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“How do I get my resume past the robots and into the hands of an actual human?”
This is one of the most common questions I hear. It’s a little ironic considering how people are using artificial intelligence (AI) to help write their resumes and cover letters, only to have them screened by another form of AI: the Applicant Tracking System (ATS).
If you’ve ever hit “submit” and wondered if your application disappeared into a black hole, you’re not imagining things. ATS software is now standard at almost every company, from startups to the Fortune 500.
But First, What Is ATS?
ATS stands for applicant tracking system. Simply put, it’s software that stores, organizes, and sorts resumes. Instead of reading every application by hand, recruiters search the ATS database for top candidates using keywords from the job description.
As soon as you apply, your resume lands in a database that the ATS screens for search terms recruiters type in. That’s where those annoying keywords come in—they’re actually very, very important. Think of them as the ATS equivalent of a secret handshake. Without them, your resume may never even surface from the black hole of the database.
According to Jobscan’s State of the Job Search 2025 report, 99.7% of recruiters use keyword filters in their ATS to narrow the applicant pool.
But Whyyyyy Do Companies Use ATS?
Of course, it’s about speed and efficiency. Most ATS platforms are AI-powered, and if they’re not yet, they will be soon. The volume of job applications alone makes these platforms essential—according to Glassdoor, an average corporate job posting attracts about 250 applications, yet only 4–6 people get called for an interview.
Companies use ATS because it can:
* Screen resumes automatically for keywords and qualifications, so recruiters don’t have to read every single one.
* Schedule interviews or send updates to candidates—like that dreaded “thanks but no thanks” email that somehow lands in your inbox minutes after you hit submit.
* Rank candidates based on a match score—basically, a percentage rating of how closely your resume matches the job description based on keywords, skills, and qualifications. The higher your match score, the more likely you are to be seen.
* Provide hiring data that helps companies make faster decisions and track the progress of their recruiting.
This can be great for efficiency, but it also means strong candidates can get overlooked simply because their resume wasn’t formatted or worded in a way the system recognized.
Think of it like grocery shopping: you might have the best cereal in the store, but no one will find it if it’s sitting in the beverage aisle.
Hard truth: As a job seeker, you need to use the language of the screeners so you can get to the hiring manager. Taking five minutes to learn the quirks of ATS will reap big rewards.
Eight Keys to Beat the Bots
1. Apply only if you’re truly qualified: ATS filters are ruthless. If you don’t meet most of the core requirements, your resume may be down-ranked before a recruiter ever sees it. Focus on roles that align closely with your skills and experience so you don’t use up your valuable energy customizing your resume for a role that’s not really a match.
2. Mirror the job title exactly: Jobscan analyzed 2.5 million resumes and found that those with the exact job title from the posting were 10.6x more likely to get an interview. Place the title in your resume headline. If you’re pivoting, try: Transitioning to [Job Title] to show alignment without overpromising.
3. Use keywords strategically: This is a balancing act—you don’t want it to look like you grabbed the top skills and qualifications from the job description and crammed them into your resume. If it feels forced, recruiters will pass over you. Instead, weave them in naturally where they actually fit your experience.
4. Spell it out—and abbreviate: This is super simple compared to keywords. Include both the full term and the acronym so you’re covered. For example: Search Engine Optimization (SEO) or Applicant Tracking System (ATS). This way you’re insured that the ATS filters can see both.
5. Add a skills section: This will go right underneath your summary and will make it easy for both AI and a human to see what you’re skilled at rather than parsing through every bullet point of your work experience.
6. Choose an ATS-friendly format: Stick with chronological (most recent role first) or hybrid (skills section on top, work history below). Avoid functional resumes. Unfortunately, ATS systems often misread them because they skip dates and detailed job history.
7. Keep the formatting clean: Think “classic black dress,” not “sequined jumpsuit.” Your goal is to make it easy for both the ATS and a human to read. That means:
* No headers or footers for important details
* No columns, tables, graphics, images, or symbols
* Stick to standard headings: Summary, Skills, Work Experience, Education, Certifications
* Use fonts like Calibri, Garamond, Arial, Helvetica, or Georgia
* Keep your dates consistent (Dec 2024 or December 2024—pick one and stick with it)
* Don’t cheat your margins — you’re not sneaking extra words past anyone
8. Use the right file type: When in doubt, submit a Word document (.docx) unless the posting explicitly says PDF. Some ATS platforms read PDFs perfectly; others strip out text or formatting.
The Bottom Line
Think of an ATS-friendly resume as dressing for the occasion: the core “you” stays the same, but the outfit changes depending on the role.
When I recently hired someone, I saw firsthand how quickly strong candidates can be filtered out if they didn’t follow these basics and I didn’t even use ATS. Once you make it past the system, your magic will shine through in the conversation with a human.
Our goal is to get you there by using the simple Eight Key to Beat the Bots.
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Bonus for Paid Subscribers: The first three people to DM me their resume will receive personalized feedback on how to ATS-customize it for a real job posting. I’ll share the original and my feedback on Substack and LinkedIn (anonymized, if you prefer), and I’ll also send the feedback directly to you.
And here are 4 journal prompts to help you think more deeply about how you present yourself on paper—and how to make sure both humans and ATS systems see your strengths.
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