How to Write an ATS-Friendly CV (2025): A Step-by-Step Guide with Examples

 

ATS-Friendly CV: A Step-by-Step Guide (2025)

What is an ATS—and why it matters

Applicant Tracking Systems (ATS) parse resumes to extract details (name, contact, skills, work history) and create a structured candidate profile. Understanding what ATS read—and what they ignore—shapes how you format your CV. 

Step 1) Pick a format ATS can read

• Use a one-column, simple layout with clear sections. Chronological or hybrid formats work best.  
• Stick to standard section headings recruiters and parsers expect: Contact Information, Summary (or Profile), Work Experience, Skills, Education, Certifications.  

Why: Clean, conventional structure helps the parser correctly map your data to fields recruiters search. 

Step 2) Use ATS-safe design choices

• Fonts: Use common system fonts (e.g., Arial, Calibri, Times New Roman).  
• No graphics/photos/shapes: Avoid logos, icons, headshots, decorative lines, and WordArt.  
• No tables, columns, text boxes, headers, or footers: These are frequently skipped or jumbled by parsers; keep your name and contact in the body, not in a header.  

Step 3) Choose the right file type

• When in doubt, follow the posting. Most modern ATS accept .docx and .pdf; major systems like Greenhouse explicitly support both.  
• Independent testing finds PDFs often parse accurately across current ATS; use PDF unless the employer asks for .docx.  
• Workday (a widely used ATS) supports both PDF and DOCX, so either is typically fine.  

Step 4) Optimize keywords (ethically)

• Mirror the language of the job description for your target role—especially required skills, tools, and certifications.  
• Use both the spelled-out term and the acronym (e.g., Search Engine Optimization (SEO)).  
• Place keywords in context inside achievement bullets (not just in a skills list).  
• Avoid gimmicks like hidden/white-font keywords; recruiters and systems can flag them and it’s unethical.  

Fast workflow to collect keywords: Gather 3–5 target JDs, identify recurring terms, and integrate the genuine matches into your bullets. 

Step 5) Write for both robots and humans

• Lead with impactful, quantified bullets: “Increased qualified leads by 32% using SEO and GA4”. Short, scannable lines help both ATS and people.  
• Keep paragraphs short and allow white space for readability.  

Step 6) Include sections ATS can index

• Work Experience: Role, employer, location, dates on one line; bullets with metrics and relevant keywords.  
• Skills: A concise, role-relevant list (hard skills/tools first).  
• Certifications & Licenses: Use official names (e.g., AWS Certified Solutions Architect – Associate).  

Step 7) Handle links and extras wisely

• If you add links (portfolio, LinkedIn, GitHub), write the full URL in plain text next to any anchor text so parsers can capture it. Some systems only display the raw URL.  

Step 8) Test before you apply

• Plain-text test: Save a copy of your CV as .txt (or paste into a plain-text editor). If headings, bullets, or contact info look scrambled or missing, fix the source document.  
• Upload test: If a company uses Greenhouse and your resume fails to auto-parse, complex formatting is often the culprit—simplify and re-upload.  

Step 9) Reality check: ATS isn’t everything

ATS helps manage volume, but human recruiters still review filtered resumes. Don’t over-optimize at the expense of clarity or honesty; tailor your content to demonstrate fit. 

Quick ATS-Safe Checklist (copy/paste for your readers)

• One column, standard headings (Experience, Skills, Education, Certifications).  
• No tables/columns/text boxes/headers/footers; contact info in the body.  
• Common fonts; no images or graphics.  
• Use employer’s requested file type; otherwise PDF is usually safe; .docx also widely accepted.  
• Add real keywords from the JD (spelled-out + acronym) inside quantified bullets.  
• Run the plain-text test; fix anything that looks broken.  

Sources and references

• Workday—What is an ATS? (how parsing works).  
• Lever—Understanding Resume Parsing (what parsers extract).  
• Greenhouse Support—Supported file types and Unsuccessful resume parse (file types; common parse failures like headers/footers, tables, images).  
• Indeed Career Guide (2025)—How to write an ATS resume (formatting & keyword guidance).  
• Jobscan—PDF vs Word (2025) and ATS formatting mistakes and Tables/Columns (file-type guidance; formatting do’s/don’ts).  
• SHRM—resume structure & readability tips.  
• University career centers—MIT CAPD (plain-text test) and University of Utah/UVA (formatting cautions).  
• Business Insider—context on balancing ATS optimization with human review.