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First, determine what “rejects” means: an upload or parsing error is a file or form problem; a rejection notice or application status usually reflects an employer’s decision. A parsing problem alone does not tell you why an employer declined your application. Check the portal message, confirm the submission, inspect every field filled from your resume, and contact the employer if you need a decision explained or an application corrected.
Identify what the portal rejected
Read the exact message and look at the application status. A portal may report that a file could not be uploaded, that information could not be parsed, that required fields are missing, or that the application was rejected. Those are different situations.
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- Upload or parse error: The file may not have attached, or the portal may have attached it without extracting its details into the form. Greenhouse says an unsuccessful parse means candidate details may need to be entered manually; it is not itself an employer hiring decision. Greenhouse’s explanation of unsuccessful resume parses describes this distinction.
- Form error: The application may be incomplete or contain an invalid response. Follow the portal’s instructions and check required fields.
- Rejection status or notice: Treat this as an employer decision unless the employer tells you otherwise. A resume-format change cannot establish why the employer declined the application or reverse that decision.
Applicant-tracking systems and employer configurations differ, so do not assume every portal handles files or decisions the same way.
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- Confirm that the application is for the correct role and that the portal recorded a submission. If it shows the resume attachment, open or download it to confirm it is the intended version.
- Review every field populated from the resume: name, email, phone number, job titles, employers, employment dates, education, and other application details. Look for blanks, shifted information, or incorrect entries.
- Correct mistakes or complete missing information wherever the form permits, then follow the portal’s submission steps. Greenhouse advises candidates to check and edit information populated from a resume because parsing can make mistakes. Its candidate FAQ also explains that application-status visibility depends on what the employer shares.
Fix a visible upload or parsing problem
If the portal specifically reports an upload or parse issue, try a clean, text-based document. Keep the layout simple and put essential details in ordinary body text rather than relying on images, graphics, word art, tables, columns, text boxes, headers, or footers. Greenhouse lists these and unclear section structure among possible causes of parsing problems. It also identifies files over 2.5 MB as too large for its parser; that limit is Greenhouse-specific, not a universal applicant-tracking-system rule. Greenhouse’s parsing guidance and Workday’s administrator documentation both describe how format can affect parsing. Workday notes that results vary with resume format and word order and advises against image-based styles.
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Use the file type and size specified on the application page rather than assuming one format works everywhere. For example, Greenhouse recommends PDF for its MyGreenhouse Quick Apply feature and suggests re-saving as a PDF and reducing file size if upload fails. Roche’s resume parsing guidance recommends DOCX for parsing accuracy while noting that PDF preserves layout. These recommendations are not interchangeable rules for every employer; follow the instructions for the particular application.
Review answers to screening questions
Compare each answer with the explicit requirements in the job posting and with your actual circumstances, especially for hard requirements such as a required license or location condition. Answer truthfully; do not change an answer to claim a qualification or eligibility you do not have.
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Some employers configure automatic rejection rules based on answers to custom application questions. Greenhouse documents that feature in its auto-reject documentation. That possibility does not prove a particular employer used such a rule in your case. It is also distinct from Greenhouse’s Talent Matching feature, which its candidate FAQ describes as assistive rather than an automatic rejection mechanism.
Ask the employer about a decision or correction
If you need to know why your application was declined, check its status, or correct an application that has already been submitted, contact the employer’s recruiting or careers contact. Include the role title or requisition number, application date, and the email address used. State the specific issue and ask whether a correction or resubmission is possible. Keep the message brief and polite.
Do not assume the portal provider can explain or reverse an employer’s decision. Greenhouse says it cannot see an employer’s internal hiring decision or contact the recruiter for a candidate; its candidate FAQ directs applicants to the company for status and application-data questions.
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