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Best Practices for Formatting PDF Resumes to Avoid ATS Parsing Errors
Applicant Tracking Systems (ATS) are the gatekeepers of modern hiring. If your PDF resume trips up an ATS, it may never reach a human recruiter. This guide walks you through the best practices for formatting PDF resumes to avoid ATS parsing errors, backed by data, step‑by‑step checklists, and real‑world examples. By the end, you’ll have a resume that looks great and passes through any ATS with ease.
Why Choose PDF?
PDFs preserve layout across devices, but not all PDFs are ATS‑friendly. According to a 2023 Jobscan study, 71% of recruiters use ATS, and 58% reported that poorly formatted PDFs caused parsing failures. The key is to balance visual polish with machine readability.
Tip: Use the Resumly AI Resume Builder to generate a clean PDF that follows ATS guidelines. Learn more at https://www.resumly.ai/features/ai-resume-builder.
Common ATS Parsing Pitfalls
| Pitfall | Why It Fails | Example |
|---|---|---|
| Complex tables | ATS reads tables as a single string, losing column separation. | A two‑column skills table becomes "JavaPythonC++". |
| Headers/Footers | Many ATS ignore header/footer text, dropping contact info. | Your phone number in the header disappears. |
| Non‑standard fonts | Unrecognised fonts are stripped, leaving garbled text. | "Calibri Light" becomes unreadable symbols. |
| Graphics & Icons | Images are ignored, causing missing sections. | A bar‑graph skill rating disappears. |
| Multi‑column layouts | ATS reads left‑to‑right, merging columns incorrectly. | Experience and education swap places. |
Best Practice #1 – Stick to Standard Fonts
Use fonts that ATS can read: Arial, Times New Roman, Calibri, Helvetica, Georgia. Avoid decorative fonts like Comic Sans, script fonts, or custom embedded fonts.
How to implement:
- Open your document in Word or Google Docs.
- Select the entire text (
Ctrl+A). - Choose Arial (size 11‑12) for body text and Calibri Bold for headings.
- Save as PDF.
Best Practice #2 – Keep the Layout Simple
| Do | Don't |
|---|---|
| Use a single column. | Use multi‑column or sidebars. |
| Separate sections with clear headings. | Embed text inside tables for alignment. |
| Use bullet points for lists. | Use custom icons or images for bullets. |
Why? A linear, single‑column flow mirrors how ATS reads the file: top‑to‑bottom, left‑to‑right.
Best Practice #3 – Use Clear Section Headings
Bold, all‑caps headings like PROFESSIONAL EXPERIENCE or EDUCATION help ATS identify sections. Avoid creative titles such as "My Journey".
**PROFESSIONAL EXPERIENCE**
**EDUCATION**
**SKILLS**
Best Practice #4 – Optimize Keywords Strategically
ATS scores your resume against the job description. Insert exact keywords (e.g., "project management", "SQL", "Agile") in context.
Action steps:
- Copy the job posting into a document.
- Highlight required skills.
- Mirror those terms in your Skills and Experience sections.
- Run the resume through the Resumly ATS Resume Checker to see a keyword match score: https://www.resumly.ai/ats-resume-checker.
Best Practice #5 – Save as PDF/A‑1b
PDF/A is an ISO‑standardized version of PDF designed for long‑term archiving. It strips out unsupported elements and ensures consistent rendering.
How to export (Word):
File → Save As.- Choose PDF.
- Click Options → check ISO 19005‑1 compliant (PDF/A).
- Save.
Best Practice #6 – Test Before You Send
Never assume your PDF will parse correctly. Use free tools:
- Resumly ATS Resume Checker – gives a parsing preview.
- Resume Readability Test – ensures plain‑language flow.
- Buzzword Detector – avoids over‑use of jargon.
CTA: Run your draft through the ATS checker now: https://www.resumly.ai/ats-resume-checker.
