't tell you: not all ATS platforms work the same way, and success often comes down to understanding which battles are worth fighting—and which ones you're already winning.

This guide cuts through the noise with practical, evidence-based advice on what actually matters when optimizing your resume for ATS systems in 2025.

Not all ATSs were created equal

The term "ATS-friendly" gets thrown around constantly, but the reality is more nuanced. Different companies use different systems, and they don't all behave the same way.

The Three Tiers of ATS Systems

Enterprise-Level Systems (Workday, Taleo, SAP SuccessFactors)

These are the sophisticated platforms used by Fortune 500 companies and large enterprises. They're powerful, complex, and—good news—generally quite good at parsing modern resume formats, including well-formatted PDFs.

• Parsing accuracy: High (90%+ for standard formats)
• PDF compatibility: Excellent with text-based PDFs
• Keyword sophistication: Can recognize synonyms and related terms
• Your strategy: Focus on content quality and keyword relevance rather than obsessing over format

Mid-Market Systems (Greenhouse, Lever, BambooHR)

Used by tech startups, growing companies, and modern organizations. These systems prioritize user experience and typically handle various resume formats well.

• Parsing accuracy: Good (75-85% for standard formats)
• PDF compatibility: Good, though .docx may have slight edge
• Keyword matching: Solid but more literal than enterprise systems
• Your strategy: Use exact keywords from job descriptions; avoid excessive creativity in formatting

Basic/Legacy Systems (Older Taleo versions, custom systems)

Some organizations still use outdated or proprietary ATS platforms. These can be finicky and struggle with non-standard formatting.

• Parsing accuracy: Variable (can be as low as 60%)
• PDF compatibility: Often poor; .docx is safer
• Keyword matching: Very literal—exact matches are critical
• Your strategy: This is where "ATS-friendly" formatting really matters—stick to simplest possible layout

Keep it simple and use common sense

The internet is full of extreme ATS advice: "Never use tables!" "PDFs are death!" "You need exactly 11-point Calibri font!" Most of this is outdated or unnecessarily paranoid.

Here's the truth: readability for humans and parseability for ATS are not in conflict. A resume that's easy for a recruiter to scan is almost always easy for ATS to parse.

The Common Sense Formatting Rules

✅ DO:

• Use standard section headings (Work Experience, Education, Skills, Contact Information)
• Choose readable, professional fonts (Arial, Calibri, Helvetica, Times New Roman, Georgia)
• Keep font size between 10-12pt for body text
• Use simple bullet points (standard bullets work fine)
• Submit as .docx if uncertain; PDF is usually fine for modern systems
• Use consistent date formatting (Jan 2020 – Mar 2023)
• Include both full terms and acronyms (Search Engine Optimization (SEO))

❌ AVOID:

• Scanned documents or image-based PDFs (text must be selectable)
• Creative section headings that obscure content ("My Professional Saga" instead of "Work Experience")
• Dense paragraphs with no white space
• Embedding critical information in headers, footers, or text boxes
• Using decorative fonts, excessive colors, or graphics as information carriers
• Complex multi-column layouts that might confuse reading order

The Simple Test

Copy your entire resume and paste it into a plain text editor (Notepad, TextEdit). Can you still read and understand it? Is the order logical? If yes, it'll likely parse fine. If it's a jumbled mess, simplify your formatting.

1. Geography

This is often the most overlooked section of ATS optimization, yet it can be a deciding factor in whether your resume even gets seen.

Why Location Matters to ATS

Many ATS platforms allow recruiters to filter candidates by location before looking at any other qualifications. If you're applying for a role in Austin but your resume lists you as living in Boston with no indication of relocation plans, you might be filtered out before anyone sees your stellar experience.

What to include in your location information:

• Current format: City, State (or City, Country for international applications)
• Example: "Austin, TX" or "Remote" if you're fully remote
• Full street addresses are outdated: Just city and state is sufficient and preferred

Strategic Location Optimization

If you're relocating:

Include your target city in your contact information. You can add a note in your summary: "Relocating to Denver, CO in March 2025" or simply list "Denver, CO" as your location if the move is confirmed.

If you're applying for remote roles:

• Option 1: List your current city with "(Open to Remote)" next to it
• Option 2: Simply write "Remote" as your location
• Option 3: List the time zone if relevant ("US Eastern Time")

If the job is hybrid or location-specific:

Make sure your listed location matches or is nearby. If you're willing to commute from a suburb, consider listing the major city instead, or both: "Brooklyn, NY (New York City Metro)"

2. Skills

Your skills section is ATS gold. This is where keyword matching happens most intensely, and it's your chance to directly mirror the job description's language.

