- The “Plain Text” Golden Rule: If you cannot copy and paste your resume into a basic Notepad file without it becoming a mess, the ATS likely cannot read it correctly either.
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Strip “Ghost” Formatting: Start by copying your resume into a “dumb” text editor (like Notepad or TextEdit) to remove hidden code and fix merged words or broken symbols manually.
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Use a Dedicated Converter: Utilize a resume converter tool to restructure your raw text into a standardized format that correctly maps your experience to the right database fields.
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Optimize for Algorithms: While converting, cross-reference your resume against specific job descriptions to ensure key terms match the recruiter’s search criteria.
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Final Human-Centric Touch: Once the machine-readable structure is set, apply “safe” formatting (standard fonts and headers) so the resume remains professional for the human recruiter.
Converting a resume to ATS format means stripping rich formatting into clean, parser-readable text. The fastest way is to run it through Jobscan’s free scanner.
If your current resume is built as a heavily designed PDF full of graphics and complex layouts, a parser will choke on it. You don’t need to start completely from scratch, but you do need to convert your resume to ATS format by systematically stripping away the rich formatting.
Follow this exact three-step workflow to extract your raw text, run it through a conversion tool, and rebuild a clean, machine-readable file that won’t get blocked by the software.
What is a resume converter?
Think of a resume converter as a digital translator. On one side, you have your human-centric resume: full of aesthetic flourishes, multi-column layouts, and stylized fonts. On the other side, you have the system-centric data required by an Applicant Tracking System.
The converter bridges the gap between these two worlds through a process called parsing.
A resume converter ensures that your professional history is organized into a clean, predictable data format that an algorithm can easily sort, rank, and store.
To convert resume to ATS format successfully, you need to strip rich formatting from your resume and use plain text.
Why you need to strip rich formatting (the “plain text” rule)
Many ATS softwares are easily confused by visual “noise.” An ATS doesn’t read a resume the way a human does. It parses it—meaning it pulls the text out and tries to categorize it into database fields (e.g., Name, Education, Work Experience).
Highly stylized designs often use complex coding to keep elements in place. So when the ATS encounters a complex layout, it might scramble the text. Your “Work History” might end up in the “Skills” section, or worse, become a string of unreadable gibberish.
For a closer look at what happens after you hit submit, read our guide to how ATS software works.
When you use complex layouts, the software often:
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Reads out of order: It may read across columns (merging two different jobs into one line).
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Chokes on graphics: Icons for phone numbers or emails often turn into “unrecognized character” symbols.
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Ignores headers/footers: Many systems skip information tucked away in the margins.
The Golden Rule: If you can’t highlight and paste the text into a basic Notepad file without it looking like a mess, the ATS can’t read it either.
How to convert your resume to ATS format
The best way to convert your resume to an ATS-friendly format is to use our free resume scanner. But if you want to make manual changes, follow these expert tips.
To make sure you don’t commit any ATS formatting mistakes, try using a resume converter. Not only are resume converters easy to use, but they also save you time.
Step 1: Remove complex formatting to convert resume to ATS format
Before you can optimize your resume, you have to break it. You need to remove the “ghost” formatting that lingers in Word or PDF files.
- Open your current resume (PDF or Docx).
- Select All (Ctrl+A) and Copy (Ctrl+C).
- Open a “dumb” text editor: Use Notepad (Windows) or TextEdit (Mac).
- Note: If using TextEdit, ensure you go to Format > Make Plain Text.
- Paste (Ctrl+V) your resume into the text editor.
What to look for: Look for merged words (like MarketingManager) or weird symbols where your bullet points used to be. Fix these manually now so the converter tool receives clean data.
Step 2: Run your data through an ATS resume converter tool
Now that you have clean, raw text, it’s time to restructure it into a format that favors the algorithms.
- Choose your tool: For the rebuild, you can upload your existing resume into Jobscan’s new AI Resume Builder and pick an ATS-friendly template. From there, the AI Resume Coach interviews you one question at a time and turns your answers into clean, quantified bullet points.
- Upload or Paste: Most tools will ask you to upload your file or paste the raw text from Step 1, like Jobscan’s resume scanner and resume builder.
- Map your Fields: Ensure the tool correctly identifies your sections.
- Does “Google” show up under Company?
- Is “2020-2023” correctly mapped to Dates Worked?
- Optimization: While in the tool, cross-reference your text against a specific job description. This is the best time to swap “Customer Success” for “Client Relations” if the job post requires it. Jobscan’s resume scanner is the right tool for this.
