Tips for Formatting Resume PDFs to Avoid ATS Parsing Errors and Improve Readability

Formatting a resume PDF correctly is the single most important step to ensure that an Applicant Tracking System (ATS) can read your information and that a human recruiter can quickly grasp your value. In this guide we’ll walk through why PDFs can trip up ATSs, the exact errors you’ll see, and a complete, actionable workflow to produce a clean, readable PDF that passes every parser. We’ll also show you how Resumly’s free tools—like the ATS Resume Checker and Resume Readability Test—can give you instant feedback before you hit “Send”.

Why PDF Formatting Matters for ATS

Even though PDFs preserve layout, many ATSs still struggle with complex formatting. According to a Jobscan study, 58% of resumes are rejected before a human ever sees them, and 73% of those rejections are due to parsing errors. The ATS reads the raw text of a PDF, not the visual layout, so hidden characters, tables, and unusual fonts can cause data loss.

Key takeaway: A well‑structured PDF must balance visual polish with plain‑text simplicity.

Common ATS Parsing Errors and How to Fix Them

Step‑by‑Step Guide to Create an ATS‑Friendly PDF

1. Start with a clean, ATS‑optimized template – Resumly’s AI Resume Builder provides templates that are already vetted for ATS compatibility.
2. Choose a standard font – Arial, Calibri, or Times New Roman, 10‑12 pt for body text.
3. Avoid tables and text boxes – Use simple line breaks and bullet points (-).
4. Write section headings in plain text – Bold them, but do not embed them in shapes.
5. Enter contact details in the top‑most paragraph – No header/footer.
6. List achievements with concise bullet points – Start each bullet with an action verb and include numbers (e.g., “Increased sales by 23%”).
7. Save as “PDF (Standard)” – In Word, choose File → Save As → PDF → Standard (publishing online).
8. Run the ATS Resume Checker – Upload your PDF to Resumly’s ATS Resume Checker. Fix any highlighted issues.
9. Test readability – Use the Resume Readability Test to ensure a human can skim in < 30 seconds.
10. Final polish – Add a subtle line separator, keep margins at 0.5‑1 in, and double‑check spelling.

Checklist: PDF Formatting Do’s and Don’ts

Do

• Use standard fonts and black text only.
• Keep one‑column layout; avoid multi‑column designs.
• Include plain‑text contact info at the top.
• Save as PDF (Standard), not “PDF/A” or “PDF/X”.
• Run the ATS Resume Checker before sending.

Don’t

• Insert images of text (e.g., skill clouds).
• Use tables, text boxes, or columns for core content.
• Embed hyperlinks with hidden URLs; write the full URL or use plain text.
• Rely on special characters like em‑dashes (—) – replace with hyphens (-).
• Forget to test on multiple ATS platforms (e.g., Greenhouse, Lever).

Improving Readability for Human Recruiters

Even after passing the ATS, a recruiter spends an average of 6 seconds on the first skim. To make those seconds count:

• Add a concise summary (2‑3 lines) that mirrors the job description keywords. Use Resumly’s Job‑Search Keywords tool to extract high‑impact terms.
• Prioritize recent experience – place the last 3‑4 roles at the top.
• Use bullet points with quantified results (e.g., “Reduced churn by 15%”).
• Leave white space – a cluttered PDF reduces scan speed.
• Bold only section titles – over‑bolding distracts the eye.

Tools to Test Your PDF Before Sending

Run at least two tools; if both give green lights, you’re ready.

Mini Case Study: From Rejection to Interview

Background: Jane, a marketing specialist, submitted a PDF created in Canva. The ATS flagged “Missing Contact Info” and “Unrecognized Skills”.

Action: She switched to Resumly’s AI Resume Builder, removed the graphic skill cloud, and saved as a standard PDF. After running the ATS Resume Checker, all errors disappeared.

Result: Within 5 days, Jane received an interview invitation from a Fortune 500 firm. Her resume readability score jumped from 58 to 84.

Conclusion: Mastering PDF Formatting for ATS Success

Tips for Formatting Resume PDFs to Avoid ATS Parsing Errors and Improve Readability isn’t just a checklist—it’s a habit. By using a simple one‑column layout, standard fonts, plain‑text contact info, and Resumly’s free testing tools, you eliminate the most common parsing pitfalls and make your resume instantly scannable for both machines and humans. Ready to put these tips into practice? Try the ATS Resume Checker now and see how your PDF scores.

Frequently Asked Questions

1. Can I still use a creative design if I’m applying to a startup? Yes, but keep the core content in a plain‑text section at the top. Use a separate “Portfolio” PDF for design elements.

2. Do PDFs always beat Word docs for ATS? Not always. Some ATSs parse Word files more accurately. If you choose PDF, follow the steps above; otherwise, upload a Word doc and run the ATS Resume Checker.

3. How many keywords should I include? Aim for 5‑7 high‑impact keywords that appear in the job posting. Use the Job‑Search Keywords tool to find them.

4. Will adding a LinkedIn URL break the ATS? No, as long as the URL is plain text (e.g., linkedin.com/in/yourname). Avoid hyperlinking the text.

5. Is it okay to use a photo in the PDF? Most ATSs ignore images, but some may reject the file. Safer to omit the photo unless the employer explicitly requests it.

6. How often should I re‑run the ATS check? Every time you make a substantive edit—new role, new skill, or layout change.

7. Does the ATS read bullet symbols? Standard hyphens (-) and asterisks (*) are safe. Fancy symbols can cause parsing errors.

8. What if my resume still gets rejected after fixing everything? Consider the Resume Roast for a human‑reviewed critique and explore the Interview Practice feature to prepare for the next step.