Resume Keywords: How to Get Past Applicant Tracking Systems 

Job hunting in 2025 feels a bit like trying to crack a code. You spend hours perfecting your resume, only to hear… nothing.

Not even a rejection. Just the void of the application black hole. Been there? Yeah, me too.

Here’s the thing—before a human ever sees your resume, it’s likely being filtered through an Applicant Tracking System (ATS). These digital gatekeepers scan your resume for specific keywords and decide whether you’re worth a hiring manager’s time. I’ve spent the last decade helping job seekers navigate this digital obstacle course and I’ve seen firsthand how the right keywords can make or break your job search.

In this guide, we’ll dive into:

• What exactly an ATS is (and why they’re not going away)
• How to identify the right keywords for your target roles
• Smart placement strategies that satisfy both algorithms and human readers
• Common ATS mistakes that might be killing your chances
• Real examples of before/after resumes that made it through

Let’s turn that frustrating silence into interview invitations, shall we?

Understanding the ATS Beast

First things first—what exactly are we dealing with here?

An Applicant Tracking System (ATS) is software that helps employers manage the recruiting process. These systems collect, sort and rank job applications based on how well they match the position requirements. They’re essentially digital HR assistants that help companies handle the overwhelming volume of applications they receive.

According to research from Jobscan, over 98% of Fortune 500 companies use some form of ATS. And it’s not just the big players—about 66% of mid-sized companies and around 35% of small businesses have adopted these systems! Bottom line? You’re almost certainly encountering them in your job search.

A study by Harvard Business School found that 75% of resumes are never seen by human eyes due to ATS filtering. Your resume needs to speak the ATS language before it can speak to a hiring manager.

The primary way an ATS evaluates your resume is through keyword matching. The system is programmed to look for specific terms that indicate relevant skills, experience and qualifications. If your resume doesn’t contain enough of these keywords, it might be filtered out before a human ever sees it.

Common ATS platforms include:

• Taleo (used by Oracle)
• Workday
• Greenhouse
• Lever
• iCIMS
• BambooHR

Each system has its quirks, but they all function on the same basic principle: matching keywords from your resume to keywords in the job description.

Identifying the Right Keywords

Not all keywords are created equal. The trick is figuring out which ones matter for your specific target role. Let’s break down how to identify them:

Job Description Mining

The job description is your golden ticket. It literally tells you what the employer is looking for! I suggest creating a simple process:

1. Copy the full job description into a document
2. Highlight skills, qualifications, responsibilities and industry terms
3. Pay special attention to words or phrases that appear multiple times
4. Note both hard skills (technical abilities) and soft skills (interpersonal traits)

For example, a marketing job might repeatedly mention “SEO,” “content strategy,” and “Google Analytics.” Those are obvious keywords to include. But don’t miss subtler terms like “cross-functional collaboration” or “data-driven decision making.”

Industry-Specific Terminology

Every industry has its own language. Using the right terminology signals that you’re an insider who understands the field. For instance:

• IT professionals should include specific programming languages, methodologies (Agile, Scrum) and certifications
• Healthcare workers need to reference relevant regulatory frameworks (HIPAA), clinical systems and specialized procedures
• Financial roles should include specific analysis methods, regulations and software platforms

I once worked with a client who kept getting rejected for project management roles. Looking at her resume, I noticed she used the term “led projects” throughout—but never once mentioned “project management,” “PMBOK,” “Agile,” or “Scrum.” Small terminology differences, massive impact on ATS scoring.

Keyword Research Tools

Sometimes the best approach is a bit more systematic. Several tools can help you identify the most important keywords:

• JobScan: Compares your resume to a job description and highlights missing keywords
• LinkedIn Skills Assessment: Shows you trending skills in your industry
• Word Cloud generators: Visual representation of the most frequent terms in job descriptions
• Google Trends: See how certain industry terms are trending

I particularly like comparing 5-10 similar job descriptions to identify common terms. If “project lifecycle management” appears in 8 out of 10 relevant job postings, that’s a strong indicator it should be on your resume.

Keyword Placement Strategies

It’s not just about which keywords you use—it’s also about where and how you use them. Let’s talk strategy.

The Resume Summary: Your Keyword Goldmine

Your resume summary or professional profile is prime real estate for keywords. This 3-5 line section at the top of your resume gets read first by both ATS and humans. Make it count!

