Step-by-Step: How to Build an ATS-Friendly Resume

Step 1: Analyze the Job Advertisement

Before you touch your resume, read the job advertisement very carefully. Highlight all keywords: job title, technical terms, software skills, qualifications, methods. Pay attention to the exact wording. If the ad says “Projektmanagement” (project management), use “Projektmanagement” and not “Projektleitung” (project leadership) or “Projektsteuerung” (project control). ATS looks for exact matches.

Distinguish between must-have requirements (using phrases like “You bring with you” or “Prerequisite”) and nice-to-have requirements (identifiable by “ideally,” “desirable,” or “advantageous”). The must-haves must appear in your resume.

Step 2: Choose the Right Structure

ATS systems expect certain standard headings. Use this order:

Personal data (in the body text, not in the header or footer). Then a short profile with three to four sentences summarizing your most important qualifications. Followed by professional experience, in reverse chronological order, with the most recent position at the top. Education, skills, and further training follow.

Use these exact headings. Creative alternatives like “My Journey” or “Professional Milestones” are not recognized as professional experience by some ATS systems.

Step 3: Optimize the Format

Use a single-column layout. No tables, no text boxes, no embedded graphics. Calibri, Arial, or Helvetica in 10 to 12 points are suitable fonts. Use your word processor’s standard formatting for headings, not manual formatting.

Save as PDF, but as a text-based PDF, not a scan or image. Test it: If you can select and copy the text in the PDF, it is machine-readable.

The file name should correspond to your name and the position: FirstName_LastName_Resume_Company.pdf. No spaces, no special characters, no version numbers.

Step 4: Naturally Integrate Keywords

Adopt the keywords from the job advertisement verbatim into your resume. But integrate them naturally. For each position, describe specifically what you did, using the terms from the advertisement.

An example: The job advertisement requires “experience in budget planning and cost control.” Instead of “handled financial tasks,” write: “Responsible for budget planning (1.2 million Euros) and ongoing cost control for the department.” This way, the keywords appear, and you simultaneously provide concrete evidence.

Avoid keyword stuffing. Excessive repetition of terms is detected by modern ATS and negatively evaluated.

Step 5: Consider DACH Specifics

The German-speaking job market has its own conventions. A photo is still common in Germany, Austria, and Switzerland. Place it in the upper right without text wrapping so it doesn’t interfere with the parser. Date and place of birth are often expected.

Indicate language skills according to the Common European Framework of Reference: A1 to C2. “Fluent” or “basic knowledge” are less useful for ATS than the standardized level.

Explain time gaps honestly. Parental leave, further training, career reorientation: All of this is fine if you name it. An unexplained gap raises more questions than the gap itself.

Step 6: Don’t Forget the Cover Letter

The cover letter is also scanned by many ATS systems. Naturally integrate the most important keywords from the job advertisement without repeating the resume. The cover letter is your chance to explain why you are a perfect fit for this position. Keep it to a maximum of one page.

Avoid standard phrases like “I hereby apply” or self-descriptions like “team player” and “motivated” without concrete evidence. Instead, demonstrate what you bring with an example.

Step 7: Final Check

Before submitting, go through this checklist:

Is all contact information in the body text and not in the header or footer? Is the layout single-column? Are the headings standard? Do the most important keywords from the job advertisement appear? Is the PDF text-based? Is the file name correct? Have you written out abbreviations at their first occurrence?