Key Rules for Resumes Machines Can Read
Stop trying to look good to people and start making sure the computer can read the information in a straight line, from top to bottom. Do not use "creative" layouts, as machines see them as confusing junk they cannot read.
Before sending it into the job system, copy and paste your whole resume into a basic text file (like Notepad). This shows you exactly how a machine sees it. Fix any breaks in the structure before the computer reads it.
Make sure important information (like your phone number) is not hidden in unusual spots like page headers or boxes. Use common names for sections (like "Experience") so the system correctly files your information.
Don't keep one giant, overly-formatted file. Instead, save your job details as separate, clean sections in a database. When you apply for a job, pull the right parts you need, which keeps your document organized and error-free across different systems.
What Is ATS Resume Formatting?
ATS resume formatting is the practice of structuring your resume so Applicant Tracking Systems can correctly parse your contact details, work history, and skills. It means using a single-column layout, standard section headings, and simple fonts so the software reads your data in the right order, without losing or scrambling information.
Nearly every large employer uses an ATS. According to Jobscan's 2025 ATS Usage Report, 98% of Fortune 500 companies screen resumes through an Applicant Tracking System before a recruiter sees them. If your formatting confuses the parser, your qualifications never reach a human.
Why ATS Formatting Matters More Than Design
Getting an interview is now less about what you've done and more about whether the ATS can parse your resume correctly. Many people treat their resume like a piece of art, but over-designed layouts are what the system punishes. Hiring managers worry about qualified candidates getting filtered out, where the best person for the job gets dropped by the software, leaving the company with less qualified people who just happened to pass the filter.
This isn't about skills. It's about data structure. According to a Workopolis study, over 80% of resumes don't make it past the first screening, and only 1 in 10 reaches a hiring manager. To get noticed, you have to fix the root problem: formatting that the ATS can't read.
When you focus on looking good or using tricky layouts, you are designing for a person who might never see the resume because the ATS failed to read it first. If you can't give the software the standardized data it needs, your experience doesn't matter. You weren't turned down. The system couldn't find you. (Not sure if your current resume passes? See our guide on how to test if your resume is ATS-friendly.)
"ATS-friendly resumes get reviewed. Resumes that aren't formatted for an ATS risk collecting digital dust."
The Rules for Hiring That Machines Use
A candidate who sets up their resume for the machine shows they understand how organizations work and won't let personal style get in the way of important tasks.
A resume that's simple and easy for a machine to read step-by-step shows the candidate can organize complicated real-world information into clear, usable business facts.
This candidate knows that the format should not distract from their main value. They make sure only their core strengths are what the decision-maker actually sees.
Someone who avoids "Information Getting Lost" shows they are good at spotting and fixing issues in a process, making sure their work isn't wasted due to technical or office mistakes.
The 3-Step System That Avoids Mistakes
Check Structure & Map Data
Making it look good for people. Candidates treat the resume like a design project, using boxes, sidebars, and custom images to "stand out." This confuses the computer's reading process, and the machine doesn't see creativity; it sees unreadable mess.
The Fix: Test It in Plain Text.
- Before you apply, copy everything and paste it into Notepad (.txt). This is how the computer reads it raw.
- If the text is messy, missing parts, or the dates are mixed up with company names, your data flow is broken.
- You must change it back to a simple, single-column format so the information reads logically from top to bottom, just like a computer does.
Use Keywords and Check Fields
Hiding important data. Putting your phone number, email, or key skills in the Page Headers, Footers, or floating boxes. Most computer systems ignore these areas to save time. This causes Information Getting Lost—the system sees you as "Incomplete" because it can't find your location or phone number, leading to an automatic rejection.
The Fix: Use Standard Labels for Everything.
- Make sure the computer recognizes your data by using "Universal Labels." Change creative titles like "My Expertise" to standard ones like Skills, Experience, Education, and Certifications.
- Make sure that for every important word in the job ad, you list it clearly in your "Skills" section.
- This proves to the system that you match the job description right when it starts scanning your file.
Build It Like Software Code
Relying on one single, complex PDF file. When you try to quickly change this "Master" file for a new job, you often mess up the hidden formatting or add things that don't work well together. This brings back Aesthetic Obfuscation, as the file becomes inconsistent and the computer can't read it reliably.