A weak summary looks like this:

“Dedicated professional with extensive experience and a track record of success.”

A strong, keyword-rich summary looks like this:

“Results-driven Digital Marketing Manager with 7+ years specializing in SEO optimization, content strategy and Google Analytics. Proven track record increasing organic traffic by 187% and reducing customer acquisition costs by $23.40 per conversion.”

See the difference? The second example naturally incorporates keywords while providing specific, quantifiable achievements.

Strategic Keyword Distribution

While your summary is important, keywords should appear throughout your entire resume. Here’s where to place them:

• Skills section: Create a dedicated skills section that lists relevant technical abilities, software proficiencies and methodologies
• Work experience: Weave keywords into your bullet points, describing how you’ve applied these skills in real scenarios
• Education/Certifications: Include relevant coursework, certifications, or training that contains industry keywords

The key is natural integration. Don’t just stuff keywords randomly—incorporate them into meaningful statements about your experience and accomplishments.

Keyword Formatting Considerations

Different ATS systems handle formatting differently, so it’s best to follow these guidelines:

• Use both spelled-out terms and acronyms (e.g., “Search Engine Optimization (SEO)”)
• Stick to standard section headings (“Work Experience” instead of creative alternatives like “Career Journey”)
• Avoid placing keywords in headers, footers, or text boxes, as some ATS systems can’t read these areas
• Use standard fonts like Arial, Calibri, or Times New Roman
• Keep formatting simple—fancy columns or graphics can confuse ATS systems

I once had a client with an absolutely gorgeous resume created in Adobe InDesign. Visually stunning… and completely unreadable by ATS systems. We recreated it in Word with proper keyword placement and suddenly interviews started rolling in.

Keyword Optimization Examples by Industry

Let’s look at some real-world examples of how keyword optimization varies across industries:

Industry	Common ATS Keywords	Example Resume Phrasing
Information Technology	Python, JavaScript, AWS, CI/CD, DevOps, cloud architecture	“Led DevOps implementation that automated CI/CD pipeline using AWS and Python, reducing deployment time by 78%”
Marketing	SEO, conversion rate, A/B testing, customer acquisition, content strategy	“Developed content strategy that improved SEO rankings for 37 keywords, increasing conversion rates by 14.2%”
Healthcare	Patient care, HIPAA compliance, electronic medical records (EMR), clinical assessment	“Managed patient care for 25+ daily cases while ensuring HIPAA compliance and accurate EMR documentation”
Finance	Financial analysis, risk assessment, regulatory compliance, forecasting, P&L	“Conducted financial analysis and forecasting that identified $1.2M in cost-saving opportunities while maintaining regulatory compliance”

Notice how each example naturally incorporates multiple keywords while still focusing on accomplishments and results? That’s the sweet spot you’re aiming for.

Common ATS Keyword Mistakes to Avoid

After reviewing thousands of resumes, I’ve seen some recurring mistakes that trip people up. Let’s make sure you avoid them.

Keyword Stuffing

While keywords are crucial, cramming them in unnaturally can backfire. Many modern ATS systems (and certainly human reviewers) can detect keyword stuffing—the practice of loading your resume with keywords in a way that doesn’t make sense.

Bad example: “Used leadership leadership leadership to lead team leading projects with leadership skills.”

Good example: “Led cross-functional team of 12 developers, implementing Agile methodologies that improved project delivery timelines by 34%.”

The second example uses keywords (led, cross-functional, Agile) naturally while providing context and results.

Using the Wrong Keywords

Sometimes job seekers focus on buzzwords rather than the actual skills and qualifications the employer is seeking. Industry jargon has its place, but make sure you’re targeting the specific terms in the job description.

For instance, if the job calls for “customer relationship management experience” but you only mention “client communications,” you might miss a keyword match. Be precise with your terminology.

Ignoring Keyword Variations

Different companies might use different terms for the same skill or concept. Consider including variations:

• “Project management” and “project coordination”
• “Customer service” and “client relations”
• “Data analysis” and “statistical analysis”

This is particularly important when a skill might be listed differently in various job descriptions you’re applying to. Just don’t go overboard—focus on the most common variations.

Forgetting the Humans

The ultimate goal isn’t just to get past the ATS—it’s to impress the human who eventually reads your resume. Your document needs to be ATS-friendly AND reader-friendly.

