If you’re putting together a résumé to apply for a job today, it’s no longer enough to just write your experience, list your skills, and hope a hiring manager spots it. Chances are good that the first “viewer” of your résumé will be a piece of software, a system that scans, parses, and scores your document before a human ever sees it. That system is called an Applicant Tracking System (ATS).
In countries like Nigeria, Canada, and even the U.S., once your résumé is submitted, the ATS will check whether it meets specific criteria such as keywords, structure, clarity, and formatting. If it fails the scan, your résumé may never reach a person. That’s why this guide walks you through how to write a résumé that not only passes the ATS filter but also impresses the human recruiter.
We’ll break it down into simple, practical steps, why ATS matters, how it works, and what you must include (and avoid) to make your résumé stand out both to the machine and to the human. By the end, you’ll have a clear, research-backed approach to building an ATS-friendly résumé that still reads like you and shows your value.
Why Your Résumé Must Be ATS-Friendly
Many companies, whether small startups or global brands, receive hundreds or even thousands of applications for each job posting. To manage that volume efficiently, most organisations now use Applicant Tracking Systems (ATS) to filter, sort, and rank résumés before they ever land on a recruiter’s desk.
What does that mean for you?
- If your résumé doesn’t meet the scanner’s criteria, good keywords, clear experience, correct format, it might get discarded automatically, even if you’re fully qualified. As TopResume explains, a poorly formatted résumé can cause you to be eliminated before you’ve even been considered.
- Being ATS-friendly increases your chances of making it to the “human review” stage. In other words, it’s not optional anymore if you’re serious about getting job interviews.
- Especially in competitive markets like Canada and Nigeria, getting your résumé right for the ATS is the first step to being seen.
So when I say “make your résumé ATS-friendly,” I don’t mean you should compromise on your voice or personality, I mean you should write it smartly, meeting the system’s standards while still telling your story well.
How ATS Systems Work
Understanding how an ATS operates gives you an instant advantage when crafting your résumé. Here’s how the process usually works in simple terms:
1. What an ATS Does
When you apply for a role, the software collects all the applications and stores them in a digital database, as explained by People Managing People. It then parses your résumé, meaning it breaks it down into categories such as contact information, education, work experience, and skills. According to Tulane University’s guide, this parsing step helps the ATS understand your details.
Next, the system filters and ranks candidates based on how closely their résumés match the job description, relevant keywords, and how well they fit standard formats, a process Jobscan has analysed in depth. Once the system has sorted everything, it presents hiring managers with a shortlist of the top matches.
2. Why Your Format and Language Matter
Because the ATS reads your résumé like code, any unusual formatting, such as columns, icons, or graphics, can confuse it and cause your information to appear jumbled. A University of Illinois Career Services report highlights how simple layouts with clean fonts improve parsing accuracy.
Likewise, if your résumé doesn’t contain the right keywords or uses creative section titles (like “My Journey” instead of “Work Experience”), the system may fail to recognise your information. The University at Buffalo School of Management notes that using standard headings significantly improves your chances of being correctly scanned.
3. The Human Review Still Happens
Even after an ATS filters and scores résumés, a human recruiter almost always reviews those that pass. That’s why your résumé still needs to look good and read naturally. You’re essentially writing for two audiences, the machine first, then the person. As Coursera points out, the goal is to balance clarity for algorithms with storytelling that appeals to people.
Key Elements of an ATS-Friendly Résumé
Once you understand how an ATS works, the next step is to build your résumé around what the system can actually read and prioritise. Let’s go over the core elements that make a real difference.
1. Use the Right Keywords (and Use Them Smartly)
An ATS is designed to look for specific words and phrases that match the job description, these are known as keywords. As Indeed’s career guide explains, the system scans for exact matches in job titles, technical terms, and skills.
Start by carefully analysing the job post. Notice the repeated phrases such as “project management,” “data analysis,” or “customer retention.” These aren’t just buzzwords; they’re signals the system is told to look for. The more naturally you can integrate those phrases into your experience and skills sections, the higher your match rate will be.
