Imagine this: you’ve spent hours polishing your resume, carefully crafting each bullet point to showcase your experience. You hit "submit" feeling confident—only to never hear back. What happened? Chances are, your resume didn’t even make it past the first gatekeeper: a robot.
Okay, not exactly a robot—but close. Most companies today use something called an Applicant Tracking System (ATS), a software that scans resumes before a recruiter ever lays eyes on them. Its job? To sift through hundreds (sometimes thousands) of applications and pull out the ones that best match the job description. If your resume isn’t formatted correctly or doesn’t include the right keywords, it might be rejected automatically—even if you're a perfect fit.
But don’t worry, this isn’t a sci-fi horror story about machines taking over your job hunt. With just a few smart tweaks, you can write a resume that speaks fluently to both robots and humans—one that gets past the ATS scan and lands you interviews.
In this guide, we’ll walk you through everything you need to know to create a resume that’s ATS-friendly and professionally impressive. Let’s help your resume rise to the top of the digital stack.
What Is an Applicant Tracking System (ATS)?
Think of an Applicant Tracking System (ATS) as the bouncer at the hottest club in town—except instead of checking your shoes or your vibe, it’s scanning your resume for keywords, structure, and relevance.
In plain English? An ATS is a software that companies use to sort through job applications. When you apply for a position online, your resume typically goes straight into this digital filter. The system scans it, looking for certain words and phrases that match the job description. If it finds them? Congrats, you’re through to the next round. If it doesn’t? Well... you might never know it was a no.
Here’s why that matters:
More than 90% of Fortune 500 companies use ATS tools to manage hiring. And it's not just the big guys anymore—smaller businesses are adopting them too because they save time and effort. But while they’re efficient, they’re not always nuanced. If your resume isn’t formatted just right or doesn’t include the language the system is programmed to look for, it might as well be invisible.
The good news? ATS systems aren’t out to get you—they’re just picky. Once you understand how they work, you can easily adjust your resume to ensure it checks all the right boxes.
Common Mistakes That Get Resumes Rejected by ATS
So, you’ve written a killer resume—you’re proud of your achievements, your layout looks like it came from a design blog, and you’ve even added a splash of color to make it pop. Unfortunately, if you're not careful, the ATS might look at all that effort and say... nope.
The truth is, many resumes never make it to a human because of completely avoidable mistakes. Here's what tends to trip candidates up:
Getting Too Fancy with the Design
You might love that modern template with two columns, graphics, and a profile picture—but ATS systems don’t. They’re not designed to “see” visuals or interpret multi-column layouts. Instead of appreciating your style, the ATS might get confused and skip important information entirely. Keep it clean, simple, and focused on content.
Using Uncommon File Formats
Submitting a resume in a format the ATS can’t read is like showing up to a French exam and answering in Spanish. Always check the job posting for preferred formats. If it doesn’t specify, stick to a .docx file (Word) or a straightforward PDF. But beware—some ATS systems don’t handle PDFs well, especially if the content is too stylized.
Forgetting to Customize for the Role
One-size-fits-all resumes are a red flag—for both ATS and recruiters. If your resume doesn’t reflect the specific skills and language used in the job description, the system may think you’re not a match. A quick tweak to mirror keywords and job-specific phrases can make all the difference.
Using Creative (But Confusing) Section Headings
Sure, “My Career Adventure” sounds more fun than “Work Experience,” but ATS software may not recognize it. Stick with standard headings like “Work Experience,” “Education,” and “Skills.” The robots like familiarity.
Ignoring Formatting Consistency
Inconsistent dates, erratic font sizes, and random bolding may not bother you, but they’ll confuse an ATS. Keep formatting clean and consistent across the board. That means uniform date formats, matching bullets, and no weird spacing issues.
Keyword Stuffing or Keyword Starvation
Some people overload their resumes with keywords in an attempt to game the system. Others barely use any. Neither strategy works well. The key is balance—use the right terms from the job posting naturally, throughout your resume. We'll show you exactly how in the next section.
Think of your resume as a conversation starter with the ATS. If you speak its language and follow its rules, you’re far more likely to get a callback.
How to Write an ATS-Friendly Resume
Now that you know what not to do, let’s talk about how to write a resume that actually plays nice with ATS systems—and still impresses a real, live recruiter when it lands on their desk.
