How to Write a Resume That Gets Noticed by Employers

Most mid-size and large employers run incoming resumes through an applicant tracking system (ATS) before a human ever opens the file, according to career advice published by jobs site Indeed. That software scans for keywords, standard section headings and clean formatting, which means a resume has to satisfy both a machine filter and, later, a person skimming it for a few seconds.

Format the file so software can read it

Indeed's guidance recommends saving a resume as a .docx file unless an employer specifically requests another format, since that file type is generally the most compatible with ATS parsers. The same guidance calls for a single-column layout without tables, text boxes, graphics or images, because ATS software can misread or skip content placed inside those elements.

Standard section headings such as Contact Information, Summary, Skills, Experience and Education help the system sort content correctly, Indeed notes. The same guidance recommends simple bullet points, such as solid circles, instead of decorative symbols like stars or checkmarks.

Contact details belong in the main body of the document rather than in a header or footer, since some ATS programs do not scan those areas. Dates are best written in a consistent format such as "Jan. 2026," and any acronym should be spelled out in full the first time it appears, followed by the abbreviation in parentheses.

Match the exact language of the job posting

Indeed's guidance on keyword matching says that keyword presence and relevance generally matter more than exact word order, and recommends including variants of key terms — such as singular and plural forms like "dashboard" and "dashboards" — while using the exact job title on a resume when it accurately reflects the target role.

SHRM published separate advice attributed to Khaled Hussein, chief executive of recruiting technology company Betterleap, who said in SHRM's reporting that using the job posting's own terms matters because "even though they're synonymous, ATS systems screen for precise wording." He gave the example of writing "client services" instead of "customer services" if that is the phrase the employer used.

SHRM also describes tailoring as an ongoing task for every application: changing which skills are listed, adjusting the order of bullet points, and pulling specific tools, systems or regulations named in the posting into the resume's skills section.

Show results, not just responsibilities

Both sources emphasize replacing duty lists with measurable outcomes. SHRM's reporting, citing Hussein, contrasts a vague claim such as listing "strong communication skills" with demonstrating that skill through a specific, results-based accomplishment, describing this kind of content as more effective for both ATS software and human reviewers.

Indeed's guidance adds that resumes should include quantified metrics and specific accomplishments, and that information such as job titles, employers and dates should be separated onto distinct lines so both software and human readers can scan them quickly.

SHRM's AI-focused guidance, also citing Hussein, recommends keeping only accomplishments relevant to the target role rather than an entire work history, and dropping outdated lines such as "References available upon request." The same article suggests replacing an objective statement with a short profile section summarizing skills, experience and career goals.

Keep the writing itself simple and specific

Hussein's advice in SHRM's reporting is to avoid jargon and acronyms, since unfamiliar shorthand "can trip up the ATS," and to write in language that is easy for any reader — human or software — to understand. For education entries, the same guidance says recent graduates should include details like GPA and coursework, while more experienced applicants can leave those details out.

On the use of AI writing tools, Hussein told SHRM that artificial intelligence can help identify relevant keywords and sharpen phrasing, but said there is "no substitute for a well-written, human-generated resume," meaning a person should still review and finalize the content.

Steps to follow before submitting

1. Read the job posting closely and note its exact wording for skills, tools, certifications and the job title.
2. Choose a simple, single-column layout with standard section headings and plain bullet points such as solid circles, avoiding tables, text boxes and images.
3. Save the file as .docx unless the employer requests a different format, and place contact information in the body of the document.
4. Replace duty descriptions with results-based bullet points that include numbers or measurable outcomes where possible.
5. Work the job posting's keywords into your skills and experience sections naturally, rather than listing them separately.
6. Spell out acronyms on first use, format dates consistently, and keep education details brief unless you are a recent graduate.
7. Review the final draft yourself — or have another person review it — even if AI tools were used to help draft it.