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Use a simple, single-column résumé with conventional section headings, contact details in the document body, and experience described in clear, ordinary text. Tailor it to the role using accurate terms from the job posting, and follow the employer’s file-format instructions. These steps make the document easier to parse and scan, but no layout can guarantee an interview or a particular result from an applicant tracking system (ATS).
Build a simple, single-column layout
Keep the reading order obvious: start with your contact information, then add a summary or profile if useful, followed by work experience, education, and skills as relevant. Use a single column and ordinary text rather than a design built around layout elements.
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CareerOneStop and career services at the University of Texas at Austin and Pima Community College recommend straightforward formatting because tables, columns, text boxes, sidebars, graphics, logos, and images can interfere with how some systems read a document. Their guidance is practical advice, not a controlled comparison of every ATS.
- Use consistent spacing and a professional, readable font.
- Use ordinary bullet points for responsibilities and accomplishments.
- Avoid putting important information inside tables, text boxes, sidebars, or graphics.
See CareerOneStop’s résumé formatting guidance, the University of Texas at Austin CNS Career Services ATS guide, and Pima Community College’s résumé guide.
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Put contact details in the document body
Place your name, email address, and phone number at the top of the résumé itself. Do not rely on a document header or footer to carry essential contact information; some systems may not read those areas reliably. CareerOneStop and the University of Virginia Career Center both advise keeping key details in the document body.
Use familiar section labels such as “Work Experience,” “Education,” and “Skills.” Conventional headings help a reader identify the information quickly and make the document’s sections easier for software to recognize.
Sources: CareerOneStop and the University of Virginia Career Center.
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Make work history easy to follow
Use a chronological work-history structure and keep job titles, employer names, and dates consistent. Present roles in a clear sequence, with readable bullets that explain relevant responsibilities or results. A recruiter should be able to scan the same details without decoding a decorative layout.
CareerOneStop recommends clear, consistent spacing and readable fonts; the University of Texas at Austin CNS Career Services also recommends chronological experience and conventional section labels.
Tailor the résumé with accurate job-posting terms
Review the job description and use its terminology when it accurately describes your experience. For example, if a posting asks for project coordination and that is part of your background, describe the relevant work using language that a hiring team will recognize. Place the term in context rather than adding a list of keywords disconnected from your actual qualifications.
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Do not claim skills, credentials, or experience you do not have. Keep a complete master résumé for editing, then make a role-specific copy for each application rather than sending the same unchanged version everywhere. The University of Texas at Austin and Pima Community College recommend aligning résumé language with the role while representing the candidate’s real qualifications.
Choose PDF or Word according to the application
There is no universal rule that every ATS prefers PDF or DOCX. The application’s instructions and accepted file types are the deciding factor. Career-service recommendations differ when an employer has not specified a format:
| Source | Guidance when no specific format is required |
|---|---|
| CareerOneStop | PDF is appropriate unless the employer requests Word or another format. |
| University of Virginia Career Center | PDF, .doc, or .docx work for most submissions; check the formats permitted by the application. |
| University of Victoria Career Services | PDF is appropriate unless the employer requests Word or another format. |
| Pima Community College Career Services | PDF or DOCX is appropriate unless another format is requested. |
Sources: CareerOneStop, the University of Virginia Career Center, University of Victoria Career Services, and Pima Community College Career Services.
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- Read the job portal’s instructions and note the file extensions it accepts or requires.
- Keep an editable master résumé, then prepare a copy tailored to the role.
- Save or export that copy in the requested format. If the employer gives no format, use one of the formats its portal accepts rather than assuming a universal ATS preference.
- Before uploading, open the exported file and check that the text is selectable, the sections appear in the intended reading order, and the layout is still easy to scan.
Check the file before you submit it
A quick review of the exported document can catch problems that are easy to miss in the editable version. Confirm that your contact details, headings, dates, and bullets are visible as text and appear in the right order. Then confirm that the application accepts the file you plan to upload. This check is a useful precaution, not a guarantee that every employer’s system will parse the document identically.
The cited recommendations come from public and university career services; they are not controlled tests of ATS products. Employer systems and application requirements vary, so prioritize the portal’s instructions and a readable, straightforward document.
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