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ATS-Friendly Resume Style Guide

1. File Format

A. For ATS Portal Upload

Preferred Format: .docx (Microsoft Word)

Reason: Most ATS systems parse Word documents more accurately than PDFs.

Avoid:

PDFs generated as images (scanned files)

Graphics, tables, text boxes, headers/footers for critical information

Tips:

Use standard fonts like Calibri, Arial, or Helvetica

Ensure all information is in plain text with standard headings (Work Experience, Education, Skills)

Keep a “master Word version” of your resume specifically for ATS submissions

B. For Sending Directly to HR / Recruiters

Preferred Format: .pdf

Reason: Preserves formatting, spacing, fonts, and overall visual design; looks professional across all devices.

Tips:

Export from your Word document; do not convert to an image-based PDF

Keep fonts standard and avoid graphics or excessive tables

Name the file professionally: FirstName_LastName_Resume.pdf

2. Layout & Structure

  • Single-column layout: Clean vertical flow from top to bottom. Avoid multi-column designs.

  • Sections (Recommended Order):

    1. Contact Information

    2. Professional Summary

    3. Key Skills / Core Competencies

    4. Professional Experience

    5. Education

    6. Certifications / Trainings (optional)

    7. Additional Information (Languages, Volunteer Work, Projects)

  • Section Headings: Use standard titles like Work Experience, Education, Skills. Avoid creative headings (e.g., “Where I’ve Been”) as ATS may not recognize them.

3. Fonts

  • Recommended fonts:

    • Calibri, Arial, Helvetica, Cambria, Verdana

  • Font size:

    • Body: 10–12 pt

    • Headings: 12–14 pt (bold)

  • Avoid: Script, decorative, or serif-heavy fonts—they may break parsing.

4.Formatting & Style

  • Bold & Italics: Use bold for job titles, company names, or key points; italics sparingly.

  • Bullet Points: Use standard round or square bullets.

  • No tables: Most ATS cannot parse complex tables correctly.

  • No graphics/icons: ATS cannot read images; text-based symbols (✓, •) are fine if standard bullets fail.

  • Spacing: One line between sections; single spacing within bullet points.

5. Contact Information

  • Include:

    • Full Name

    • Phone number

    • Professional email 

    • LinkedIn URL (optional)

    • Portfolio / Website (optional)

  • Avoid: Address lines with excessive detail (city/state is sufficient).

6. Professional Summary

  • 2–4 lines max, keyword-optimized.

  • Focus on achievements and skills relevant to the job posting.

  • Use action verbs and measurable outcomes.

7. Keywords & ATS Optimization

  • Job Description Analysis: Pull keywords from the posting; mirror phrases exactly.

  • Skills Section: Include a bulleted list of hard skills matching ATS keywords.

  • Avoid keyword stuffing: Use naturally in context within work experience and summary.

  • Examples: “Project Management, Salesforce, Agile, Data Analysis, Python.”

8. Work Experience

  • Reverse chronological order (most recent first).

  • Include:

    • Job Title (bold)

    • Company Name (bold)

    • Location

    • Dates (Month Year – Month Year)

  • Bullet points format:

    • Begin with strong action verbs: Achieved, Implemented, Managed, Increased

    • Include measurable results: percentages, numbers, improvements

    • Focus on relevant skills & achievements

9. Education

  • Format: Degree – Institution, Location | Graduation Year

  • Optional: GPA (if strong), relevant coursework, honors, certifications.

10. Skills Section

  • Placement: Immediately after summary or work experience.

  • Format: Bullet points or comma-separated list.

  • Include: Only relevant, job-specific skills.

  • Avoid: Generic soft skills (teamwork, communication) unless specifically requested.

11. Additional Guidelines

  • Length: 1–2 pages max (2 for professionals with 10+ years experience).

  • Consistency: Uniform date format, font size, bullet style, spacing.

  • Action verbs: Lead, Drive, Optimize, Implement, Achieve, Design, Increase, Manage, Analyze.

  • Avoid: Personal pronouns (I, me, my), photos, unnecessary graphics, headers/footers for critical info.

  • Proofread: ATS will not correct spelling mistakes; errors reduce chances of selection.

✅ Pro Tip: Always tailor the resume for the job posting. Even the best ATS-friendly resume fails if it lacks relevant keywords and context.