11 ATS Formatting Mistakes That Can Cost You a Job

What Is an Applicant Tracking System (ATS)?

Applicant tracking systems are a type of specialized software that helps employers and recruiters streamline recruiting. Such software serves as a central database for managing job applications, resumes, and candidates’ information.

ATS work by analyzing and categorizing resumes based on specific criteria. They search for key elements such as relevant keywords, appropriate job titles, and required skills that match the job description. 

This process allows the software to assign each application a resume score that indicates how well the candidate's qualifications align with the employer's requirements.

By ranking applications and filtering out the ones that don't meet the minimum criteria, ATS helps employers focus their time and resources on the most promising candidates. 

This automated screening process helps companies save time by filtering out irrelevant applications. In turn, it makes the hiring process more efficient, especially when dealing with a large number of applicants.

11 ATS Formatting Mistakes to Avoid

Simple formatting errors, keyword stuffing, and incompatible file types are just a few of the pitfalls that can trip up your application.

Unfortunately, these oversights can be devastating to your chances of landing a job.

So, let's go through the top 11 ATS formatting mistakes you must watch out for and learn how to sidestep them effectively to beat any ATS!

#1. Placing Information in Headers or Footers

Many job seekers make the mistake of using their resume headers or footers to place important information.

Here's the catch – most ATS can't read those areas of your resume because they only focus on the content within the main body. In turn, the software might miss important information like your name or contact details.

So, if you’re using Microsoft Word or a similar program to create your resume, make sure you keep all essential information within the main body of your document. Set the margins to one inch on all sides of the page to keep the layout neat and uncluttered, as well as to make sure the ATS can effectively scan everything.

Information that typically goes at the very top of your resume, like contact details and resume summary, should be clearly visible, not pushed into the sidelines.

#2. Inserting Images or Graphics

While a visually stunning resume may seem like a good idea, using images or fancy graphics may actually trip up even some of the most advanced ATS. 

Since the software can’t scan images or graphics, the ATS will probably ignore any information that might be there. This includes logos, charts, or even your professional headshot. 

So, your aim should be balancing a visually appealing and an ATS-friendly resume. The easiest way to do this is by following some tried-and-tested layout rules, such as: 

• Setting the right margins. Set the margins to one inch on all sides of your resume. It will look neat, with just the right amount of information.
• Using a professional font. Fonts like Ubuntu, Roboto, or Overpass are unique yet still professional.
• Maintaining the ideal resume length. Keep your resume one page long, unless you’re a seasoned professional with plenty of relevant work experience.
• Keeping the right line spacing. To save space without making your resume look messy, go for 1.0 between text and 1.15 between section headings.
• Leveraging bullet points to present information. Forget about lengthy paragraphs - hiring managers won’t read them. Instead, use bullet points to concisely list several of the most relevant responsibilities or achievements in your work experience, education, and other sections. This allows the hiring manager to skim through the important stuff and the ATS can easily scan it, too.

And remember – it's best to stick to plain text for all important information. If you need to show off your graphic design skills, save them for your portfolio or LinkedIn profile.

#3. Choosing the Wrong Fonts

We already mentioned this, but it’s important so – when it comes to fonts, the simpler the better. You might be fond of funky or unusual fonts, but the ATS software definitely won’t be, and this can lead to issues for your application. 

To give you an idea, here are some fonts you should never use in a resume:

Instead, stick to the fonts we already mentioned (and let us explain why):

• Ubuntu. Ubuntu is a modern, humanist-style, typeface developed in 2010. It looks great everywhere, maximizes readability, and does not belong to any specific industry. You can use it for all job applications and your resume is guaranteed to stand out.
• Roboto. Looks familiar? You might recognize this font because Google developed it for its Android operating system in 2011. But don’t worry, it’s free for commercial use. It has a tech look to it, but feel free to use it in any industry - tech or otherwise.
• Overpass. A relatively newer font, developed in 2015, Overpass is a digital typeface font inspired by Highway Gothic. It looks very formal and classy, making it ideal for more conservative industries. But you can’t go wrong with using it in other industries as well because of its sleek design.

When you choose one font, stick to it. Don’t use two or more different fonts on your resume, as it could confuse the ATS and make your resume look bad. 

We also recommend sticking to a font size between 10 and 12 points for the body text to ensure your resume is easy to read and looks professional.

#4. Using Complicated Job Titles 

Even though some people opt for creative or weird job titles like "Chief Happiness Officer," instead of “Human Resources Coordinator,” an ATS might not recognize such quirky names. The system is programmed to look for exact job titles that match what's listed in the job description, so using unconventional titles could disqualify you.

So, stick to the exact job title shown in the job description of the role you’re applying to –  both the ATS and the hiring manager will prefer that. 

Let’s take a look at the wrong example of listing a job title in a human resources resume, as opposed to the right one:

And remember – in addition to listing your past job titles under each role in the work experience section, you should also include the exact job title you're applying for under your name in the contact info.

Here's an example of how that would look on a resume:

#5. Using Acronyms and Abbreviations 

Abbreviations and acronyms are common in many industries but they can confuse the ATS. The software might not recognize industry-specific abbreviations and some companies might use different acronyms for the same concept. 

So, to make sure this doesn’t penalize your application, always spell out a term or a job title the first time you use it and follow it with the acronym in parentheses. 

For example, if a hiring manager searches for “certified public accountant” and you only have “CPA” on your resume, the ATS might skip that altogether. 

Instead, write "Certified Public Accountant (CPA)” at least once. Then you can use either form throughout your resume and the ATS shouldn’t have a problem recognizing it. 

Better safe than sorry!

