The challenge with any resume is that you don’t know whose hands it will end up in. It could be read by a recruiter, who’s a stickler for an Oxford comma, or filtered through an applicant tracking system, which has finicky preferences.
In this article, I’ll guide you through the best ways to ensure everyone can read and appreciate your resume, human or otherwise. I’ll cover tips on optimizing a resume for ATS, as well as how to customize it toward a specific role and avoid the common writing and formatting errors that recruiters hate.
No matter the bias of your resume reader, let’s make sure that your suitability for the job gets a chance to shine.
What to Highlight in Your Resume Bio
- Relevant skills: Mention the most pertinent skills that align with the job description.
- Experience: Briefly note your years of experience or specific achievements.
- Career goals: Express how your professional objectives match the company’s needs.
How to Optimize Your Resume for ATS
Applicant tracking systems are tricky but predictable. Here are some key ways you can write your resume so that an ATS doesn’t spit it out on a technicality.
Stick to ATS-Friendly Fonts
Papyrus wasn’t just a weird choice for the film Avatar, it’s also a terrible font if you want your resume to be ATS-optimized. In fact, you should avoid anything other than your basic Calibri, Aria, Cambria, Georgia or Garamond.
Size also matters. Stick to 10 or 12 points as much as possible.
Label Different Sections
Make sure to demarcate different sections of your resume with basic, straightforward labels like professional experience and education, as the ATS will be looking out for these.
Make Job Titles Clear
Keeping it basic and straightforward also applies to job titles. Include more conventional equivalents alongside any obscure titles you had so that the ATS can still pick it up.
Choose Keywords Wisely
Most applicant tracking systems are filtering for specific keywords. Check the original job ad for any terms that appear multiple times or that stand out as specific to the position, and integrate them into your resume.
That said, keep the document slim. It still needs to read well in the eyes of a recruiter.
Include a Skills Section
Dedicate a section of your resume to any skills you have that are relevant for the job. The ATS will filter for them.
Common examples of skills sections according to different job posts include the following.
- Project manager
- Skills: project management, communication, data analysis.
- Data analyst
- Skills: data analysis, programming, communication.
- Customer support specialist
- Skills: customer service, communication, customer relationship management software.
3 Top Tips to Make Your Resume Readable
Sparkling qualifications and references are great, but if you don’t present the information well, a recruiter might miss all of it. Here are our three top tips to ensure that no matter who or what is scanning your resume, they don’t miss a word.
Keep It Simple
Recruiters tend to prefer simple, unfussy resumes. Too many design elements can detract from the readability and make it harder for them to find the basic points of information they’re looking for.
Use Bullet Points
Simplifying information into bullet points forces you to be more concise and makes your resume more scannable. Most recruiters will be sifting through dozens of resumes at a time and seriously appreciate when applicants make information more digestible.
Send It in the Recommended File Type
If there isn’t a specific file type listed on the job description, then stick with a PDF when submitting a resume. They’re universally accessible, you can open them on any device without fonts or formatting getting weird and they’re accepted by applicant tracking systems.
How to Tailor Your Resume for Different Roles
Resume customization is one of the simplest and most effective ways to make sure your resume stands out to hiring managers. Here’s how to tailor your resume to suit different roles.
Highlight Skills and Experience That Match the Role
As with dating, job hirers are looking for points of connection and similarity between you and the company. Make sure to illustrate just how perfect you are for a position by showing off all the ways in which your history makes you compatible with the job’s needs.
Use Keywords From the Job Ad
Take the above a step further by including keywords from the job ad, as it helps reinforce your compatibility with the company and qualification for the role. Recruiters are often working with a basic list of non-negotiables that they’ll be checking your resume against.
Here are some examples of common non-negotiables.
- Project manager: Project management experience, proficiency with specific project management tools (e.g., Asana, Trello) and leadership skills.
- Data analyst: Experience with data analysis tools (e.g., Excel, Tableau), strong analytical skills and familiarity with programming languages (e.g., Python, SQL).
- Customer support specialist: Experience with CRM software, strong communication skills and a track record of customer service excellence.
Customize Your Bio/Professional Summary
While some people believe that a bio or professional summary is unnecessary — especially if you're providing a cover letter — it’s still a valuable part of your resume. Your bio is the first thing a recruiter reads, so use it to immediately showcase how well-suited you are for the role.
Even if the job requires a cover letter, including a bio ensures that your key qualifications are front and center, making it easier for recruiters who might be skimming.
Here are some examples.
- Project manager: Certified project manager with more than five years of experience leading cross-functional teams. Proficient in agile methodologies and tools like Asana and Trello. I aim to streamline project workflows at XYZ company.
- Data analyst: Data analyst specializing in Excel, Tableau and SQL with a passion for turning complex data sets into actionable insights. Seeking to use analytical skills to drive data-informed decisions at XYZ company.
- Customer support specialist: Customer support specialist with more than three years of experience using CRM software like Zendesk. Committed to enhancing customer satisfaction through exceptional communication and problem-solving skills.
Common Mistakes to Avoid When Writing Your Resume
It’s the little things that often irritate hiring managers. Here’s what not to do when writing and formatting your resume.
Too Many Colors and Graphics
Less is more. Simple black text on a white background is best.
Too Much Information
Most hiring managers will only have about 20 seconds to go through your resume, so keep it short and to the point with a one page limit — two at the absolute most.
Niche Fonts
Don’t get fancy. Unusual fonts just make it harder for recruiters to read your resume.
Weird Spacing
Readability often comes down to spacing. If text feels too cramped or disorganized on a page, it can be impossible to follow.
Incompatible File Formatting
Your resume needs to be readable on any device, so stay away from unusual formatting. PDFs are the standard for a reason.
Typos
Run your resume through grammar and spelling tools and get at least one person to proofread it for you. Small errors can come across as careless and will make it harder for an ATS to properly scan your resume.
Whether it’s fonts, formatting or sticking by a trusty PDF to send your resume in, simplicity is key. It ensures that no matter if it’s an ATS or recruiter that goes through your resume, they’re able to read it clearly and see just why you’re perfect for the job.