The Fix: Use a Flexible Master System (MMD).
- Keep your career history as clean parts in a simple program (like Google Docs), treating it like a database of your work modules.
- When applying, "ask" your database for the right parts and put them into a fresh, clean template.
- By organizing your work history this way, your resume becomes something you can easily update and send to any system (like Workday or Taleo) without breaking its structure.
Changing Your Resume Strategy: From Doing Work to Showing Big Impact
From my point of view as a consultant, your resume is not just a history of where you worked; it's a document that needs to pass two tests: the Applicant Tracking System (ATS) software and then the Human Recruiter. While the basic rules for the ATS—no pictures, standard headings, clean fonts—apply to everyone, the actual content of what you write needs to change as you get more senior.
Mastering How to Get Things Done
For new or junior roles, the computer is checking if you have the basic skills and if you can work hard and follow directions without needing constant help. Show resourcefulness by naming specific tools you used and proving you acted on your own.
"Instead of 'Helped with social media,' write 'Managed the content schedule for 3 social platforms, growing attention by 12% by finding popular topics myself.'"
Focusing on Speed and Team Results
At this level, the system is checking not just what* you did, but *how well you worked with other teams. You are being judged on your ability to make processes better and connect different departments. Group your experience by major projects to show how you helped the whole system.
"Fixed the purchasing process, which made things 20% faster for four different departments."
Business Strategy, Reducing Danger, and Profit
For leaders, the computer is looking for signs of high-level business smarts. The summary at the top is very important, using big words that show you can protect the company (Safety) and increase its earnings (Profit).
"Every point must relate to the final financial results or the overall health of the company. Show how much money you managed or how much you helped profits grow."
ATS Resume Formatting Checklist
Before you submit your next application, run through each item below. These are the formatting rules that the most common ATS platforms (Workday, Greenhouse, Lever, Taleo, iCIMS) handle reliably.
File Format
Submit as .docx unless the posting asks for PDF. Jobscan's testing found that some ATS platforms parse .docx files more accurately than PDFs. Avoid .pages, .odt, or image-based formats entirely. For more on what ATS systems can and can't handle, read our guide on whether you can trick an ATS.
Fonts
Stick to Arial, Calibri, Garamond, or Times New Roman. Use 10-12pt for body text and 14-16pt for headings. Decorative or custom fonts often render as unreadable characters in the ATS.
Layout
Single column only. No text boxes, tables, sidebars, or multi-column layouts. These force the ATS to jump between content blocks, which scrambles your work history and contact details.
Margins and Spacing
Use 0.5 to 1 inch margins on all sides. Set line spacing to 1.0 or 1.15. Generous white space helps both the ATS parser and human reviewers scan the document quickly.
Section Headings
Use standard labels the ATS expects: Summary, Experience (or Work Experience), Education, Skills, Certifications. Creative alternatives like "My Journey" or "Toolkit" get misclassified or ignored.
Date Format
Use a consistent format: MM/YYYY or Month YYYY (e.g., "06/2021 – 03/2024" or "June 2021 – March 2024"). Place dates on the same line as the job title or company. Avoid putting them in a separate column.
Contact Information
Place your name, phone, email, LinkedIn URL, and city/state in the body of the resume, not in a header or footer. Most ATS platforms skip header and footer content during parsing.
Keywords
Mirror exact phrases from the job description. If the posting says "project management," use that phrase, not "managing projects." Include both the full term and its acronym when relevant (e.g., "Search Engine Optimization (SEO)"). According to Select Software Reviews, 75% of recruiters use keyword filters as a primary screening method. (See also: the myth of the 'perfect' ATS resume.)
