Does Resume Formatting Matter?

Does Resume Formatting Matter?

There is no debate that graphics, color, headers, and columns can make a resume stand out in the stack. Why, then, do I so vigorously advise against those things?

To make it to a physical stack, the resume must first survive companies’ applicant tracking systems (ATS). 

I am always amused when I see articles that promote doing all kinds of crazy things to nail the 7.4 seconds recruiters spend scanning resumes. While that statistic is backed by fact, the resume must get past an employer’s applicant tracking system before you even have a chance to be rejected by a real person.

Nearly all ATS will be able to handle Word. Most will like pdf.

Bear in mind that over 70% of Fortune 500 companies use Microsoft as their primary platform. Therefore, most applicant tracking systems are built to appeal to this audience. I recently participated in a study that surveyed 148 employers in the Boston area regarding their ability to handle various word processing formats. All 148 accepted Word and nearly all accepted pdfs. Less than half could accurately handle other file types; a couple of companies even shared that they reject Google docs out of hand for security reasons.

The irony is that Google blows Microsoft’s doors off when it comes to active individual users, and 60% of Fortune 500 companies do use Google Workspace in some way. But the fact that they use it in the marketing or sales department doesn’t mean that HR’s ATS system is compatible.

Unless specifically required, avoid using Google Docs or Pages.

Most major applicant tracking tools were developed before Google (launched 2006) or Pages (2005) existed.

According to Spiceworks, seven ATS makers accounted for 50% of the ATS market as of 2022. All but Greenhouse (2012) were built over 20 years ago. Taleo (1999), BrassRing (1998), Workday (2005), ICIMS (2000), and Jobvite (2003) were all originally conceived to work with MS Office and still work best with docx.

Pages documents were rarely accepted by the employers we surveyed. And they can get badly distorted when exchanged with Microsoft users. I have written close to 2000 resumes using Word and the only times I have ever had issues exchanging clean documents have been with clients trying to do so through an iPad.

Naturally, ATS makers have done updates to accommodate a massive and typically younger throng of Google and Apple fans, but remember they were originally built to work with the MS suite, meaning that other file types will never perform better than Word will.

Many companies will tell you which file format they prefer, but otherwise applicants are still at risk of being rejected by ATS with no notification for deviating from the Word/pdf preference. To be most certain that your resume is uploaded properly, make sure to use one of those two tools.

No fancy formatting, especially headers!

Applicant tracking systems are usually programmed to match content and therefore expect to see that content presented in a traditional way. Some may read a submittal as a document, while others will import that content into a file. Conversion can strip out formatting that computers don’t really care about. Headers, footers, columns, section breaks, colors, and images can confuse the heck out of them on import, resulting in inaccurate matching or outright rejection.

Headers are particularly quirky because they sometimes don’t’ import at all, meaning a company can find a truly great candidate but not know their name or how to contact them. Avoid being that perfect, yet anonymous candidate by skipping the headers.

Similarly, don’t use page numbers or put your name and contact info on top of page two or three. This was a great technique when resumes were submitted as paper and the risk of page one and page two not being stapled was high. Because some ATS systems strip out formatting, your page two or three contact info may appear in the middle of a page on the other end.

When possible, avoid the Indeed or LinkedIn quick apply options. Go direct to the company site.

Indeed and LinkedIn are both applicant tracking systems in their own right. That means that submitting your resume using quick apply tools may require your resume to work cleanly through TWO ATS systems. In addition to improving the odds of clean processing, applying direct may also enable you to complete a more comprehensive application beyond just uploading documents or a LI profile.

Once past ATS, the 7.4 second rule kicks in.

No matter how you format or align your resume, companies’ staffing teams are likely to favor documents that demonstrate the flow of a career and how progression qualifies the candidate for the open job. Premium job site The Ladders has sponsored a number of studies that chart recruiters’ eye movement when they read resumes. Interesting stuff.

The study shows that eyes are drawn directly toward the work history section of the resume to determine how well matched the candidate is to what the hiring manager needs. Therefore, the resume should be built to reduce the need for eye movement. That is why functional resumes (please don’t!) and a curriculum vitae (CV) style with a whole bunch of headings will likely require too much effort to make it worth a recruiter’s time.

But I’m a graphic designer! No one will think I am any good if I use this approach.

Graphic designers and applicants in other visually creative fields will need two versions of the resume: one to use online and another for use in networking meetings. The content should be the same in both. This approach enables creatives to be ready for ATS that strip formatting for scanning purposes as well as those which maintain integrity of the original design (as most agencies would).  

Companies in the business of selling resume formatting.

Avoid resume beautification services on the web that prey on job seekers’ insecurities to sell formatting and content comparison services. Bear in mind that these companies are in business to make money and don’t rake in cash unless they “find” flaws. Most of them are programmed to flag things that potential customers may think they need and would be motivated to pay for.

As a rule, online or word processor templates will be problematic because they are built to make your document stand out through unique design or language. Because computer systems favor standardization, the more creative the approach the less often it will work.

And last, don’t go crazy on fonts. Use those that are readily available in Word. It would be a shame if you were perfect for a job, but the company’s ATS was not capable of reading the document that proves it.