Checklist: PDF Resume ATS‑Ready
- Standard fonts (Arial, Times New Roman, Calibri, Helvetica, Georgia).
- Single‑column layout, no tables for text.
- All contact info in the main body, not header/footer.
- Clear, conventional headings (PROFESSIONAL SUMMARY, EXPERIENCE, EDUCATION, SKILLS).
- Keywords from the job description appear naturally.
- No images, icons, or graphics.
- Saved as PDF/A‑1b.
- Passed the Resumly ATS Resume Checker with ≥ 85% parsing score.
Do’s and Don’ts Quick Reference
| Do | Don't |
|---|---|
| Do use bullet points for achievements. | Don’t use special characters like ► or ★. |
Do keep file name simple: John_Doe_Resume.pdf. |
Don’t use spaces or special symbols in the file name. |
| Do include a plain‑text version for ATS that strips formatting. | Don’t rely solely on a graphic‑heavy PDF. |
| Do test with multiple ATS simulators. | Don’t assume one test covers all systems. |
Step‑By‑Step Guide to Format Your PDF Resume
- Draft in a Plain Text Editor – Start with a .docx that follows the simple layout.
- Apply Standard Styles – Set Heading 1 for section titles, Normal for body.
- Insert Keywords – Use the Resumly Job‑Search Keywords tool to discover high‑impact terms: https://www.resumly.ai/job-search-keywords.
- Convert to PDF/A – Follow the export steps above.
- Run the ATS Checker – Upload to https://www.resumly.ai/ats-resume-checker and note any flagged items.
- Iterate – Fix flagged issues, re‑export, and re‑test.
- Final Review – Use the Resume Readability Test to ensure clarity: https://www.resumly.ai/resume-readability-test.
Mini Case Study: From Rejection to Interview
Background – Sarah, a marketing coordinator, sent a PDF resume with a two‑column layout and custom icons. She received a generic rejection after two weeks.
Action – She rebuilt her resume using the Resumly AI Resume Builder, applied the best‑practice checklist, saved as PDF/A, and ran the ATS checker.
Result – Parsing score jumped from 62% to 94%. Within a week, she secured three interview invitations for senior marketing roles.
Takeaway: Small formatting tweaks can dramatically improve ATS success.
Frequently Asked Questions (FAQs)
1. Can I use a PDF with a background image?
No. Background images are ignored by most ATS and can cause parsing errors. Stick to a plain white background.
2. Are tables ever acceptable?
Only for simple, single‑cell tables that act as spacing. Complex tables should be avoided.
3. How many keywords should I include?
Aim for 5‑7 core keywords that appear in the job description, placed naturally throughout the resume.
4. Does the file size matter?
Keep the PDF under 1 MB. Larger files may be truncated by some ATS.
5. Should I include a LinkedIn URL?
Yes, but place it in the main body, not the header/footer.
6. What if the employer requests a DOCX?
Provide a clean DOCX version that mirrors the PDF layout. Many ATS parse DOCX more reliably.
7. How often should I update my resume?
Review and refresh every 6‑12 months, especially after new achievements or role changes.
8. Can the Resumly Chrome Extension help?
Absolutely. It lets you capture job descriptions and auto‑populate keywords directly into your resume: https://www.resumly.ai/features/chrome-extension.
Conclusion
Mastering the best practices for formatting PDF resumes to avoid ATS parsing errors is essential for any job seeker who wants their application to be seen. By using standard fonts, a simple single‑column layout, clear headings, keyword optimization, PDF/A compliance, and thorough testing, you dramatically increase the odds that an ATS will read your resume correctly. Pair these tactics with Resumly’s AI‑powered tools—like the AI Resume Builder, ATS Resume Checker, and Resume Readability Test—to create a polished, ATS‑friendly PDF that lands you interviews.
Ready to build a flawless PDF resume? Visit the Resumly homepage and start your free trial today: https://www.resumly.ai.
