ATS-Friendly Formatting: Design Your Resume to Beat the Digital Gatekeepers

When you've spent hours perfecting your resume content, the last thing you want is to be rejected because of formatting issues. Yet that's exactly what happens to countless qualified candidates every day. In fact, studies suggest that up to 75% of resumes are rejected by Applicant Tracking Systems before a human ever sees them—and formatting problems are a major culprit.

Welcome to our guide on ATS-friendly formatting, where I'll walk you through exactly how to structure your resume to ensure it sails through digital screening systems while still impressing human recruiters. This article is part of our comprehensive series on ATS optimization, covering everything you need to know about getting your resume past these digital gatekeepers.

How ATS Systems Actually "Read" Your Resume

Before diving into specific formatting tips, it helps to understand what's happening behind the scenes when you submit your application.

Applicant Tracking Systems don't "see" your resume the way humans do. Instead, they parse your document—essentially converting it into plain text and categorizing information into predefined fields like "work experience," "education," and "skills." This parsing process is where formatting problems often occur.

Imagine trying to read a book where some pages are upside down, others have text running vertically, and some use invisible ink. That's similar to how an ATS might experience a poorly formatted resume. Complex layouts, unusual fonts, and certain design elements can become completely unreadable to these systems.

I once worked with a graphic designer who couldn't figure out why her applications were being ignored. Her resume looked stunning visually, but when we ran it through an ATS simulator, it returned gibberish—her creative two-column layout had completely confused the parsing system. Once we reformatted her resume with ATS compatibility in mind (while keeping some design elements), she started getting callbacks within days.

File Format Fundamentals: What Actually Works

Your first formatting decision happens before you type a single word: which file format to use. This choice significantly impacts how well an ATS can process your information.

The safest options for most ATS systems are:

DOCX (Microsoft Word): This format maintains consistent formatting across different systems and is highly compatible with most ATS platforms. Many ATS systems are specifically designed to parse DOCX files accurately.

PDF (with caveats): While PDFs preserve your formatting exactly as you designed it, older ATS systems sometimes struggle with them. If you choose PDF, ensure it's created from a text-based document (not scanned) and doesn't use complex formatting.

Formats to avoid include:

Apple Pages files (.pages)
Image files (.jpg, .png)
HTML files
Text files with special formatting (.rtf)
Google Docs (unless exported to DOCX or PDF)

The golden rule: when in doubt, submit a DOCX file. If the job posting specifies a preferred format, always follow those instructions.

After helping hundreds of job seekers, I've found that maintaining both versions (DOCX and PDF) gives you the flexibility to choose the best format for each application. Just ensure they're formatted identically so you don't accidentally submit a different version than the one you reviewed.

Essential Layout Guidelines: Creating a Clear Path for the ATS

The foundation of ATS-friendly formatting is a clean, straightforward layout that guides the system through your information logically. Here's what works best:

Margins: Keep margins between 0.5" and 1" on all sides. Extremely narrow margins might cause text to be cut off when parsed.

Alignment: Left-aligned text is most easily read by ATS systems. While justified text might look cleaner to human eyes, it can sometimes create unusual spacing that confuses parsers.

Line spacing: Single or 1.15 line spacing works well for most content. Use consistent spacing throughout the document, with perhaps slightly more space between sections for clarity.

Page numbers: If your resume extends to two pages, include page numbers with your name (e.g., "Jane Smith - Page 1 of 2") to ensure pages stay connected if physically printed.

One client's resume was consistently getting garbled in the "Education" section. We discovered his narrow margins were causing his degree information to wrap oddly, confusing the ATS. Widening the margins solved the problem immediately.

Remember: white space is your friend. A crowded resume isn't just hard for humans to read—it's challenging for ATS systems too. Aim for balance between comprehensive content and breathing room.

Typography Best Practices: Fonts That Get You Noticed (In a Good Way)

Your font choices significantly impact both ATS readability and the impression you make on human reviewers. Here's how to strike the right balance:

ATS-friendly font families include:

Arial
Calibri
Cambria
Garamond
Georgia
Helvetica
Tahoma
Times New Roman

These fonts are widely recognized by ATS systems and display consistently across different computers.

Font size guidelines:

10-12pt for body text
12-14pt for section headings
14-16pt for your name at the top

Formatting emphasis: Bold and italics are generally ATS-safe when used sparingly for emphasis. However, underlining can sometimes be confused with hyperlinks, so it's best used cautiously.

Formatting to avoid:

Text effects (shadows, outlines, etc.)
All caps for anything other than acronyms
Symbols in place of bullets (use standard round bullets)
Special characters that aren't on a standard keyboard

I worked with an IT professional who used a custom coding font on his resume that looked appropriately technical to human eyes but rendered as gibberish in ATS systems. Switching to Calibri while keeping strategic bold formatting for his technical skills immediately improved his response rate.