The Skills Section Strategy

Create a dedicated, clearly labeled Skills section

Don't just mention skills in your work experience—have a distinct section titled "Skills," "Technical Skills," or "Core Competencies."

What Skills to Include

Technical/Hard Skills (High priority for ATS):

• Programming languages (Python, JavaScript, SQL, Java)
• Software and tools (Salesforce, Tableau, Adobe Creative Suite, Microsoft Excel)
• Technical methodologies (Agile, Scrum, Six Sigma, SEO/SEM)
• Industry-specific competencies (HIPAA compliance, financial modeling, UX design)
• Certifications and credentials (PMP, CPA, AWS Certified, Google Analytics Certified)

Soft Skills (Include only if explicitly mentioned in job description):

• Leadership and team management
• Project management and organization
• Communication and presentation skills
• Problem-solving and critical thinking

How to Format Your Skills

Simple, scannable format wins:

The Keyword Matching Process

1. Read the job description thoroughly and highlight every skill, tool, or qualification mentioned
2. Compare to your master skills list and identify matches
3. Use exact terminology from the posting. If they say "Google Analytics," don't write "GA" or "web analytics"
4. Include both spelled-out and acronym versions: "Search Engine Optimization (SEO)" on first mention
5. Prioritize by relevance—put the most important skills (those mentioned multiple times in the job description) first

Skills Section Mistakes to Avoid

❌ Don't:

• List skills you don't actually possess (you'll be asked about them in interviews)
• Use vague terms like "proficient in Microsoft Office" (be specific: "Excel (pivot tables, VLOOKUP, macros)")
• Include outdated or irrelevant skills that dilute your keyword matches
• Use graphics, charts, or progress bars to show skill levels (ATS can't read these)
• Bury critical skills only in work descriptions without a dedicated section

✅ Do:

• Tailor your skills section for each application
• Back up skills with evidence in your work experience ("Utilized Python for data analysis")
• Include skills at various specificity levels (both "Data Analysis" and "Python" if relevant)
• Update regularly as you learn new tools and techniques

3. Education

The Education section is straightforward but critical. ATS systems use this information to filter candidates based on degree requirements, so accuracy and clarity are essential.

What to Include in Your Education Section

Standard education entry format:

• Degree type and major: Bachelor of Science in Computer Science
• Institution name: University of California, Berkeley
• Location (optional but helpful): Berkeley, CA
• Graduation date: May 2020 (or "Expected May 2025" for in-progress degrees)
• GPA (optional): Only include if 3.5 or above, or if the job specifically requests it

Strategic Education Optimization

If the job requires a specific degree:

Make sure your degree title clearly matches. If the posting says "Bachelor's degree in Business, Marketing, or related field required" and you have a B.A. in Communications, you might add a note: "Bachelor of Arts in Communications (Marketing concentration)" to show relevance.

If you're currently pursuing a degree:

List it with "Expected graduation: [Month Year]" or "In Progress, Expected [Year]." Don't let being a student stop you from applying—many employers value candidates who are actively advancing their education.

If you have multiple degrees:

List them in reverse chronological order (most recent first). Include all degrees, but you can be brief with older or less relevant ones.

Example with multiple degrees:

• Master of Business Administration (MBA) — Harvard Business School (2023)
• B.S. in Engineering — MIT (2018)

Relevant Coursework and Academic Achievements

For recent graduates or career changers, including relevant coursework can help compensate for limited work experience and boost keyword matches:

When to include coursework:

• You graduated within the last 2-3 years
• You're changing careers and the coursework demonstrates relevant knowledge
• The job description emphasizes specific technical skills taught in your courses
• You lack extensive work experience in the field

Academic honors worth mentioning:

• Cum Laude, Magna Cum Laude, Summa Cum Laude
• Dean's List or Honor Roll
• Academic scholarships (especially competitive ones)
• Relevant awards or recognitions in your field

What If You Don't Have a Degree?

Don't let the lack of a traditional degree stop you. Many roles don't actually require degrees despite listing them as "preferred." Focus on demonstrating competence through other means:

Alternative education credentials to highlight:

• Professional certifications: Often carry more weight than degrees in technical fields (AWS Certified, Google Analytics Certified, PMP, etc.)
• Bootcamps and intensive programs: Coding bootcamps, digital marketing certificates, UX design programs
• Online learning with credentials: Coursera Specializations, edX MicroMasters, LinkedIn Learning paths
• Industry-specific training: Apprenticeships, trade schools, vocational programs

Create an "Education & Training" or "Professional Development" section that showcases your continuous learning and practical skills acquisition.