I’ve seen some truly bizarre resumes where people literally pasted the entire job description at the bottom in white text (thinking they could “trick” the ATS). Not only is this unethical, but modern systems can detect this tactic. Plus, what happens when a human actually reads it?

Focus on creating a resume that flows naturally, tells your career story and highlights your achievements while incorporating relevant keywords.

Testing Your Resume Against ATS Systems

So how do you know if your resume is actually ATS-friendly? Here are some practical ways to test it:

ATS Simulation Tools

Several online tools can analyze your resume against ATS criteria:

• JobScan.co: Compares your resume against job descriptions and provides a match rate
• Resume Worded: Offers ATS-specific feedback and keyword suggestions
• TopResume’s free review: Provides basic ATS compatibility feedback

These tools aren’t perfect, but they can identify obvious issues like missing keywords or formatting problems.

The Copy/Paste Test

One simple DIY test: copy all the text from your resume (if it’s a PDF or Word doc) and paste it into a plain text editor like Notepad. If the result is a jumbled mess with missing information or strange characters, an ATS might have the same problem reading it.

Check especially for:

• Missing text or sections
• Characters that convert to nonsense symbols
• Loss of formatting that changes the meaning of content

Before and After Example

Let me show you a quick before/after example from a real client (details changed for privacy):

BEFORE:
“Managed team and handled projects for large corporate clients. Responsible for ensuring quality and timeline adherence. Worked with various departments to deliver results.”

AFTER:
“Led cross-functional project team of 7 using Agile methodology, delivering 12 enterprise-level software implementations for Fortune 500 clients with 100% on-time completion rate. Performed quality assurance testing that reduced post-launch bugs by 42% compared to previous releases.”

The second version incorporates specific keywords (led, cross-functional, Agile, enterprise-level, quality assurance) while providing concrete metrics and achievements. It’s both ATS-friendly AND impressive to human readers.

Beyond Keywords: Other ATS Considerations

While keywords are the main focus of this article, there are other ATS factors worth mentioning:

Resume Format and File Type

Most ATS systems prefer simple, clean formats:

• Use standard Word (.docx) or PDF files (though some older systems struggle with PDFs)
• Avoid templates with text boxes, tables, or multiple columns
• Skip headers and footers (some ATS systems ignore this content)
• Avoid graphics, logos, or images

When in doubt, simplicity wins. A clean, single-column format with clear section headings is your safest bet.

Chronological vs. Functional Resumes

Most ATS systems are designed to read chronological resumes (where work history is listed in reverse chronological order). Functional resumes, which organize information by skill rather than timeline, often confuse ATS systems.

If you have employment gaps or are changing careers, consider a hybrid format that includes both a skills section AND a chronological work history.

I’d be happy to continue writing this article about ATS keywords and resume optimization. Here’s my continuation:

Tailoring Your Resume for Each Application

The “one-resume-fits-all” approach simply doesn’t work in today’s competitive job market. Here’s why customization is crucial:

Every job posting contains a unique set of keywords and requirements, even for similar positions at different companies. A product manager role at Google might emphasize different skills than one at Microsoft or a startup. By tailoring your resume for each application, you dramatically increase your keyword match rate.

A study by Talent Works International found that tailored resumes are 3x more likely to get an interview than generic ones. The time investment pays off.

The 80/20 Approach to Resume Tailoring

Customizing every resume doesn’t mean starting from scratch each time. Use the 80/20 rule:

• Keep 80% of your resume as your core content (your work history, education, major achievements)
• Customize the remaining 20% for each job application, focusing on:
  • Your resume summary/profile
  • Skills section
  • Bullet points that highlight relevant experiences
  • Keywords that match the specific job description

I recommend creating a “master resume” document that contains all your experiences, skills, and accomplishments. For each application, copy this master document and trim it down to highlight what’s most relevant for that specific role.

Quantifying Your Keyword-Related Achievements

Keywords get you past the ATS, but compelling achievements get you the interview. The most powerful approach combines both:

Weak: “Experienced in social media marketing.”

Strong: “Increased Instagram engagement by 43% through strategic content planning and analytics-driven audience targeting.”

Both examples include keywords, but the second demonstrates measurable impact. Whenever possible, quantify your achievements with percentages, dollar amounts, time saved, or other metrics.