The key takeaway: your font should be invisible in the sense that it doesn't call attention to itself but rather to your qualifications. Save creative typography for industries where design skills are paramount—and even then, consider having an ATS-optimized version for online applications.

Section Headers and Organization: Creating a Roadmap for the ATS

The way you label and arrange sections on your resume plays a crucial role in how accurately an ATS categorizes your information. Most systems are programmed to look for standard section headings and a conventional order.

Recommended section headers:

"Professional Experience" or "Work Experience" (not "Where I've Been")
"Education" (not "Learning Journey")
"Skills" or "Technical Skills" (not "My Toolkit")
"Certifications" or "Professional Certifications"
"Additional Information" or "Activities"

Conventional section order:

Contact information
Summary/Objective
Work experience
Education
Skills
Additional information

When creating custom sections for things like publications, volunteer work, or relevant projects, keep the labels intuitive and straightforward. For instance, "Volunteer Experience" is better than "Giving Back."

A nonprofit director I worked with had a beautifully organized resume that wasn't getting results. The problem? She'd labeled her extensive work history as "Professional Journey," which the ATS wasn't recognizing as employment information. Changing to "Professional Experience" immediately improved how her information was categorized.

Remember: creativity has its place in resume writing, but section headers aren't it. Save your originality for the compelling accomplishments within each standard section.

The Trouble with Tables, Columns, and Text Boxes

Some of the most common formatting features that cause ATS problems are also some of the most popular design elements: tables, multiple columns, and text boxes.

Tables: Most ATS systems struggle with information presented in tables. They might read across rows instead of down columns, creating nonsensical text strings. If you must organize information in a structured way, use consistent spacing and bullet points instead.

Columns: While two-column resumes look clean and allow for efficient use of space, they often confuse ATS systems, which may read straight across rather than finishing one column before moving to the next. If you choose a columnar format, limit it to clearly separated sections (like a narrow skills column on the left and wider experience column on the right) and test thoroughly.

Text boxes: Many ATS systems simply ignore content in text boxes. This means your perfectly crafted professional summary might be invisible if it's formatted as a text box. Always ensure all text is part of the main document flow.

I recall a finance professional who used a table to neatly display his software proficiencies, with skill names in one column and proficiency levels in another. When we tested his resume, the ATS read it as "Excel Advanced PowerPoint Intermediate" instead of recognizing each skill separately. Reformatting to a simple bulleted list solved the problem.

If you're using a template with these features, consider converting it to a simpler format for online applications while keeping the designed version for networking and in-person interviews.

Graphics, Charts, and Visual Elements: When They Help and When They Hurt

Visual elements can make your resume stand out to human eyes, but most ATS systems either ignore or misinterpret them.

Photos: Most career experts advise against including photos on resumes in the US (practices vary internationally). Beyond potential bias issues, photos can confuse ATS systems and take up valuable space.

Icons and infographics: While a skills visualization showing 80% proficiency in Photoshop might look impressive, an ATS will typically miss this information entirely. Always include text alternatives for any visual representations of your qualifications.

Charts and graphs: Performance charts or other data visualizations usually don't parse correctly. If you want to quantify achievements, do so in text (e.g., "Increased department efficiency by 37% within six months").

QR codes: Though increasingly popular, QR codes aren't processed by ATS systems. If you include one linking to your portfolio, ensure the URL is also listed in text format.

A marketing director I advised had created a beautiful infographic-style resume that showcased her brand development successes through visual timelines. While visually compelling, it wasn't ATS-compatible. Our solution was to create a "hybrid resume" with text-based qualifications and a simple note directing humans to her online portfolio for visual examples of her work.

If you're in a creative field where design matters, consider developing two versions: an ATS-friendly format for online applications and a more design-forward version for networking, interviews, and situations where you know a human will be the first reviewer.

Template Selection Guidelines: Choosing Wisely

With countless resume templates available online, how do you select one that won't sabotage your chances with ATS systems?

Characteristics of ATS-optimized templates:

Simple, linear layout
Standard section headings
Limited or carefully implemented design elements
Absence of text boxes, tables, and complex formatting
Clear hierarchy of information

Red flags in template design:

Heavy use of graphics or watermarks
Information organized in tables
Multiple columns with text flowing between them
Unusual section dividers or custom bullets
Headers or footers containing critical information

Many job seekers don't realize that even templates advertised as "ATS-friendly" may contain elements that cause problems for some systems. That's why testing is so important (more on that shortly).

If you're using our resume builder, you'll find templates specifically designed and tested for ATS compatibility while still looking professional and distinctive. These templates allow for appropriate customization without sacrificing parsability.

Testing Your Formatting: Don't Submit Until You Verify

How can you tell if your beautifully formatted resume will survive the ATS gauntlet? Testing before submission is crucial.

