What is an ATS and How Does It Work?
An Applicant Tracking System (ATS) is software that companies use to collect, sort, scan, and rank job applications. Think of it as a digital gatekeeper that determines whether your resume reaches a human recruiter.
When you submit your resume online, the ATS parses your document—extracting text and organizing it into categories like contact info, work history, skills, and education. It then compares your resume against the job description, looking for matching keywords and qualifications.
How ATS Parsing Works:
- Text extraction: Converts your file to plain text
- Section identification: Looks for standard headers (Experience, Education, Skills)
- Data mapping: Assigns content to database fields
- Keyword matching: Compares against job requirements
- Scoring/ranking: Assigns a match percentage or score
Popular ATS systems include Workday, Greenhouse, Lever, iCIMS, Taleo, and BambooHR. Each has slightly different parsing capabilities, which is why following universal best practices is crucial.
The Complete ATS Resume Checklist (2026)
Review your resume against this checklist. Every item is a requirement for ATS compatibility.
Pro tip: Landera automatically applies all these standards when generating your optimized resume.
Essential Formatting Rules
1. Single-Column Layout
ATS systems read documents left-to-right, top-to-bottom—like reading a book. Two-column layouts confuse parsers, causing content to be read out of order or skipped entirely.
❌ Don't
Two columns, sidebars, or creative layouts
✓ Do
Clean single-column design with clear sections
2. 1-Inch Margins
Standard 1-inch margins (or 0.5-1 inch range) ensure your content doesn't get cut off when printed or converted. Margins that are too narrow can cause parsing errors.
Recommended: 1 inch on all sides (top, bottom, left, right)
3. Proper Font Sizes
Use a clear hierarchy that's easy to scan for both ATS and humans:
4. Standard Section Headers
ATS systems look for exact header matches. Creative headers like "My Journey" or "What I Bring" won't be recognized. Use these exact headers:
5. Contact Information Format
Place contact info at the top of the document body (not in headers/footers). Use bullet separators for a clean, parseable format:
JOHN SMITH
San Francisco, CA • (555) 123-4567 • john@email.com • linkedin.com/in/johnsmith
6. Simple Bullet Points
Use standard round bullet points (•). Avoid special characters, arrows, checkmarks, or custom symbols that may not parse correctly.
❌ Avoid
→ ✓ ★ ➤ ◆ ▪
✓ Use
• (standard bullet point)
Optimal Section Order (2026 Standard)
The order of sections matters. Modern ATS and recruiters expect skills near the top for quick scanning. This is the recommended order for 2026:
Contact Information
Name, phone, email, LinkedIn, location
Professional Summary
3-4 sentences highlighting key qualifications
Skills
Technical and soft skills relevant to the role
Professional Experience
Work history in reverse chronological order
Education
Degrees, certifications, relevant coursework
Additional Sections (optional)
Certifications, Awards, Publications, Volunteer Work
2026 Update: Skills should now come in position 3 (after Summary), not at the bottom. This helps both ATS keyword matching and recruiter scanning.
ATS-Safe Fonts to Use
Stick to standard system fonts that render consistently across all platforms. Fancy or custom fonts may not be recognized and can cause parsing failures.
Calibri
Default & Recommended - clean, modern, highly readable
Arial
Safe choice - available on all systems
Helvetica
Professional - Mac default, elegant
Georgia
Serif option - traditional, distinguished
Times New Roman
Classic serif - formal industries
Avoid: Script fonts, decorative fonts, narrow/condensed variants, and any font not installed by default on Windows and Mac.
Common Mistakes That Get You Rejected
Even qualified candidates get filtered out due to formatting errors. Avoid these common mistakes:
❌ Using tables or columns
Why it's a problem: ATS parsers read left-to-right, top-to-bottom. Tables scramble the content order.
Fix: Use a single-column layout with clear section breaks.
❌ Adding graphics, icons, or images
Why it's a problem: ATS cannot interpret visual elements and will skip or misread them.
Fix: Use text only. Replace icons with bullet points or plain text.
❌ Using creative section headers
Why it's a problem: "My Journey" or "What I Bring" confuses ATS looking for standard headers.
Fix: Use exact headers: PROFESSIONAL EXPERIENCE, SKILLS, EDUCATION.
❌ Submitting as .docx or scanned PDF
Why it's a problem: Some ATS struggle with .docx formatting. Scanned PDFs are images, not text.
Fix: Save as text-based PDF directly from your word processor.
❌ Using headers/footers for contact info
Why it's a problem: Many ATS skip header/footer regions entirely.
Fix: Put contact information in the main body at the top.
❌ Fancy fonts or colors
Why it's a problem: Non-standard fonts may not render. Colors can make text invisible when printed.
Fix: Stick to black text with ATS-safe fonts listed above.
Keyword Optimization Strategy
ATS systems match your resume against job descriptions by looking for specific keywords. Here's how to optimize your keyword usage without keyword stuffing:
1. Mirror the Job Description
Use the exact terminology from the job posting. If they say "project management," don't write "managing projects." ATS looks for exact matches.
2. Include Both Acronyms and Full Terms
Write "Search Engine Optimization (SEO)" so you match either search term. Same for PMP (Project Management Professional), AWS (Amazon Web Services), etc.
3. Place Keywords Strategically
Include important keywords in your Skills section, Professional Summary, and within job descriptions. Don't hide them at the bottom.
4. Use Natural Language
Keywords should flow naturally within sentences. Don't create a "keyword dump" that reads awkwardly—recruiters will notice even if ATS doesn't.
Landera automates this: Our AI analyzes job descriptions and naturally incorporates relevant keywords into your resume.
File Format: PDF vs DOCX
The file format debate has evolved. Here's the current best practice:
✓ PDF (Recommended)
- • Preserves formatting exactly
- • Works with 99% of modern ATS
- • Cannot be accidentally edited
- • Looks professional when opened
Important: Must be a text-based PDF (saved from Word/Google Docs), not a scanned image.
DOCX (Alternative)
- • Some ATS prefer .docx
- • Easily editable by recruiters
- • May have formatting shifts
- • Use if specifically requested
Tip: If the application specifies a format, follow their instructions exactly.
Never submit: Scanned PDFs (images of documents), .pages files, .odt files, or any format that wasn't specifically requested.
Build Your ATS-Optimized Resume in 30 Seconds
Landera automatically applies all 2026 ATS standards, optimizes your keywords, and generates a perfectly formatted resume for each job you apply to.