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how to format resumes that appeal to both ai and humans
In today's hyper‑competitive job market, a resume must speak the language of algorithms while still resonating with a human hiring manager. This guide shows you exactly how to format resumes that appeal to both AI and humans, using data‑backed tactics, practical checklists, and real‑world examples. By the end, you’ll have a hybrid resume that clears applicant tracking systems (ATS), impresses recruiters, and lands more interviews.
Understanding the Dual Audience: AI and Human Recruiters
AI (or ATS) Perspective – Most large companies run resumes through an applicant tracking system before a person ever sees them. The ATS parses text, matches keywords, and scores candidates based on relevance. If your resume isn’t machine‑readable, it gets discarded automatically.
Human Perspective – Once the ATS flags a candidate, a recruiter or hiring manager reads the document. They look for clarity, storytelling, and visual cues that convey professionalism and cultural fit.
Key takeaway: The ideal resume balances structured data for AI with engaging narrative for humans.
Core Principles of AI‑Friendly Formatting
- Use standard headings –
Contact Information,Professional Summary,Work Experience,Education,Skills. - Stick to simple fonts – Arial, Calibri, or Helvetica, 10‑12 pt size.
- Avoid tables, text boxes, and graphics – ATS can’t read them.
- Save as .docx or PDF (ATS‑optimized) – Most systems parse these formats reliably.
- Include exact job‑specific keywords – Pull them from the posting and embed naturally.
AI‑Friendly Checklist
- File type is .docx or ATS‑compatible PDF
- No headers/footers that hide text
- Section titles are plain text (no special characters)
- Dates are in a consistent format (e.g., Jan 2020 – Present)
- Contact info is at the top, not in a header/footer
- Keywords appear at least 3‑4 times throughout the document
Human‑Centric Design Elements
While the ATS cares about structure, humans care about readability and visual hierarchy.
- Professional Summary – A 2‑3 sentence pitch that tells a story, not just a list of buzzwords.
- Bullet‑point achievements – Start each with a strong action verb and quantify results (e.g., Increased sales by 27%).
- White space – Keep margins at 1" and use line breaks to avoid dense blocks of text.
- Consistent styling – Bold only for headings, use italics sparingly.
- Tailored language – Mirror the tone of the company culture (formal vs. startup‑casual).
Do/Don’t List
| Do | Don't |
|---|---|
| Use a clean, single‑column layout | Insert multi‑column tables or sidebars |
| Highlight measurable outcomes | List duties without results |
| Keep the resume under two pages (unless you have 10+ years of experience) | Overload with every job you ever held |
| Use active voice | Use passive voice or vague phrasing |
Step‑by‑Step Guide to Building a Hybrid Resume
Step 1: Choose an ATS‑Safe Template
Start with a template that follows the AI‑friendly principles above. The Resumly AI Resume Builder offers dozens of ATS‑compatible designs that you can customize in minutes.
Step 2: Craft a Magnetic Professional Summary
Write a 2‑sentence summary that combines a human‑focused narrative with keyword density. Example:
Data‑driven marketing analyst with 5 years of experience optimizing ROI for e‑commerce brands. Proven expertise in Google Analytics, SEO, and A/B testing that consistently drives a 15% lift in conversion rates.
Notice the inclusion of “marketing analyst”, “Google Analytics”, and “SEO” – all likely keywords from a typical job posting.
Step 3: Optimize Each Section with Targeted Keywords
Use the Job Search Keywords tool to extract high‑impact terms from the posting. Then weave them naturally into:
- Work Experience – Highlight achievements with those terms.
- Skills – List both hard and soft skills, matching the job description.
- Education – Include relevant coursework or certifications.
Step 4: Run an ATS Simulation
Upload your draft to the ATS Resume Checker. The tool scores your resume on keyword match, formatting, and readability. Aim for a score of 80 % or higher before moving on.
Step 5: Polish for Human Readability
Run the Resume Readability Test to ensure a Flesch‑Kincaid grade level of 8‑10. Simplify complex sentences and replace jargon with plain language.
Step 6: Get a Peer Review
Use the Resume Roast for a quick, AI‑generated critique. It flags overused buzzwords, passive voice, and formatting glitches.