The resume scan report is a powerful resume formatting checker that can help you convert your resume to an ATS-friendly format, while optimizing your content at the same time.
The scanner’s report will flag problems with formatting that will affect searchability in the ATS, meaning that when recruiters search their database for candidates, you’re at a disadvantage.
Here’s a sample report on searchability with a poorly formatted resume. It did some things right, but has mistakes that can be costly, like illegible contact information, scrambled section headings, and undetectable dates.
In the formatting section of the match report, poor formatting was flagged in the layout, font section, and the overall page setup.
The match report flags errors specific to your document, allowing you to make targeted changes rather than a complete overhaul as you convert your resume to an ATS format.
Step 3: Apply safe, machine-readable formatting to your resume
Once the tool spits out your “standardized” version, you can make it presentable for the human recruiter—without breaking the code.
Use the ATS friendly resume format master checklist to ensure the final export is flawless. If you would rather not rebuild the layout yourself, start from a free ATS resume template instead.
See what an ATS does to a badly formatted resume
Job seekers often wonder what happens in the ‘black box’ of an ATS. From Jobscan’s testing of ATS systems, we know how formatting errors can appear to recruiters.
A visualization of the process can be found below:
Instead, choose a clean single-column design that the ATS can read and extract data from.
PDF or Word: the best file format for an ATS
most modern ATS read both a text-based PDF and a .docx; use a text-based PDF unless the job posting asks for .docx; never a scanned image or an image-exported PDF from a design tool.
Most modern ATS read both a text-based PDF and a .docx. Best practice is to use a text-based PDF unless the job posting asks for .docx.
Never use a scanned image or an image-exported PDF from a design tool.
Why shouldn’t you use an image?
ATS parsers are designed to extract text, not pixels, so an image-based file returns nothing in the recruiter’s view. By uploading an image as your resume, you’re really sending it off into the void.
The rule of thumb is to use a PDF file by default; only fall back to a .docx file on request from the hiring team.
For more insight on resume formatting, see what a resume should look like in more detail.
Common resume conversion mistakes to avoid
- Headers and footers get ignored.
- Tables and text boxes become scrambled.
- Icons turn into illegible symbols.
- Multi-columns get parsed out of order.
- Decorative, non-web safe fonts don’t render.
Review all of the ATS formatting mistakes you should avoid to maximize readability by the ATS and searchability by the recruiter.
Get the most out of Jobscan’s free resume converter tool
Jobscan’s converter tool uses the latest AI technology to scan your resume and match it with the particular job you are applying for.
Jobscan then gives you a comprehensive report on formatting edits you need to make, relevant keywords you need to include, and other necessary changes you need to do. This way, your resume will be visible in ATS searches and will be noticed by recruiters.
Additionally, Jobscan has an ATS Tip feature which identifies the specific ATS the company you are applying to is using. It gives you expert tips on how to optimize your resume for that particular ATS.
FAQs
To convert your resume to ATS format, all you have to do is upload your resume to Jobscan’s scanner and use the generated report as a guide to convert the broken elements in your document.
Most ATS successfully parse PDF files or .docx documents. The default file type should be a PDF, but if the job description requests a .docx file, choose that format instead. You should follow the guidelines set out by the organization and its preferences to avoid automatic rejection.
Using a resume converter ensures that your resume is compatible with applicant tracking systems.
A resume converter:
• Saves you time by removing manual format changes.
• Makes sure your resume is free from errors that might occur when manually editing your resume.
• Increases your chances of getting job interviews and landing offers.
• Uses advanced features for ATS formatting and keyword optimization.
You can convert your resume by:
• Manually editing your resume using expert ATS formatting tips.
• Using an ATS-friendly resume builder and creating your resume from scratch.
• Using a free resume converter like Jobscan’s.
When choosing which resume converter to use, look for a tool that is:
• Easy to use.
• Efficient in converting your resume to an ATS-friendly format.
• Packed with advanced features updated with the latest ATS technology.
PRO-TIP: Use Jobscan’s free resume converter tool to follow the most current ATS best practices.
There are many free resume builders out there that job seekers like you can use. You can try Jobscan’s free ATS resume builder to create a great resume that also impresses the recruiter.
To edit your resume for free, you can do the following:
• Read about resume formatting tips and strategies and manually edit your resume.
• Look for a free resume maker and create a professional resume with that.
• Use a resume converter.