Here are some commonly used acronyms across different industries and their full meanings:

Make sure you also consider your audience – common acronyms might be fine for industry-specific roles, but if you’re going for a career change or applying to more traditional industries like law or finance, spelling terms out is your safest bet. 

#6. Using the Wrong Date Format

Believe it or not, even date formats can confuse an ATS. Some software might misinterpret dates, leading to errors in your work history. 

Regarding date formatting on your resume, you have two ATS-friendly options. 

The first is the numeric format MM/YYYY, such as "05/2022". If you use this style, always include the leading zero for months with single digits. Avoid formats like "5/2022" as they can mislead the ATS. 

Your second option is to spell out the month followed by the year, for instance, "November 2022". 

ATS software can easily analyze both these formats and, in turn, accurately interpret your work history. Consistent date formatting throughout your resume will help both the ATS and human readers understand your career timeline.

#7. Missing Essential Sections

An ATS looks for specific sections to organize your information, so skipping them can lead to a low resume score.

Specifically, make sure your resume includes all the essential resume sections, such as:

• Resume summary or objective
• Contact information
• Work experience
• Education
• Hard and soft skills

Depending on your field and how much space you have left on your resume, you might include additional sections like certifications or hobbies and interests.

Keep in mind that clear section headings help the ATS correctly categorize your information, which also makes it easier for hiring managers to find what they're looking for.

Here’s what a resume that includes all the most important sections looks like:

#8. Not Including Relevant Keywords

Keywords can make or break your chances to get past the ATS.

Resume keywords are specific terms, like skills, qualifications, or even entire phrases, relevant to the job you're applying for. 

So, how can you know which keywords to add to your resume?

Start by carefully reading the job description. Then, take note of any skills, experiences, specific action verbs, or other qualifications mentioned there. Mention the ones that apply to you, and you’re all set! 

But don't stuff keywords just to have more of them in your resume – instead, try to incorporate them where they actually fit.

While you're trying to make it past the ATS, your resume needs to eventually make sense to the hiring manager who’ll read it and decide whether you’re the right candidate for the job. 

Let us explain exactly what we mean. Here is an example of a job ad for a digital marketing manager:

Now, let’s see how you could incorporate some of these keywords in your resume’s work experience section: 

#9. Forgetting to Proofread

Typos and spelling errors are among the most critical resume mistakes you can make. But, they aren't just unprofessional – they can also confuse an ATS. 

The software might not recognize a relevant keyword if it’s misspelled, potentially lowering your resume score. So, always proofread your resume carefully. 

Better yet, have someone else look it over too. Fresh eyes can catch mistakes you might have missed. 

Using spell-checking tools like Grammarly or QuillBot can also help, but don't rely on them too much – they might miss context-specific errors.

#10. Choosing the Wrong File Type

When it comes to ATS compatibility, not all file types are equal. 

PDF is generally the safest choice for submitting your resume. It keeps your formatting intact across different devices and operating systems, so your resume will look exactly as you intended no matter what the hiring manager uses to open it.

That said, while most modern ATS can easily read and scan PDFs, you should always check the job posting carefully. 

If the employer specifically requests a DOC or DOCX file, follow their instructions. It probably means that their ATS is an older model that can’t read PDFs, so if you don’t submit the correct file format, your application might be discarded.

#11. Not Using an ATS-Friendly Resume Template

Using the right template can make a big difference here. 

An ATS-friendly template uses a clean, simple layout with standard sections and reader-friendly formatting while avoiding complex design elements the ATS likely won’t be able to read. 

That’s where our resume templates come in!

Novoresume offers a wide range of ATS-friendly templates, engineered with the help of hiring managers from around the world to help your resume pass through ATS smoothly. 

Try one of them to make sure your resume makes it past the initial screening stage and into the hands of hiring managers.

Just look at how one of our ATS-resume templates compares to a regular resume:

How Does ATS Analyze Resumes?

When you submit a job application online, the ATS is the first to see your application. 

Applicant tracking systems are a type of software that scans and evaluates resumes in several steps.

Here's a breakdown of the process:

1. The ATS breaks down your resume into sections like contact information, work history, education, and skills. It looks for standard headers and formatting to organize this information correctly.
2. The software searches for specific keywords and phrases related to the job requirements. Then it compares these to the content in your resume.
3. Based on the amount of keyword matches and other criteria set by the employer, the ATS assigns a "resume score" to your application. This score reflects how well your resume aligns with the job requirements.
4. The ATS moves resumes with higher scores forward, so hiring managers are likelier to see them first. Applications that rank lower are likely to be filtered out.
5. The ATS also stores your resume information in a structured format, making it easy for hiring managers and recruiters to search for and compare certain candidates.

So, the "resume score" is the most crucial part of how the ATS works. It’s what determines whether a hiring manager will ever see your application or not, and a higher score increases your chances of making that happen.

ATS-Friendly Resume Example

So, what does an ATS-friendly resume look like in practice?

Let’s take a look:

Key Takeaways

And that’s a wrap on our article!

By avoiding these ATS formatting mistakes, you will seriously increase the chances of landing an interview for your dream job.

But, before you go and start optimizing your resume, let's do a quick recap of what we've covered:

• Applicant tracking systems are extremely common and they’ll likely run the first screening on your job application.
• The ATS works best with resumes that stick to plain text, with no graphics or images that contain important information.
• Simple formatting and a clean layout is the way to go - use a professional but easy-to-read font like Ubuntu, Roboto, or Overpass, and give your sections standard heading names so the ATS can easily find the information it needs.
• Acronyms can also be a little confusing for some ATS, so try to both spell out the full phrase and include the acronym next to it, just in case.
• Make sure you increase your odds of making it past the applicant tracking system by using an ATS-ready resume template! Check out our free resume builder to get started.