The Hidden Power of ATS-Friendly LinkedIn Profiles

Your ATS optimization strategy shouldn’t stop at your resume. Many companies now use software that automatically imports LinkedIn profile data into their ATS. This means your LinkedIn profile needs to be keyword-optimized too.

Key areas to focus on:

• Headline: Don’t just list your current job title. Use all 220 characters to include key skills and specialties
• About section: Front-load this section with industry-specific keywords and accomplishments
• Skills section: LinkedIn allows you to add up to 50 skills—use them all, prioritizing those most relevant to your target roles
• Job descriptions: Like your resume, these should contain keywords naturally integrated with achievements

LinkedIn also offers the added advantage of skill endorsements and recommendations, which can serve as additional keyword reinforcement.

ATS Myths Debunked

Let’s clear up some common misconceptions about ATS systems:

Myth 1: “The more keywords, the better”

Reality: Quality and relevance matter more than quantity. Most modern ATS systems use semantic search algorithms that understand context, not just exact matches. Five well-placed, highly relevant keywords will serve you better than 20 marginally related ones.

Myth 2: “White text keyword stuffing works”

Reality: This old trick (adding keywords in white text at the bottom of your resume) not only violates ethical standards but is easily detected by modern ATS systems. Many now flag suspicious patterns that could indicate attempts to game the system.

Myth 3: “All ATS systems are the same”

Reality: There are dozens of different ATS platforms, each with its own algorithms and quirks. While you can’t optimize for every single one, focusing on clean formatting and natural keyword integration will work well across the board.

Myth 4: “PDF files are always ATS-friendly”

Reality: While many modern ATS systems can read PDFs, some older systems still struggle with them. When in doubt, have both a .docx and PDF version ready, and follow the application instructions regarding preferred file types.

The Future of ATS Keyword Optimization

As AI and machine learning continue to evolve, so do ATS systems. Here’s what to watch for:

AI-Powered Contextual Understanding

Newer ATS systems are moving beyond simple keyword matching toward understanding the context and relevance of your experience. They can better recognize when you’ve performed relevant work, even if you don’t use the exact terminology in the job description.

For example, if a job requires “customer success management” but your resume mentions “client relationship management,” advanced systems can recognize the similarity.

Predictive Hiring Algorithms

Some companies now use AI to predict which candidates will succeed based on patterns from previous successful hires. These systems consider factors beyond keywords, including career progression, company sizes, and even writing style.

To prepare for this trend:

• Demonstrate clear career progression in your work history
• Highlight achievements that show growth and increasing responsibility
• Use action verbs and confident, positive language

Skills Assessment Integration

Many ATS platforms now integrate directly with skills assessment tools. Instead of just claiming you know Python or digital marketing, you might be asked to prove it through an integrated assessment.

This actually benefits candidates who truly have the skills but might not have perfected their keyword strategy. Be prepared to back up the skills you claim with practical demonstrations.

Key Takeaways: Your ATS Optimization Checklist

As we wrap up, here’s a practical checklist to ensure your resume is fully optimized for ATS success:

• ✅ Analyze each job description for key skills, requirements, and terminology
• ✅ Include both the spelled-out terms and acronyms (e.g., “Search Engine Optimization (SEO)”)
• ✅ Place important keywords in your resume summary and skills section
• ✅ Naturally integrate keywords throughout your work experience bullets
• ✅ Quantify achievements related to key skills whenever possible
• ✅ Use standard section headings and simple formatting
• ✅ Save in an ATS-friendly format (.docx is safest)
• ✅ Test your resume with an ATS simulation tool before applying
• ✅ Customize for each job application, especially your summary and skills sections
• ✅ Keep your LinkedIn profile aligned with your resume keywords

The Human Element: Don’t Forget What Happens After the ATS

While this guide has focused primarily on getting past the ATS, remember that your ultimate audience is human. A keyword-stuffed resume that reads like a robot wrote it won’t impress a hiring manager, even if it scores 100% on ATS compatibility.

The best resumes strike a balance—they contain the right keywords in the right places while still telling a compelling career story. They demonstrate not just that you have the required skills, but that you’ve used those skills to create meaningful results.

After all, the goal isn’t just to get past the digital gatekeeper—it’s to walk through the actual door and into your next great opportunity.

Good luck with your job search! The right combination of relevant keywords and impressive achievements will help ensure your resume makes it to human eyes—and ultimately, to the interview stage.