You spent an hour on your resume. You hit apply. And then nothing. No callback, no email, not even a rejection.
Here is what probably happened: your resume never reached a human.
In 2026, 97.8% of Fortune 500 companies use an Applicant Tracking System (ATS), which is software that parses, organises, and ranks every resume before a recruiter sees it. According to Jobscan's 2025 State of the Job Search report, 99.7% of recruiters use keyword filters in their ATS to sort applicants. If your resume does not match their search, it simply does not show up.
The good news is that ATS systems follow predictable rules. Once you know them, you can format your resume to get found every time.
Ready to Beat the Bots in 2026?
Use an ATS-Friendly Resume Template built to pass filters and impress recruiters. Your next interview starts with the right format.
👉 Get the Template
What Is an ATS and How Does It Work?
An Applicant Tracking System is a searchable database. When you apply online, your resume gets parsed into structured fields such as your name, job titles, skills, education, and dates, and then stored. Recruiters search that database using keywords from the job description. The resumes that surface are the ones that get reviewed.
The key insight most job seekers miss is this: ATS does not reject your resume. It just never finds it.
A 2025 Enhancv study of 25 recruiters found that only 8% of ATS systems automatically reject resumes. The real problem is invisibility. Poor formatting scrambles your data, and missing keywords mean you never show up in a recruiter's search.
Formatting-related parsing errors cause 43% of ATS screening failures according to Scale.jobs research from 2026. That is not about your qualifications. It is about your document structure.
97.8%
Fortune 500 companies use ATS software
Jobscan, 2025
75%
Resumes never surface in recruiter searches
Multiple sources, 2026
43%
Of screening failures caused by formatting errors
Scale.jobs, 2026
The real issue is not rejection by a robot. It is invisibility. A 2025 Enhancv study of 25 recruiters found only 8% of ATS systems auto-reject resumes. The other 92% rely on human review guided by keyword searches. If your resume does not match the search query, it is never found. Formatting-related errors cause 43% of ATS screening failures (Scale.jobs, 2026). That is not about your qualifications. It is your document structure.
7 ATS Resume Formatting Rules for 2026
1
Use a Single-Column Layout With No Tables, Columns, or Graphics
ATS parsers read linearly, left to right and top to bottom. Multi-column layouts and sidebars cause text from different columns to merge or scramble. Your job title ends up next to the wrong date. Your skills section disappears entirely.
ATS cannot read images at all. A progress bar showing "90% Python" registers as nothing. Replace every visual element with plain text.
✓ Single column, left-aligned text, bullet points
✗ Two-column design, tables, sidebars, icons, graphics, skill bars
Layout
2
Use Standard Section Headers Exactly
ATS systems are trained on specific section names. Creative headers like "My Journey" or "Where I've Been" confuse the parser. Your experience may be misfiled or skipped entirely.
Stick to: Work Experience, Education, Skills, Certifications, Summary, Projects
✓ Work Experience, Education, Skills, Certifications, Summary
✗ "My Story," "Career Highlights," "Things I Know," creative labels
Structure
3
Mirror Keywords from the Job Description Exactly
ATS keyword matching is often literal. If the job posting says "Project Management Professional (PMP)" and you wrote "project manager," some systems will not register the match.
Copy key phrases directly from each job description, especially in your Skills section, professional summary, and bullet points.
Example: Job ad says "Proficient in HubSpot and CRM automation." Your resume should say: "Managed email campaigns using HubSpot; automated CRM workflows to boost lead conversion efficiency."
Always write both the full term and its acronym on first use: Search Engine Optimization (SEO), Enterprise Resource Planning (ERP). Aim for a 75% or higher keyword match rate.
Keywords
4
List Every Tool, Platform, and Software by Name
Do not assume the system infers that "social media management" means you know Buffer and Hootsuite. Name every tool explicitly.
Example: "Created content calendars in Trello and scheduled posts via Buffer and Hootsuite."
Group tools clearly in a dedicated Skills section. Examples by category:
CRM platforms: HubSpot, Salesforce
Project management: Asana, Trello, Monday.com
Analytics: Google Analytics, Tableau
Design: Adobe Creative Suite, Figma
Coding: Python, SQL, JavaScript
Tools & Tech
5
Lead Every Bullet With an Action Verb and Quantify Results
Research from TalentWorks shows that including metrics in your resume increases interview chances by 40%.