Education Section Mistakes to Avoid

❌ Don't:

• List high school if you have a college degree (unless it's highly prestigious or directly relevant)
• Include incomplete degrees without clarification (note "60 credits completed" if you didn't finish)
• Use vague degree names—be specific (not just "Business degree," but "Bachelor of Business Administration")
• Omit graduation year if it's recent; employers want to gauge experience level
• Include low GPAs (under 3.0)—better to omit GPA entirely

✅ Do:

• Use standard degree abbreviations (B.A., B.S., M.B.A., Ph.D.)
• Include the full name of your institution (not just initials)
• Match the degree language to what's in the job description
• Add relevant minors or concentrations if they align with the job
• Keep formatting consistent with the rest of your resume

Your path to success

Now that you understand the reality of ATS systems—that modern platforms are more forgiving than you've been led to believe, and that the three pillars of Geography, Skills, and Education are your focus areas—it's time to put this knowledge into action.

The ATS-Optimized Resume Action Plan

Step 1: Audit Your Current Resume (15 minutes)

Run through this quick assessment:

• Copy your resume into a plain text editor—does it still make sense?
• Check your location information—is it accurate and strategic for the roles you want?
• Review your skills section—does it exist, and is it comprehensive?
• Verify your education formatting—is it clear and complete?
• Try to select text if it's a PDF—if you can't highlight words, you need to create a new version

Step 2: Build Your Master Resume (1-2 hours)

Create a comprehensive document with everything—all your skills, all your experiences, all relevant coursework and projects. This becomes your source material for tailored applications. Think of it as your career database, not a finished product.

Step 3: Customize for Each Application (20-40 minutes)

Yes, this takes time. Yes, it's worth it. For each job:

1. Read the job description carefully and highlight key requirements
2. Adjust your location line if needed (remote, relocating, etc.)
3. Reorder and prioritize your skills to match their priorities
4. Add any relevant coursework or projects that align with requirements
5. Ensure exact keyword matches throughout (their terminology, not yours)
6. Save with a professional file name: "YourName_JobTitle_CompanyName.docx"

What Success Actually Looks Like

Don't expect a 100% response rate—that's unrealistic regardless of how good your resume is. But with proper ATS optimization, you should see improvement:

Realistic expectations:

• Before optimization: 50 applications might yield 2-3 interviews (4-6% response rate)
• After optimization: 50 applications might yield 8-12 interviews (16-24% response rate)

That's not magic—it's the difference between getting filtered out before human review and making it to the recruiter's desk where your qualifications can actually be evaluated.

Beyond the Resume: The Complete Picture

Remember, an ATS-optimized resume is just one part of job search success:

Also important:

• LinkedIn optimization: Many recruiters search LinkedIn independently of ATS
• Networking: Employee referrals often bypass strict ATS filters
• Cover letters: When optional, a good one can tip the scales in your favor
• Application timing: Applying early (within first 24-48 hours) increases visibility
• Follow-up: Polite, professional follow-up can resurrect stalled applications

The Mindset Shift That Matters

Stop thinking of ATS as an obstacle to overcome. Instead, view it as a filter that helps match qualified candidates with appropriate roles. Your goal isn't to "trick" the system—it's to accurately represent your qualifications in a format the system can process.

When you frame it this way, ATS optimization becomes less stressful: you're not gaming anything, you're just being clear and strategic about how you present your authentic experience.

Take Action Today

Knowledge without action changes nothing. Here's what to do right now:

1. Open your current resume and do the plain-text test—copy it into Notepad and see what happens
2. Check your three critical sections: Is your location clear? Do you have a skills section? Is your education properly formatted?
3. Pick one job posting you're interested in and spend 30 minutes tailoring your resume to match it
4. Save it properly: "FirstName_LastName_JobTitle_Company.docx"
5. Submit it and track the result

Then repeat. With each application, you'll get faster at tailoring, better at identifying keywords, and more strategic about presentation.

The job market is competitive, but you don't need a perfect resume—you need a clear, honest, strategically optimized resume that lets your actual qualifications shine through. Modern ATS systems are designed to find qualified candidates, not eliminate them. Make it easy for the system to recognize that you're qualified, and you'll see results.

Your next interview starts with a resume that gets seen. Now you know how to make that happen.