You can also use tools like Jobscan to compare your résumé with a job description and see how well your keywords align. Avoid “stuffing” keywords, though. Instead, place them contextually, inside your bullet points or your professional summary, just like you would if you were explaining your work to a recruiter.
2. Keep the Format Simple and Consistent
Most ATS tools struggle with design-heavy layouts. The safest option is a one-column format with clear headings and no graphics or icons. Resume.io’s expert guide recommends using standard titles such as Work Experience, Education, and Skills so the software can map each section correctly.
Also, don’t hide vital information inside tables, text boxes, or headers and footers, many ATS systems can’t read those sections properly. TopResume emphasises that the cleaner your layout, the easier it is for both software and humans to follow.
Fonts matter too. Stick with system-friendly fonts like Arial, Calibri, or Times New Roman, and keep them between 10–12 pt for readability. This ensures your résumé maintains its structure across different systems and devices.
3. Choose the Correct File Type
You’ve probably noticed that some job sites accept PDFs while others prefer Word documents. That’s because not all ATS software reads PDFs correctly. According to TopResume’s résumé guide, .docx or .doc files are often the safest formats for automated systems. If a job posting specifically requests PDF, export your document directly from Word to keep the formatting stable.
4. Focus on Readable Content and Real Impact
Your résumé shouldn’t just pass a scan, it should speak to your value. Use bullet points, action verbs, and numbers to quantify what you’ve achieved. As Jobscan’s résumé checklist points out, measurable outcomes (like “Increased sales by 40%” or “Reduced onboarding time by 20%”) not only improve human appeal but also provide keyword context for ATS scoring.
Keep sentences straightforward. Avoid vague statements like “responsible for managing tasks” and replace them with clear, results-driven points such as “Led a team of 5 to deliver X project ahead of schedule.”
Finally, optimise your summary at the top of your résumé. Include the job title you’re targeting and two or three of the most relevant skills. Novorésumé suggests using this section as a condensed elevator pitch, short, confident, and keyword-rich.
Step-by-Step: Writing Your ATS-Friendly Résumé
Now that you understand what matters, here’s how to put it all together in a practical, repeatable way.
Step 1: Extract and Use the Job Title
Start by placing the exact job title from the posting at the top of your résumé, for example, Marketing Manager or Front-End Developer. This helps the ATS immediately classify your résumé correctly, according to Jobscan’s optimisation guide.
Step 2: Map the Skills
Pull key skills directly from the job description. Place them naturally in both your Skills section and throughout your work experience. For instance, if the posting mentions “data analytics” or “CRM software,” make sure those appear where relevant. This double placement improves your keyword density, which Indeed’s article on ATS optimisation confirms is vital for ranking higher in automated filters.
Step 3: Pick a Clean Format
Choose a simple format, ideally chronological or hybrid, depending on your career stage. Jobscan’s templates show how standard layouts allow systems to capture data accurately. Remember: fancy design doesn’t impress a bot.
Step 4: Avoid Design Traps
Skip columns, logos, and graphics. Stick to one font, one color scheme, and consistent spacing. As Resume.io points out, ATS scanners are text-based, not visual readers, so clarity always beats creativity here.
Step 5: Do a Final ATS Test
Before uploading, paste your résumé text into a plain document or use a free ATS checker like Jobscan’s tool. If it reads smoothly and retains structure, you’re ready to submit. Indeed also recommends running your résumé through your own email to see how it renders across devices, a simple test that can reveal formatting errors early.
Common Mistakes to Avoid
Even the best candidates lose opportunities because of small résumé errors that confuse automated systems. Here are the most common mistakes and how to fix them before you hit “Submit.”
1. Using Fancy Fonts, Icons, or Graphics
ATS software doesn’t “see” visuals the way humans do. Using icons for contact info or graphics to show skill levels (like progress bars) can actually hide key details from the system. LinkedIn Premium’s formatting guide explains that keeping résumés text-based ensures every word is parsed accurately. Save the design flair for your online portfolio or LinkedIn profile instead.
