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A resume that looks fine on screen can be misread by applicant tracking systems. Many ATS platforms parse the raw text and metadata differently, so the file you submit affects whether your keywords, dates, and sections are visible to the system.
Choose the simplest file type that the job poster accepts
Common formats are DOCX and PDF. Some employers prefer PDFs because they preserve layout; others prefer DOCX because many ATS parsers were built around Word documents. When the listing specifies a format, use that. When it doesn’t, DOCX is a safe default for many systems because it exposes text for parsing without requiring OCR.
Plain text (TXT) can be useful if an application form has a strict text box or a system explicitly asks for it. Avoid less common formats (Pages, ODT) unless the employer accepts them.
If you must submit a PDF, save it as a text-based PDF rather than an image scan. Image PDFs require OCR and many ATS platforms struggle with OCR output, which can scramble spacing and punctuation.
What to avoid inside the file
Complex elements can break parsing. Many parsers skip content in headers, footers, text boxes, and embedded objects. Tables sometimes get flattened into a hard-to-read order. Decorative fonts or unusual characters can turn into garbled text. Replace icons, logos, and charts with plain text equivalents.
Also check document metadata. Some systems read metadata fields like the document title or author; others ignore them. Removing personal data from metadata is good practice, but don’t rely on metadata to carry key information.
File naming and upload tips
A clear, simple filename helps human reviewers and can help some ATS workflows that store or label files for recruiters. Use your name and a short indicator of the document, such as Lastname_Firstname_Resume.docx. Avoid long strings, special characters (%, &, #), and multiple spaces.
If you’re applying to multiple roles with the same company, adding a short job identifier can help: Lastname_Firstname_ProductManager.docx. Don’t put sensitive personal information in filenames or in the file metadata.
- When in doubt, use DOCX unless the job asks for PDF.
- Save PDFs as text PDFs, not image scans.
- Remove images, complex tables, and text boxes before submitting.
- Name files simply: Last_First_Role.docx and avoid special characters.
- Keep a plain-text copy to check how parsing reads your resume.
Quick ways to test whether your resume parses
Copy the text from your saved file and paste it into a plain-text editor. Check that headings, dates, and bullet content appear in a logical order. If the pasted text looks jumbled, the ATS parser may also misorder content.
Some job sites let you upload and preview how your resume populates the online form. Use that preview to confirm that your work history, dates, and contact details landed in the right fields.
Small changes to file type, filename, or removing a complex table can make a big difference in whether your resume’s keywords and dates are detected by many systems.
If you want an automated check of your file type, filename, and parsing issues, SoJob's ATS resume optimiser can flag common problems and suggest fixes.
