Crafting an ATS Optimized Resume and Cover Letter in 2025

In the modern job market, your resume often has to impress a machine before it reaches a human. Applicant tracking systems screen résumés for fit and rank candidates based on relevance. Research shows that more than 98% of Fortune 500 companies and 70% of large employers rely on ATS software, while only about 35% of small businesses use it¹. Across industries, roughly three‑quarters of recruiters employ ATS tools to manage candidate pipelines¹. The benefits are clear—86% of users say an ATS reduces time‑to‑hire and nearly 79% report higher quality hires¹, but the risks are real. One study found that 75% of companies use ATS and that these systems reject about 75% of applications due to formatting errors or missing keywords². To avoid disappearing into the digital void, job seekers must align their applications with the way ATS platforms evaluate them.

This guide explains how to craft an ATS optimized resume and cover letter that survive the bots and catch the eye of human recruiters.

Understand how ATS works

An ATS does more than store resumes, it parses text, identifies keywords and ranks applicants. Most systems break your resume into sections (e.g., “Work Experience,” “Education,” “Skills”) and compare your credentials with the job description. Because older systems struggle with non‑standard layouts, using tables, images or unusual fonts can cause your information to be misread or ignored. Data shows that 75% of applications are rejected before any human review because of formatting or keyword issues². At the same time, the volume of applications is growing: half of companies currently use AI in hiring and 68% will by 2025³. AI tools review resumes for 82% of employers, while 40% use chatbots to interact with candidates and 23% even deploy AI for interviews³. In this environment, tailoring your resume for automated screening is essential.

Research the role and identify keywords

Start with the job description. Highlight required skills, qualifications and industry terminology. Because ATS platforms rely on keyword matching, integrating relevant terms improves your ranking. Avoid keyword stuffing, though; algorithms are sophisticated enough to penalize unnatural repetition. Instead, weave keywords into bullet points that describe specific achievements (“Managed cross‑functional project using Agile methodology,” “Increased sales revenue by 30% through data‑driven marketing”). Use exact phrasing from the job ad when appropriate and include common synonyms.

Format for readability and parsing

Clean formatting is crucial. An ATS-friendly resume should:

• Use a single-column layout with clear section headings such as “Summary,” “Experience,” “Education” and “Skills.” Avoid multiple columns or text boxes that can disrupt parsing⁴.
• Stick to standard fonts like Arial, Calibri or Times New Roman at 10–12 pt size.
• Avoid graphics, images, charts or decorative fonts. These elements confuse ATS software⁴.
• Save your document as a Word (.doc or .docx) or PDF file, checking the job posting for preferred formats.
• Use bullet points to describe responsibilities and achievements. Keep bullet points concise and begin with strong verbs.

According to Rezi.ai’s ATS resume guide, the right format includes standard headings, a single-column layout, an easy-to-read font and a clean structure⁴. Align your experience to the job description using exact keywords and avoid fancy formatting that can scramble your resume⁴.

Tailor each resume and cover letter

One of the biggest mistakes job seekers make is submitting the same resume for every role. Customizing your resume increases your chances of passing ATS filters. Adjust the order of bullet points to emphasize the most relevant achievements and remove information that doesn’t support your candidacy. In your professional summary, mention the job title and highlight 2–3 key qualifications that match the description. If you’re changing fields, highlight transferable skills and include relevant coursework or certifications.

Your cover letter should also be tailored. Address the hiring manager by name if possible, reference the company’s values or mission and explain why your experience makes you a strong fit. Keep it concise, around 300–400 words, and incorporate keywords naturally.

Apply selectively and follow instructions

Quantity doesn’t beat quality. Data suggests that ATS tools filter resumes for required years of experience, education levels and specific skills. Applying for jobs you’re not qualified for can waste your time and hurt your chances if the ATS records multiple unsuccessful attempts. Focus on roles where you meet at least 70% of the requirements. Read the application instructions carefully; some employers request a specific file type or ask candidates to answer screening questions. Failing to comply can result in automatic rejection.

Leverage AI tools responsibly

AI-powered resume builders and keyword scanners can help you identify important terms and polish your application, but they should supplement, not replace, your judgment. A survey of business leaders found that 51% of companies currently use AI in hiring and 82% use AI to review resumes³. By the end of 2025, 68% will adopt AI, and many plan to use it for assessments, chatbots and even interviews³. However, nearly all employers acknowledge that AI can produce biased recommendations; 9% say it always does and 24% say it often does³. Over half of companies worry that AI could screen out qualified applicants and nearly half are concerned about the lack of human oversight³. Use AI tools to optimize your resume, but maintain authenticity and proofread manually. Never rely on AI to fabricate credentials or exaggerate achievements.

Measure and refine your strategy

Once you have an ATS friendly resume, monitor your results. Keep track of how many callbacks you receive for each version of your resume and adjust accordingly. Experiment with different layouts and keyword placements, but keep changes incremental to determine what works. Join professional networks and online forums to exchange tips with other job seekers.

Conclusion

Navigating ATS filters is a reality of the modern job search. By understanding how these systems work, researching keywords, using clean formatting and tailoring each application, you can drastically improve your chances of getting through automated screenings. Remember that an ATS friendly resume is also a recruiter friendly resume: clear, concise and relevant. Combining smart preparation with responsible use of AI tools will help you stand out in the competitive 2025 job market.

---

Ready to optimize your resume for ATS success? Use Cirby.ai’s AI‑powered tools to identify keywords, format your documents and create targeted cover letters that resonate with recruiters.

---