Method 1: The copy-paste test

Copy all text from your formatted resume
Paste into a plain text editor (like Notepad)
Review what appears—this approximates what many ATS systems will "see"
Check for missing information, strange character sequences, or disordered content

Method 2: ATS simulators Several online tools can analyze your resume for ATS compatibility. These services typically compare your resume against job descriptions and highlight potential formatting issues.

Method 3: PDF to DOCX conversion test

If using a PDF, try converting back to DOCX
Look for any formatting changes or lost information
This reveals potential parsing issues some ATS systems might encounter

One client insisted his resume was ATS-optimized until we performed the copy-paste test, which revealed his skills section was completely missing. The culprit? He'd created it as a text box in a sidebar. Moving this critical information into the main document flow made it visible to both the ATS and recruiters.

Remember: test early and often, especially after making formatting changes. It takes just minutes and can save you weeks of wondering why you're not getting responses.

Case Study: Before and After

Let me share a real example that demonstrates the dramatic difference ATS-friendly formatting can make:

Before: Michael, a software engineer, had a visually striking resume with a two-column layout. His technical skills were displayed in a circular infographic showing proficiency percentages. His contact information was in a colored header, and he used a custom font that matched his personal brand.

When we tested his resume, nearly 40% of his information wasn't being correctly parsed, including most of his technical skills—the very qualifications that made him perfect for the roles he sought.

After: We reformatted Michael's resume with ATS compatibility in mind:

Converted to a single-column layout with clear section headings
Replaced the skills infographic with a categorized, bulleted list
Moved contact information into the main document body
Changed to Calibri font throughout
Preserved visual hierarchy through strategic use of bold text and font sizes
Saved in both DOCX and PDF formats

The result? Not only did his redesigned resume maintain 100% of his information when tested, but Michael received responses to four of his next five applications, ultimately landing a better position than the one he initially targeted.

The key insight from Michael's case is that ATS-friendly formatting doesn't mean creating a plain, boring document. It means making smart design choices that work for both digital systems and human readers.

Balancing ATS Requirements with Visual Appeal

The ultimate goal is creating a resume that successfully navigates ATS systems while still impressing the humans who eventually review it. Here's how to strike that balance:

Use ATS-friendly design elements:

Strategic use of bold and italics for emphasis
Consistent bullet points to organize information
Horizontal lines to separate sections (used sparingly)
Judicious use of color in section headings (while ensuring sufficient contrast)

Create visual hierarchy without complex formatting:

Slightly larger font for section headings
Bold for job titles and companies
Consistent indentation for bullets under each position
Careful spacing between sections to guide the eye

Consider a two-version approach:

ATS-optimized version for online applications and large company submissions
Visually enhanced version (still relatively clean) for networking, smaller companies, and in-person meetings

I often remind clients that the most beautifully designed resume is worthless if it never makes it past the ATS. However, once it does reach human eyes, appropriate design elements can help your information stand out and create a memorable impression.

Your ATS Formatting Checklist

Before submitting your next application, run through this comprehensive formatting checklist:

File Format

[ ] Saved as .DOCX or ATS-compatible .PDF
[ ] File name includes your name (e.g., "John_Smith_Resume.docx")

Overall Layout

[ ] Single-column layout (or very clearly separated columns)
[ ] Margins between 0.5" and 1"
[ ] No information in headers or footers
[ ] No text boxes, WordArt, or complex graphics
[ ] Page numbers and name on page 2+ if multiple pages

Typography

[ ] Standard, ATS-friendly font throughout
[ ] Font size 10-12pt for main text, slightly larger for headings
[ ] No excessive use of all caps, italics, or underlining
[ ] Standard bullet points (no custom symbols)

Section Structure

[ ] Standard section headings (Work Experience, Education, Skills)
[ ] Consistent formatting for company names, dates, and locations
[ ] No tables used to organize information
[ ] Contact information clearly visible in main document area

Final Verification

[ ] Performed copy-paste test to plain text
[ ] Checked for consistent spacing and alignment
[ ] Verified all information appears in the expected order
[ ] Confirmed no critical content is presented only as graphics

For a deeper dive into overall ATS optimization strategies, don't forget to read our comprehensive guide on getting past ATS systems, which covers everything from keywords to formatting to file types.

The Bottom Line: Format for Success

The right formatting isn't just about aesthetics—it's about ensuring your qualifications actually reach the people making hiring decisions. In today's digital recruitment landscape, even the most qualified candidates can be filtered out by ATS systems if their resumes aren't properly formatted.

The good news? Once you understand the basic principles of ATS-friendly formatting, applying them becomes second nature. And the return on this small investment of time is substantial: more interviews, more opportunities, and ultimately, a faster path to landing your ideal position.

Remember, your resume has two audiences: the ATS that acts as gatekeeper and the human who makes the final decision. With the formatting strategies outlined in this guide, you'll create a document that successfully speaks to both.

Have you experienced ATS formatting issues with your resume? Are there specific formatting questions I didn't address? Let me know in the comments below—I'm here to help you navigate the sometimes confusing world of modern job applications.