Best Practices for Formatting Contact Information to Pass ATS Scanners

Your contact information is the gateway to every job application. If it isn’t formatted correctly, even the strongest resume can be rejected by an Applicant Tracking System (ATS) before a human ever sees it. In this guide we’ll break down exactly how to format contact information so it sails through ATS scanners, provide checklists, real‑world examples, and answer the most common questions job seekers ask.

Why Contact Formatting Matters for ATS

According to a Jobscan study, 84% of recruiters use an ATS to filter resumes before they reach a hiring manager. The ATS parses plain text, looking for standard patterns such as name, phone number, email, and LinkedIn URL. Anything outside the expected pattern can be ignored or mis‑read, causing your resume to be ranked lower or discarded.

Key takeaway: Clean, conventional contact formatting is a non‑negotiable prerequisite for ATS success.

Core Elements of an ATS‑Friendly Header

Do’s and Don’ts

• Do use a single line or two‑line layout; avoid tables, text boxes, or graphics.
• Do place the header at the very top of the document, before any summary or objective.
• Do use standard fonts (Arial, Calibri, Times New Roman) and a font size of 10‑12 pt.
• Don’t include decorative symbols (★, ✔) or emojis.
• Don’t embed contact info in a header/footer; many ATS ignore those sections.
• Don’t use a personal website URL that redirects through a landing page with pop‑ups.

Step‑By‑Step Guide to Building an ATS‑Ready Header

1. Open a plain‑text editor (e.g., Notepad) or a simple Word document with default margins.
2. Type your name on the first line, bold it for visual impact (bolding is ignored by ATS but helps recruiters).
3. On the second line, list phone, email, LinkedIn, and location separated by a middle dot (·) or simple pipe (|). Example:

   Jane Doe
   +1‑555‑123‑4567 | jane.doe@email.com | https://linkedin.com/in/janedoe | Austin, TX
   

4. Copy the header and paste it at the very top of your resume template.
5. Run an ATS check using Resumly’s free ATS Resume Checker to verify that the system reads each element correctly.
6. Save the file as a .docx or PDF (choose “PDF (Standard)”) and re‑upload to the checker for a final pass.

Real‑World Examples

Example 1: Perfect ATS Header

John Smith
+1‑555‑987‑6543 | john.smith@email.com | https://linkedin.com/in/johnsmith | Seattle, WA

Why it works: Simple, linear, uses only allowed characters, and includes a direct LinkedIn URL.

Example 2: Common Mistake – Table Layout

Why it fails: Many ATS strip out table data, leaving the parser with no recognizable contact fields.

Checklist: Is Your Header ATS‑Ready?

• Name appears on the first line, no titles (Mr., Dr.).
• Phone number uses only numbers, plus sign, and hyphens.
• Email address is professional and free of tags.
• LinkedIn URL is complete and clickable.
• Location is city and state (or city and country for international applicants).
• No tables, text boxes, or graphics are used.
• Header is placed above the summary/objective.
• File passes the Resumly ATS Resume Checker.

Integrating the Header with Resumly’s AI Tools

Resumly’s AI Resume Builder automatically formats your contact section according to ATS best practices. After you input your details, the builder:

1. Validates phone and email syntax.
2. Generates a clean, one‑line header.
3. Offers a preview of how the ATS will read each field.
4. Provides a direct link to run the ATS Resume Checker for instant feedback.

Using these tools saves time and eliminates guesswork, letting you focus on the content of your experience and achievements.

Frequently Asked Questions (FAQs)

1. Can I include a personal website in my header?

Yes, but only if it’s a clean URL (e.g., https://janedoe.com). Avoid landing pages with pop‑ups or redirects, as ATS may ignore the link.

2. Should I list my full address?

No. City and state are sufficient. Full street addresses can cause parsing errors and raise privacy concerns.

3. Is it okay to use a nickname or initials?

Use your legal name as it appears on official documents. Nicknames can confuse the ATS and hiring managers.

4. What if I have multiple phone numbers?

List only the primary number you want recruiters to call. If you need to provide a secondary number, add it in the body of the resume under a “Additional Contact” section.

5. Does the ATS read bold or italic text?

Formatting like bold or italics is ignored by most ATS, but they don’t cause errors. Keep the header plain for maximum compatibility.

6. How do I know if my LinkedIn URL is correct?

Paste the URL into a browser; it should go directly to your profile without redirects. Run it through the LinkedIn Profile Generator for a clean, ATS‑friendly link.

7. Will a PDF version work better than a Word doc?

Both can work, but some older ATS struggle with PDFs. If you choose PDF, use the “Standard” export option from Word or Resumly’s builder.

Mini‑Conclusion: The Power of a Clean Header

Best Practices for Formatting Contact Information to Pass ATS Scanners start with a simple, linear header that follows the exact patterns ATS expects. By adhering to the checklist, using Resumly’s AI tools, and testing with the ATS Resume Checker, you dramatically increase the odds that your resume reaches a human recruiter.

Bonus: Quick Reference Table

Final Thoughts

When you treat the contact header as a critical data point rather than decorative fluff, you set the stage for the rest of your resume to shine. Remember: the ATS can’t read what isn’t there. Keep it simple, keep it standard, and let Resumly’s AI do the heavy lifting.

Ready to craft an ATS‑perfect resume? Visit the Resumly homepage and start building today.