How ATS Works in 2025 - Beat the 75% Rejection Rate
Understanding Applicant Tracking Systems is the key to getting more interviews
Learn why 75% of resumes get rejected and how to beat the bots
What is an ATS?
An Applicant Tracking System (ATS) is software that companies use to manage their hiring process. Instead of manually reading hundreds of resumes, the ATS automatically collects, scans, and ranks applications based on how well they match the job requirements.
Think of it as a robot gatekeeper. Before your resume reaches a human recruiter, it must first pass through the ATS filters. If your resume doesn't score high enough, it never gets seen - no matter how qualified you are.
How ATS Scans Your Resume
Parsing
ATS reads your resume and extracts information into structured fields: name, contact info, work history, education, skills. Complex formatting can confuse this step.
Keyword Matching
The system compares your resume against keywords from the job description. It looks for exact matches of required skills, tools, technologies, and qualifications.
Scoring
Based on keyword matches, experience level, education, and other criteria, ATS assigns you a match score (typically 0-100%). Higher scores = higher ranking.
Filtering
Candidates below the score threshold (usually 60-70%) are automatically filtered out. Only top scorers reach human recruiters.
Ranking
Remaining candidates are ranked by score. Recruiters review top 10-20 candidates first, often ignoring lower-ranked applicants.
What ATS Systems Look For
Keywords from Job Description
- •Technical skills (Python, Excel, AWS)
- •Soft skills (leadership, communication)
- •Industry terms (HIPAA, Agile, B2B)
- •Certifications (PMP, CPA, AWS Certified)
- •Exact job title or similar roles
Experience Requirements
- •Years of experience in specific roles
- •Seniority level (Junior, Senior, Manager)
- •Industry background
- •Company types (startup, enterprise, etc.)
- •Project scale and impact
Education & Credentials
- •Degree type (Bachelor's, Master's, PhD)
- •Field of study
- •Certifications and licenses
- •Relevant training programs
- •GPA (if specified)
Resume Structure
- •Standard section headings
- •Clear job titles and dates
- •Chronological work history
- •Quantified achievements
- •Simple, parseable formatting
Top 10 ATS Mistakes That Get Resumes Rejected
❌Using Graphics, Images, or Charts
Why it fails: ATS can't read images. All information in graphics is invisible to the system.
✅ Fix: Replace visuals with text. Use bullet points instead of charts.
❌Complex Formatting (Tables, Columns, Text Boxes)
Why it fails: ATS reads left-to-right, top-to-bottom. Tables/columns confuse the parsing order.
✅ Fix: Use single-column layout with standard formatting.
❌Creative Section Names ("My Journey" instead of "Experience")
Why it fails: ATS looks for standard headers like "Work Experience", "Skills", "Education".
✅ Fix: Use conventional section headings.
❌Fancy Fonts or Unusual Typography
Why it fails: ATS may not recognize non-standard fonts, causing parsing errors.
✅ Fix: Stick to Arial, Calibri, Times New Roman, or Helvetica.
❌Missing Keywords from Job Description
Why it fails: ATS scores based on keyword matches. No keywords = low score = rejection.
✅ Fix: Mirror language from job posting throughout resume.
❌Abbreviations Without Full Terms
Why it fails: If job says "Search Engine Optimization" and you only write "SEO", ATS might miss it.
✅ Fix: Write "Search Engine Optimization (SEO)" to match both.
❌PDFs with Embedded Images or Scanned Documents
Why it fails: ATS can't extract text from images or scans.
✅ Fix: Use native PDF (not scanned) or .docx format.
❌Headers/Footers with Critical Info
Why it fails: Many ATS systems ignore header/footer content entirely.
✅ Fix: Put contact info and all important details in main body.
❌Inconsistent Date Formatting
Why it fails: ATS tries to calculate employment gaps. Inconsistent dates confuse the system.
✅ Fix: Use same format throughout: "Jan 2020 - Dec 2022".
❌Skills Buried in Paragraphs
Why it fails: ATS scans for skills in dedicated sections. Skills hidden in paragraphs get lower weight.
✅ Fix: Create clear "Skills" section with bullet points.
Most Popular ATS Systems in 2025
Workday
Taleo (Oracle)
Greenhouse
Lever
iCIMS
Jobvite
BambooHR
SmartRecruiters
How to Beat ATS: 8-Step Checklist
Use standard section headers: "Work Experience", "Education", "Skills", "Summary"
Include keywords from job description naturally throughout resume
Use simple, single-column layout with no tables or text boxes
Stick to standard fonts: Arial, Calibri, Helvetica, Times New Roman
Include both acronyms and full terms: "Search Engine Optimization (SEO)"
Quantify achievements with numbers and metrics
Match your job titles to similar roles in the posting
Save as .docx or simple PDF (not scanned image)
Want to Test Your Resume Against ATS?
Use our free ATS Resume Checker to see how well your resume scores. Get instant feedback on keywords, formatting, and recommendations to improve your ATS pass rate.
Frequently Asked Questions
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