What Common AI Advice Gets Wrong vs. What Works for the System
| Area | Common Mistake (What Fails) | ATS-Friendly Fix (The Solution) |
|---|---|---|
|
Design & Reading Order
|
The Mistake
Using sidebars, icons, and graphics, which breaks the ATS parser's step-by-step reading path and leads to scrambled data.
|
The Fix: Plain Text Check
Switch to a single-column layout with standard fonts. Paste your resume into a plain text file (Notepad) before submitting to see exactly what the ATS sees.
|
|
Contact Info & Keywords
|
The Mistake
Hiding phone numbers in page headers/footers or using creative section titles like "My Expertise," causing the ATS to skip your contact details and key skills.
|
The Fix: Standard Labels
Put contact info in the body text. Use standard headings: "Skills," "Experience," "Education." Mirror exact keyword phrases from the job description.
|
|
File Structure & Updates
|
The Mistake
Relying on one complicated PDF "master" file, where small edits often break hidden formatting and confuse the ATS parser.
|
The Fix: Modular Approach
Keep your experience as clean, separate sections in a simple document. Pull the right parts into a fresh template for each application, and submit as .docx unless the posting asks for PDF.
|
| Bottom line: Every ATS formatting mistake creates the same risk: your qualifications never reach a human reviewer. Fix the structure first, then optimize content. | ||
The Order of Asking: From Simple Question to Clear Command
- Level 1: The Simple Question Entry Level asks: "Am I good enough for this job?" (Focus on matching requirements)
- Level 2: Showing Proof Mid-Level asks: "Can I prove I have done this work successfully before?" (Focus on past proof)
- Level 3: The Executive Demand Senior Level asks: "Can I confidently tell the leadership that hiring me is the safest way to protect the company and grow it over the next three years?" (Focus on future results and avoiding risk)
Use Cruit to Fix Your ATS Formatting
Step 1 Structure Check
Basic Resume ToolAutomatically cleans up formatting, removing risky sidebars and using standard fonts and layouts so the computer can read the information in a clean line.
Step 2 Stop Information Loss
Tailoring ToolFinds the important words in the job post and helps you use computer-friendly templates to make sure your contact info and skills match what the job is asking for.
Step 3 Reusable Parts
Note-Taking ToolRecords your achievements without any formatting, creating a searchable library of your professional parts that you can easily use in any new resume template.
Frequently Asked Questions
Does a simple resume hurt my chances?
No. A clean, single-column resume performs better with ATS software than a visually complex one. If the ATS can't parse your 15 years of experience because it's inside a sidebar or text box, your qualifications never reach the recruiter. Strong results in your bullet points stand out far more than decorative design.
Should I submit my resume as PDF or DOCX?
Submit as .docx unless the job posting specifically requests a PDF. Most ATS platforms parse Word documents more reliably. Some older systems still struggle with PDF formatting, especially if the PDF was exported from a design tool like Canva or InDesign.
Can I use a creative resume for online applications?
Use a clean, ATS-friendly version for online submissions and save the creative version for in-person interviews. If the ATS can't read your design, no recruiter will ever see the creative elements. A two-version approach gives you the best of both worlds.
What fonts work best for ATS?
Arial, Calibri, Garamond, and Times New Roman are the safest choices. Use 10-12pt for body text. Custom or decorative fonts can render as unreadable characters when the ATS parses the document, causing your content to be lost or misclassified.
How do I quickly tailor my resume for each job?
Build one master resume in a clean, single-column layout with standard headings. When applying, swap 3-5 key phrases to match the job description and pull relevant experience sections from your master file. This takes 5-10 minutes per application instead of starting from scratch.
Do ATS systems auto-reject resumes?
Most ATS platforms do not auto-reject based on formatting alone. According to an Enhancv study (2025), 92% of recruiters confirmed their ATS does not automatically reject resumes based on content or design. However, poor formatting can scramble your data so badly that a recruiter skips you during manual review. The risk isn't robotic rejection. It's unreadable information.
Focus on what matters.
The sad truth of the modern job search is the Information Getting Lost—the system throwing out the best candidate just because their data was in a format the computer couldn't read.
When you focus too much on looking good instead of Digital Reading Correctness, you are just making your data structure confusing. You are writing your best work in a language the first person checking it doesn't understand.
To beat the computer system, stop designing for the person and start building for the computer’s index. The goal isn't to look nice; it's to be found first. Stop relying on "creative effort" to get your next job. Set up a clear, simple data system today and make sure your skills are never overlooked again.