Step 7: Final Touches & Export
- Verify contact details are correct.
- Add a link to your LinkedIn profile (use the LinkedIn Profile Generator for a polished URL).
- Export as a PDF with the “Standard” setting to keep formatting intact.
Real‑World Example: Transforming a Generic Resume
Below is a before‑and‑after of a typical entry‑level marketing resume.
Before (plain text, no keywords, dense paragraphs):
John Doe
Marketing Assistant
Experience:
- Worked on campaigns.
- Managed social media.
- Created content.
Education: B.A. in Marketing.
After (AI‑friendly, human‑centric, quantified):
John Doe | (555) 123‑4567 | [email protected] | linkedin.com/in/johndoe
Professional Summary
Creative marketing assistant with 2 years of experience driving brand awareness for SaaS startups. Skilled in SEO, email automation, and data‑driven social campaigns that increased follower growth by 40%.
Work Experience
Marketing Assistant, TechWave – San Francisco, CA (Jan 2022 – Present)
- Developed and executed SEO strategy that lifted organic traffic by 32% within 6 months.
- Managed email automation workflows, achieving a 22% open‑rate increase.
- Produced weekly analytics reports using Google Data Studio, informing budget reallocations that saved $15K annually.
Education
B.A. in Marketing, State University (2021)
Relevant Coursework: Digital Marketing Analytics, Consumer Behavior
Skills
SEO • Google Analytics • Mailchimp • Content Creation • A/B Testing • Data Visualization
The revised version passes the ATS checker (84 % score) and reads like a compelling story for a recruiter.
Checklist: Does Your Resume Pass Both AI and Human Tests?
- File format – .docx or ATS‑compatible PDF
- Standard headings – No custom titles
- Keyword density – 3‑5 occurrences of core terms
- Quantified achievements – Numbers, percentages, dollar values
- Readability – Grade level ≤ 10, short sentences
- Visual clarity – Single column, ample white space
- No graphics/tables – All text is plain
- Contact info visible – Not hidden in header/footer
- Tailored to each job – Minor tweaks for each application
If you can answer “yes” to every bullet, you’ve built a resume that appeals to both AI and humans.
Common Mistakes to Avoid
| Mistake | Why It Hurts AI | Why It Hurts Humans |
|---|---|---|
| Using a photo or graphic header | ATS can’t read images | Distracts from content |
| Over‑loading with buzzwords | Keyword stuffing triggers filters | Appears insincere |
| Long paragraphs without bullets | Reduces parse accuracy | Hard to skim |
| Inconsistent date formats | Parsing errors | Looks unprofessional |
| Ignoring the job description | Low keyword match | Misses recruiter’s priorities |
Do keep it simple, don’t over‑decorate.
Frequently Asked Questions
1. Do I need a separate resume for AI and human reviewers? No. By following the hybrid approach outlined here, a single resume can satisfy both audiences.
2. How many keywords should I include? Aim for 3‑5 core keywords from the job posting, sprinkled naturally throughout the document.
3. Are PDFs safe for ATS? Yes, as long as they are generated from a Word document without complex graphics. The Resumly ATS Resume Checker confirms compatibility.
4. Should I list every skill I have? Focus on relevance. Include the top 8‑10 skills that match the posting; extra skills dilute keyword density.
5. How often should I update my resume? At least every 6 months or after any major achievement. Regular updates keep keywords fresh and reflect your latest impact.
6. Can I use a creative design for a tech role? Only if the company explicitly states they value design. Otherwise, stick to a clean, ATS‑friendly layout.
7. What’s the best way to test my resume before sending? Run it through the Resume Roast and the ATS Resume Checker. Fix any flagged issues, then ask a trusted colleague for a human review.
Conclusion
Crafting a resume that appeals to both AI and humans is no longer a guessing game. By adhering to ATS‑safe formatting, embedding targeted keywords, and polishing the narrative for recruiters, you create a powerful hybrid document. Use the step‑by‑step guide, run your draft through Resumly’s free tools, and watch your interview rate climb.
Ready to build your perfect hybrid resume? Visit the Resumly homepage, try the AI Resume Builder, and let the platform’s smart checks ensure you’re always a step ahead of both machines and humans.
