If you apply for a position online, it is likely that your résumé/CV will be read by an Applicant Tracking System, or ATS, before a person even sees it. Read on to learn more about how Applicant Tracking Systems work and how you can navigate them successfully in your internship or job application process.
Table of Contents
What is an Applicant Tracking System?
How does an ATS work?
How do I know if an employer uses an ATS?
How can I optimize my résumé/CV for ATS?
AI Considerations
Need More Help?
What is an Applicant Tracking System?
Many employers use Applicant Tracking Systems (ATS) to manage job postings, filter applications, and track candidates. This type of software can scan résumés/CVs for keywords and skills that match a position description. It looks for evidence that you have the qualifications the employer is seeking, then ranks your résumé alongside other applicants. This helps employers quickly identify which candidates are the most qualified for a role.
Because of this, how your résumé/CV is written and formatted really matters. Even a strong résumé/CV can get overlooked if it isn’t easy for an ATS to read or doesn’t clearly communicate your qualifications.
How does an ATS work?
Step 1: Data extraction: The ATS scans your résumé/CV to pull out raw text and data points.
Step 2: Text analysis and processing: The ATS uses a parsing algorithm to analyze the text, classifying content into specific categories like name, contact details, experience, education, and skills.
Step 3: Data structuring: The information extracted from your résumé/CV is organized into a standardized format within the ATS database. This makes the data easy for recruiters to search, filter, and compare candidates.
Step 4: Keyword matching and scoring: The ATS then compares this structured data against the specific requirements and keywords in the job description, assigning a score to each candidate and ranking them based on how well they match the requirements for the role.
Keep in mind, ATS do not automatically reject applications – they prioritize which ones will be reviewed by hiring managers.
How do I know if an employer uses an ATS?
About 98% of Fortune 500 companies report using Applicant Tracking Systems, and ATS are gaining popularity among smaller companies as well. There are hundreds of versions of ATS software, with some popular tools including Greenhouse, JazzHR, Lever, Manatal, and Workable Recruiting.
While there is no hard and fast way to determine if an organization is using an ATS, there are some indicators you could look for:
- Look at the application portal’s URL as it may display a separate software name like one of the examples listed above.
- Check for a designation or icon on the webpage itself saying the system is “powered by _,” or simply showing the software’s logo.
- If you’re prompted to re-enter or confirm information from your résumé/CV after you’ve uploaded it, that’s another sign the employer uses an ATS.
How can I optimize my résumé/CV for ATS?
There are several ways to strengthen your résumé/CV so it performs well in an Applicant Tracking System. At the same time, remember that an ATS is only the first reader – your ultimate audience is still a human reviewer. As you refine your résumé/CV, continue following strong résumé-writing practices so your document is both machine-readable and compelling to the person who evaluates it next. For more guidance, refer to our Résumé and Cover Letter Guide.
Now, let’s look at a few ATS-focused strategies you can apply.
Use a Common or Supported File Type
- Pay close attention to the requested file type(s) listed on the platform. Unless the job description specifies something else, it is recommended to use a .doc/.docx or .pdf file type.
Cautions
- Digital tools like Canva, LaTeX, and other résumé/CV builders may use formatting that is unreadable by Applicant Tracking Systems. If you create a résumé/CV with one of these tools, it is better to email or hand it directly to an employer versus uploading it to an ATS.
- Physically scanning a document to turn it into a PDF will not work for an ATS, as the software will read this file type as an image and won’t be able to extract information from it. You can easily convert a .doc or .docx file by saving or downloading the file as a PDF within the “File” dropdown menu in Google Docs or Microsoft Word.
Tip: PDFs can become corrupted over time, meaning the formatting can deteriorate if you reuse the same PDF for multiple applications. It’s recommended that you re-save your resume/CV as a new PDF for each application you submit.
Keep Formatting Simple, Straightforward, and Consistent
- Use a common and legible font (e.g., Arial, Calibri, Times New Roman).
- Write dates in a consistent format. You can abbreviate or spell out the month (e.g., Jun 2026 or June 2026) – pick one style and stick to it.
- Format your degree correctly. Use the Reference List – UConn Undergraduate Degrees and Majors for Résumés/CVs in the 12twenty Resource Library to ensure your education section is understandable to the ATS.
- Ensure that you use consistent formatting when adding your experiences (this pertains to use of bold/italics/underline and bullet points, text alignment, and placement of information [e.g., if you list Employer, Job Title with a date range on the same line for one experience, maintain that structure throughout the document]).
- Keep in mind that the ATS reads left to right, top to bottom. If you have separate elements on one line, use bullet points or commas to separate them. See the example below for an appropriate way to format your contact information:
Example: Contact Information
City, State • (860) 123-4567 • email@uconn.edu • linkedin.com/url
Caution
- Elements like images, text boxes, columns, and tables can throw off your formatting and make it difficult for the ATS to accurately decipher your written content.
Leverage the Power of Keywords
One main function of Applicant Tracking Systems is to scan your résumé/CV for keywords to assess how your skills and experience align with the role you’re applying for. To strengthen your chances of moving forward, weave in relevant terms from the internship or job description so it’s clear how your qualifications connect to what the employer is seeking.
- Wherever it makes sense, include the word “experience” in your section headers (e.g., “Volunteer Experience” versus “Volunteer Work”). Standard headings like “Experience” are pre-programmed keywords that help the ATS parse your résumé/CV correctly.
- If you’ve worked for a company, include its suffix (e.g., Ltd., Corp., Inc., LLC) to make it easier for the ATS to verify the details of your employment. You can generally find this information on the company’s website or in an online business registry.
- Be sure to include the date ranges for each experience listed on your résumé/CV. Applicant Tracking Systems often connect skills with timeframes, so proper date ranges ensure your skills are indexed and credited.
Caution
- Avoid using abbreviations or acronyms (except for commonly known ones like state abbreviations or “CPR”) as these can’t always be understood by the ATS.
AI Considerations
Applicant Tracking Systems do have the ability to flag a résumé/CV that appears to include a significant amount of AI-generated content. This doesn’t mean you can’t use AI tools to enhance the content of your résumé/CV. Start with your own words and carefully review any AI-generated content for accuracy and authenticity. Visit this resource to learn more tips about using AI effectively and responsibly when refining your résumé/CV.
Need More Help?
Upload your résumé/CV to Quinncia for immediate feedback whenever you need it (Quinncia simulates a real ATS!).
Visit the 12twenty Resource Library to view many résumé samples to use as inspiration when creating your own.
Schedule a career coaching appointment for assistance with making your résumé/CV ATS-friendly.
