How to Write an ATS-Friendly Resume That Recruiters Read

An ATS-friendly resume uses a simple single-column layout, standard section headings ("Experience", "Education", "Skills"), real text rather than images, and keywords that match the job description. Save it as a text-based PDF, or a Word file if the employer asks. That lets applicant tracking software read your details correctly and gives a recruiter a clean document to scan.

This guide explains what tracking systems do with your resume and how to build one that survives the process.

What an applicant tracking system actually does

Most medium and large employers use an applicant tracking system (ATS) to manage applications. When you upload a resume, the ATS:

1. Extracts the text from your file.
2. Parses it into fields: name, contact details, job titles, employers, dates, education, skills.
3. Lets recruiters search and filter candidates, for example by keyword ("Python", "IFRS", "forklift licence") or by job title.

The common myth is that a robot rejects you automatically. In most systems a human recruiter still makes the decisions, but they work from the parsed data and search results. If the ATS can't read your resume properly, your experience may be missing from those searches, or your profile may look empty.

Layout rules that help parsing

A quick test: open your PDF, select all the text (Ctrl+A or Cmd+A), copy it and paste it into a plain text editor. If the result reads in a sensible order with nothing missing, an ATS will probably read it well too.

Writing content that matches the job

Mirror the job description's language

If the posting says "stakeholder management" and you wrote "worked with partners", a keyword search may miss you. Use the employer's terms where they honestly describe your experience. Don't paste in keywords you can't back up in an interview.

Lead bullets with results

Weak: "Responsible for social media." Strong: "Grew Instagram followers from 4k to 19k in 12 months by moving to a 3-post weekly schedule and short-form video."

A simple formula: action verb + what you did + measurable result.

Keep it the right length

One page for early-career roles; two pages is normal for experienced professionals. Use the Word Counter to keep your summary to three or four lines (roughly 50–80 words).

Include a skills section

List hard skills and tools, such as software, languages, certifications and methods, in plain text separated by commas. This is where many keyword searches find you.

Build and export with ToolMany

1. Open the Resume & CV Builder. No account is needed.
2. Fill in your contact details, summary, experience, education and skills. The preview updates as you type.
3. Choose a layout. For ATS applications, pick a single-column design such as Minimal. Keep the multi-column and creative designs for networking or portfolio use.
4. Choose a font family (sans, serif, grotesk or mono) and a section-heading language if you're applying in another language.
5. Click to print and choose "Save as PDF" as the destination. Because the PDF comes from your browser's print engine, the text stays real, selectable text, which is what an ATS needs.
6. Name the file clearly: Firstname-Lastname-Resume.pdf.

Your details stay in your browser. There is no account and no ToolMany watermark on the PDF.

PDF or Word?

Follow the job posting. If it says "Word (.docx)", send Word. Otherwise a text-based PDF is widely accepted and keeps your layout exactly as designed. Avoid PDFs made by scanning or photographing a printed resume. They contain no text, so an ATS can read nothing.

Final checks before you apply

• Spell-check names of companies, tools and technologies.
• Use the same job titles and dates as your LinkedIn profile.
• Use a professional email address.
• Remove photos, date of birth and marital status unless the country or employer expects them.
• If the application wants one combined file, such as a cover letter plus resume, join them with Merge PDF.