How to properly format an ATS friendly resume
- Alex Khamis
- Aug 27, 2022
- 5 min read
Updated: Jul 22
The way you layout information in your resume is critical because it impacts readability. The style and layout should enhance the content of your resume and make it easier to see, not hinder it.
Accordingly, you don’t want to use messy layouts that have too much going on. You may think that you’re standing out from the crowd, but what you’re actually doing is making it more difficult to read.
Your goal should always be to make your resume as easy to read as possible.
There are a lot of really fancy, dual (or even triple) column layouts floating all around the web. While they may look really cool, they will more than likely hurt your chances of success because of how incompatible they are with applicant tracking systems (ATS – more on that later).
I generally recommend using a simple, single-column layout that’s been prepared in programs like Microsoft Word, Google Docs, Apple Pages, or LibreOffice. Avoid using LaTeX resumes because they too can cause trouble with ATS.
Below, I’m going to go into more detail on the various aspects of your resume’s formatting.
Resume Length
This is a very controversial topic in the world of resume writing. You’ve probably heard people tell you to “keep it to one page no matter what if you have less than X amount of experience”.
The rationale behind using a one-page resume is that your entire story can be viewed in one glance. However, the problem arises when you have a lot of valuable experience and accomplishments that you’re sure would benefit your candidacy. What do you do then?
My advice would be to use one to two pages, no matter your experience level, depending upon your needs. If you have five years of experience but have accumulated an impressive list of accomplishments that requires two pages, by all means use two.
On the other hand, maybe you’re a tradesperson that has been with the same company for 17 years, doing the same type of work. Using one page is totally fine in this case.
A few exceptions to watch for:
If you’re in academia, you’ll be using an academic CV, which can be anywhere from 3 to 15 pages long.
If you’re in IT, cybersecurity, or software engineering, two to three pages is considered standard.
If you’re a senior executive with an extensive work history, three pages is totally acceptable.
Fonts
The key with choosing any font is that it should be clean and easy to read. See below for an illustration of how different fonts can play out. Click each font to see how it displays differently.
Font Size
For body text, keep size to between 10 and 11. Too small and readability suffers, while too big will impact space and efficiency.
Header Fonts
The text you use in your headings and for your name at the top don’t need to be the same font or size. For example:
The difference in font and size plays an important role and that is to help the reader distinguish the various sections and content in each.
Bold, Italics, or Underlined and Capitalized Text
Bold, italics, all caps and small caps can all be used in moderation to draw attention to information on your resume.
Dividing Lines
Dividing lines are another useful tool to compartmentalize the various sections and provide a clear distinction between where one section ends, and another begins.
To add a bottom border divider in Microsoft Word, see below:
Shading
I like to use shading in section headings to help that stand out. You can also use shading to distinguish other content in your resume, such as a testimonial. However, like bold, italics, and caps, this should be used sparingly. See below:
Alignment
I like to fully justify the body text of the resumes I write because I find it gives it a cleaner and more symmetrical look on both sides.
This is particularly useful for ensuring your dates are aligned to the right of your resume. To align information to the right, simply tab before the text you want to right align.
Margins
In the past, the resume’s margin, which is the space between the edge of the text and the edge of the document, needed to be a certain size (around 1 inch or around 2.5 cm) on the sides and the top/bottom. This is simply to make sure all of the stuff on a resume came out during printing.
Nowadays, few recruiters actually print a resume and because of this, you can use a smaller margin for a more modern look. You also get the added bonus of being able to fit more text into the document.
To change margins in Microsoft Word, go to the ‘Layout’ tab and click on ‘Margins’ in the top left corner. I typically like to use margin of 1.5 cm or 0.6 inches for the sides and 2 cm or 0.8 inches on the top.
Frequently Asked Questions
How long should a resume be?
Use one to two pages based on your needs, not just your experience level. If you have five years of experience but impressive accomplishments that require two pages, use two pages. If you're a tradesperson with 17 years at one company doing similar work, one page works fine.
Exceptions: Academic CVs (3-15 pages), IT/cybersecurity/software engineering (2-3 pages), and senior executives (up to 3 pages).
What are the best resume fonts?
Stick to clean, professional fonts that work well with Applicant Tracking Systems (ATS):
Calibri - Modern standard, great for corporate roles
Arial - Clean sans-serif, universally readable
Times New Roman - Traditional choice, but can look dated on screens
Helvetica - Professional and crisp
Font size: 10-12 points for body text. Your name and headers can be slightly larger.
How large should a resume margins be?
Use 1-inch margins on all sides as the standard. If you need more space, you can reduce to 0.75 inches, but never go below 0.5 inches. Smaller margins make your resume hard to read and can cause ATS parsing issues.
Modern resumes can use slightly smaller margins (around 0.6 inches) since most recruiters view resumes digitally rather than printing them.
How will I know if my resume is ATS compatible?
To ensure ATS compatibility:
Use simple, single-column layouts
Avoid fancy graphics, tables, or multiple columns
Stick to standard section headings like "Work Experience" and "Education"
Save as .docx or PDF (check job posting for preferences)
Use standard fonts and avoid decorative elements
Test tip: Save your resume as a plain text file (.txt) to see how ATS will read it.
Can I use bold, italics, or colors on my resume?
Yes, but sparingly. Bold text works well for section headings and job titles. Italics can be used for company names or dates. A touch of color (like navy or dark gray) for headers is acceptable.
Avoid: Multiple colors, excessive formatting, or putting important information in graphics that ATS can't read.
Should my resume be left aligned, right aligned, or centered?
Left-align your text for the best readability and ATS compatibility. You can center your name and contact information at the top, but keep all other text left-aligned.
Avoid justified text - it creates uneven spacing between words that's harder to read.
How do I add dividing lines between sections?
Dividing lines help organize your resume sections. In Microsoft Word:
Place cursor at the end of a section
Go to "Home" tab
Click the arrow next to the borders icon
Select "Bottom Border"
Keep lines simple and consistent throughout your resume.
Author
Alex Khamis is a Certified Professional Resume Writer and Managing Partner at Final Draft Resumes and Resumatic.
He has over six years of experience helping job seekers create compelling career narratives on top of 12 years of business and technical communications experience in the engineering industry.