Formula: Action Verb + What You Did + How You Did It + Result
Examples:
"Improved onboarding materials using Notion, reducing new hire ramp-up time by 30%"
"Managed email campaigns for 12,000 subscribers, achieving a 34% open rate"
"Launched HubSpot CRM integration, cutting admin time by 5 hours per week"
✓ Managed, Designed, Launched, Increased, Streamlined, Built, Reduced
✗ "Responsible for..." / "Helped with..." / "Worked on..."
Content
6
Use ATS-Safe Fonts and Clean Formatting Only
Decorative or uncommon fonts cause characters to be misread or dropped during parsing. Keep body text at 10 to 12pt and section headers at 12 to 14pt.
✓ Calibri, Arial, Helvetica, Georgia, Times New Roman, Garamond
✗ Script fonts, display typefaces, decorative or hand-drawn styles
Also avoid: text underline except for hyperlinks, content placed inside Word headers or footers, and text boxes. Place your name, email, phone number, and LinkedIn URL directly in the main body of the document. Content in Word headers or footers is frequently skipped by ATS parsers.
Typography
7
Name Your File Correctly and Save as PDF
Before your resume even opens, the file name is already visible to the recruiter. Make it professional and easy to find.
Basic: Firstname_Lastname_Resume.pdf
Better: Firstname_Lastname_Resume_JobTitle.pdf
Always send as PDF unless the job posting specifically requests .docx. Modern ATS platforms including Greenhouse, Lever, Workday, and iCIMS all parse text-based PDFs reliably.
One important note: make sure your PDF contains real selectable text, not images of text. If you export directly from Word, Google Docs, or a text-based Canva template, you will be fine. Always proofread twice before sending. A typo in a keyword phrase means a missed ATS match.
File Format
Quick ATS Resume Checklist: Before You Hit Send
- ☐ Single-column layout with no tables, columns, or sidebars
- ☐ Standard section headers: Work Experience, Education, Skills, Certifications
- ☐ Keywords mirrored exactly from the job description
- ☐ Tools and software listed explicitly by name
- ☐ Bullet points start with action verbs and include at least one metric
- ☐ ATS-safe font: Calibri, Arial, Georgia, Helvetica, or Times New Roman
- ☐ No images, icons, graphics, shapes, or skill-bar visuals
- ☐ Contact info in the document body, not in a Word header or footer
- ☐ Both full term and acronym written out: Search Engine Optimization (SEO)
- ☐ PDF contains real selectable text, not images of text
- ☐ File named: Firstname_Lastname_Resume_JobTitle.pdf
- ☐ Proofread twice
Frequently Asked Questions
Q
Does Canva work for ATS resumes?
Yes, it can work well as long as you keep the design text-only. The issue most people run into with Canva resumes is that they add decorative images, icons, skill bars, and graphics that ATS systems simply cannot read. Those elements get ignored entirely by the parser. If you use a clean, text-based Canva template and skip the visual decorations, your resume will be readable by ATS software. Our template is designed with exactly this in mind.
Q
What is the best ATS resume format in 2026?
The reverse-chronological format in a single-column layout is the gold standard for ATS compatibility in 2026. It lists your most recent experience first, uses standard section headers, and flows in a structure that all major ATS platforms including Taleo, Workday, Greenhouse, Lever, and iCIMS are built to parse. Avoid functional or skills-only formats. They hide your employment history and typically score poorly in ATS keyword searches. According to Jobscan's 2026 ATS Guide, a well-structured chronological resume paired with targeted keywords remains the most reliable path to reaching a human recruiter.
Q
How do I test if my resume is ATS-friendly?
Three methods you can use right now:
- The Notepad test: Paste your entire resume into plain Notepad on Windows or TextEdit in plain text mode on Mac. Scrambled or missing sections means ATS parsing issues.
- Jobscan: Upload your resume and a job description at jobscan.co for a free keyword match score. Aim for 75% or higher.
- Indeed upload test: Create a test profile on Indeed and upload your resume. The way it auto-populates your profile fields shows exactly what an ATS extracts from your file.
Reviewed & Approved by HR Recruiter
Stop Guessing. Start With a Template That Already Follows Every Rule.
Our 2026 ATS Resume Template is pre-built around every rule in this guide. Single column, ATS-safe fonts, correct section headers, keyword-ready structure. Instant download. Works in Canva, no formatting mess & beginner friendly!
Get the ATS Template on Etsy
Instant download · Canva · One-time purchase · Updated for 2026 · Easy-to-use
.svg)