2. Sending a Generic Résumé to Every Job
A “one-size-fits-all” résumé is one of the biggest red flags for ATS tools. Every job posting uses slightly different language and the ATS scores your résumé on how closely it matches those keywords. Indeed’s advice on tailoring your résumé stresses that tweaking even small details like job titles and phrasing can dramatically improve your ranking. Always adjust your résumé for each application
3. Keyword Stuffing
Overloading your résumé with repeated keywords might seem clever, but modern ATS systems are smarter than that. They assess context, not just frequency. HRBrain.ai warns that keyword stuffing can hurt your score and turn recruiters off. Use keywords naturally in real examples, not as filler.
4. Hiding Contact Information in Headers or Footers
Some ATS scanners skip headers and footers completely, meaning your email or phone number could vanish from the database. TopResume recommends keeping contact info right at the top of the main body, simple text, no icons or special formatting.
Beyond ATS, Writing for Humans Too
While it’s crucial to optimise for software, remember that a human will still make the final decision. So once you’ve structured your résumé for the ATS, review it for clarity and storytelling.
Use clean spacing, consistent tense, and concise bullet points. Coursera’s résumé-writing course reminds job seekers that once your résumé passes the ATS, it needs to quickly grab human attention. Focus on outcomes, not just tasks, highlight impact.
Example:
Wrong: Responsible for social media campaigns
Correct: Increased engagement by 38% through targeted social media strategy
Also, consider including a short, keyword-rich Professional Summary at the top, this helps recruiters instantly grasp who you are and what value you bring.
Regional Tips: Nigeria and Canada
If you’re applying in Canada, keep your résumé to one or two pages. Include measurable achievements and use standard date formats (month/year). Avoid photos and personal information, Canadian recruiters prefer concise, skill-focused résumés.
In Nigeria, clarity of education, experience, and certifications is key. Local firms and multinationals alike use automated screening tools, so avoid design-heavy templates.
If you’re an immigrant applying abroad, emphasise transferable skills, problem-solving, leadership, teamwork and align your résumé wording with each market’s tone.
Your Résumé Should Work Smart, Not Hard
Think of your résumé as both a conversation starter and a machine-readable document. It needs structure, clarity, and the right language to get through digital filters — and it needs personality to connect with humans afterward.
Here’s your quick checklist before you upload:
- Include relevant keywords from the job post
- Use standard headings (Work Experience, Education, Skills)
- Save in .docx unless PDF is required
- Keep it simple, clean, and factual
- Run it through an ATS test or paste as plain text to check readability
An ATS doesn’t decide your worth; it’s just a gatekeeper. When your résumé is optimised, you’re giving yourself the fair shot you deserve.
If you want to make sure your résumé is ATS-ready, use a free tool like Jobscan’s résumé checker or Indeed’s résumé review feature before sending it out.
Frequently Asked Questions (FAQ)
Q1. Should I always submit my résumé as a Word document?
Yes, unless the job description specifically requests a PDF. Many ATS programs handle Word files more accurately.
Q2. Can creative professionals use design-heavy résumés?
For creative roles like design or marketing, it’s best to send two versions: one simple text version for the ATS, and one portfolio-style résumé for email or interviews. Canva’s career team recommends this dual approach.
Q3. How often should I tailor my résumé?
Every single time. Indeed notes that customised résumés can improve interview chances by over 40%.
Q4. Is one page still the rule?
If you’re early in your career, yes. For experienced professionals, two pages are fine as long as the information is relevant and scannable.
Q5. Can I include my photo?
Skip it unless required. Most ATS systems ignore images, and many companies (especially in Canada) prefer résumés without photos to avoid bias.
Think of your résumé like SEO for your career, keywords, clean structure, and clarity drive visibility. Write it once like a human, then optimise it like a pro.