Here’s your game plan:
Use Standard Headings That the ATS Can Recognize
Think of ATS software like someone scanning a recipe. It’s looking for familiar labels: “Ingredients,” “Instructions,” “Prep Time.” Your resume should follow that same logic with classic headings like:
- Professional Summary
- Work Experience
- Education
- Skills
- Certifications (if applicable)
Avoid creative headings like “My Journey” or “What I’ve Been Up To.” The system might skip over them entirely.
Mirror the Job Description with Keywords
Here’s a little secret: the job description is basically your cheat sheet.
Scan it closely and pick out the exact words and phrases used to describe the skills, tools, and qualifications they’re looking for. If they want someone with “project management experience using Asana and Slack,” don’t just say “organized team player with tech skills”—say exactly what they’re looking for.
Tip: Use a highlighter or paste the job ad into a word cloud tool to spot the most common terms. Then naturally weave those words into your resume—especially under your skills, summary, and work experience.
Place Keywords Naturally Throughout Your Resume
Don’t just dump a list of keywords at the bottom and hope for the best. ATS systems are smarter than that. Integrate them naturally into your work experience and accomplishments.
For example, instead of saying:
“Managed team projects.”
Say:
“Led cross-functional teams using Asana to complete five marketing campaigns on schedule.”
Now you’ve got “led,” “teams,” “Asana,” and “marketing campaigns” all in one clean sentence.
Format for Clarity, Not Flash
The rule of thumb? If it looks like something out of a graphic design portfolio, it’s probably not ATS-friendly. Stick to:
- Left-aligned text
- One column
- Bullet points (not symbols or images)
- Basic fonts like Arial, Calibri, or Times New Roman
- No tables, text boxes, icons, or graphics
Make it easy for the system to read—and for the recruiter to skim later.
Customize Every Time
Yes, it’s more work. But no, you can’t skip this step. Tailor your resume for each job you apply to. That doesn’t mean rewriting the whole thing—it means tweaking the keywords, emphasizing the most relevant experience, and adjusting your summary to match what the employer wants.
You wouldn’t wear the same outfit to a wedding and a job interview—don’t send the same resume to every company.
Keep It Concise, Clean, and Consistent
- Aim for one page if you’re early in your career, two max if you have more experience.
- Use the same date formats throughout (e.g., Jan 2022–Dec 2023, not 01/2022–12/23).
- Keep your formatting clean: same font sizes, consistent bullet styles, and no random bolding or italics.
By following these tips, you’ll not only pass the ATS scan—you’ll set yourself up to shine when your resume lands in human hands. You’ve got the skills; now it’s time to present them in a way both bots and bosses will appreciate.
Include Relevant Skills in a Dedicated Section
Don’t bury your skills deep in a paragraph. ATS software often looks for a clear Skills section to scan quickly. Create a simple, scannable list near the top or just under your summary.
Example:
- Project Management
- Salesforce
- Bilingual: English & Spanish
- Email Marketing
- Budgeting & Forecasting
Include both hard skills (software, languages, certifications) and a few job-relevant soft skills (like “team leadership” or “client communication”)—but make sure they appear in the job description.
Stick to Simple, ATS-Friendly Fonts
Fancy fonts might look cool to you, but to an ATS? They’re just confusing. Some systems can't interpret decorative or overly stylized typefaces, which can lead to missing or jumbled content.
Play it safe with clean, professional fonts like:
- Arial
- Calibri
- Times New Roman
- Georgia
- Helvetica
- Verdana
Avoid fonts that look handwritten, ultra-thin, or overly modern (like Comic Sans, Lobster, or anything you'd see on a wedding invitation). You want your resume to be read, not misread.
Keep font size between 10–12 points for body text, and 14–16 points for section headers. The goal is clarity—not cramming everything in or stretching it out.
The Takeaway
Here’s the truth: writing a resume that passes an ATS scan isn’t about gaming the system—it’s about understanding it. Once you know how these tools work, you can stop guessing and start applying with confidence.
Your resume isn’t just a list of jobs—it’s your personal marketing pitch. And now, with the right formatting, keywords, and structure, you can make sure it lands where it should: in front of a human who’s ready to invite you for an interview.
So here’s your next move: take a little time to review your resume through an ATS lens. Ask yourself—am I speaking the same language as the job description? Is my formatting helping or hurting me? Have I made my experience crystal clear and easy to scan? Remember, this isn’t about being perfect—it’s about being strategic.
If you’re a Latin American professional seeking new opportunities, check out our job board with dozens of remote positions waiting for you.
