How To Get Your Resume Shortlisted in 2025 : A Step-By-Step Guide

Here are some steps that companies may follow during an automated ATS resume shortlisting process:

1. Receive the resumes:

An ATS resume may be submitted to the HR department via the firm website's career portal. Online ATS resume submissions are received and stored in a central repository. 

2. Run the resumes through a parser:

A computer application known as a parser or “ATS Resume Scanner” transforms the text on your ATS resume into a format that is understandable and analyzed by computers. Your resume's education, experience, and skills are just a few examples of the sections that a parser may separate and identify.

This tool may help hiring managers save time by removing the need to read through every ATS resume.

3. Search resumes for relevant resume keywords:

Hiring managers search resumes using resume keywords to find suitable candidates more efficiently. For example, they may enter a master's degree to identify which candidates have this qualification. The process works similarly to that of a search engine.

4. Assign relevancy scores:

The computer software may assign a relevancy CV score to each different search criterion, such as your qualifications or previous job titles. All the resumes then receive a CV score that depicts how well they match the hiring requirements. The software then lists the resumes in order of relevancy.

5. Review desirable candidates:

To determine who will be interviewed, the HR staff looks over the resumes that rank highest on the list. The resumes at the top of this list indicate that the candidates probably have the required training and experience. Selecting these candidates for interviews may result in a more efficient hiring process.

Use relevant resume keywords:

Many companies use computer software to screen candidates. These automated systems (Applicant Tracking System) select relevant resumes by searching for resume keywords. An ATS resume that includes the right resume keywords based on the job description has higher chances of passing resume shortlisting software. 

Add headings for each section:

It's a good idea to add headings to the different sections on your ATS resume so that the computer software can segregate the information and assign relevancy scores. Some examples of words that you can use as headings are education, experience, and achievements. Your ATS resume is easier to read when you categorize your information.

Incorporate relevant skills throughout the resume:

While you may have a separate section that describes your skills, ensure that you mention these lists of skills & keywords throughout your entire ATS resume. Use the active voice and include numbers where possible. For instance, you may write the following to show supporting data for your achievements:

• Led the best-performing team for 2021 to gain 500 new clients.

Include your accomplishments and responsibilities:

Use your ATS resume to highlight your professional achievements besides your job duties. As you list your job responsibilities, include accomplishments that show how your actions resolved a situation. You may include numbers to quantify these achievements so that hiring managers can better understand your professional contributions.

Include data and details:

Add specific details, facts, and data to provide evidence of your work experience and relevant skills. This may be especially useful in the subsequent rounds of the selection process when hiring managers are deciding whom to interview. For instance, you can write the following:

• attracted 30% of new clients and retained 80% of existing clients over

Use bullet points:

You can use bullet points to list your precious experiences, responsibilities, and achievements in your previous jobs. Standard circular bullet points are more appropriate than elaborate formats because they're easier for computer programs to analyze. It's useful to keep each bullet point short to ensure clarity.

Write out abbreviations:

On your resume, if you use a term that has an acronym, spell it out completely the first time and put the abbreviation in parentheses. You can use the shortened form of the word going forward. This could make it more likely that the resume will be recognized by the computer program when it is first reviewed. Make sure your resume formatting is readable. 

Consider a professional resume template:

If you want your resume to appear professional, using a professional resume template might be a wise decision. Online, you can download professional resume templates to stand out for free. Once you've downloaded the perfect template, you can construct your resume by entering your information into pre-filled fields.

Choose the right file format:

It's crucial to save your resume in the appropriate file format. Refer to the job posting's instructions on the file format. A .doc file works well, as a lot of software applications can open it, so use it if the job posting doesn't mention a file format.

There is a relatively simple formula you can use to quantify your resume:

Action word + number = quantified achievements

Although you still need to give your statistics context, this formula explains what you'll be doing in the most straightforward way.

You must add some numbers to this formula. Numerous methods exist for locating numbers in your work experience. 

You can:

Show an increase.

• You can measure it if you increased revenue, productivity, staff retention, or any other aspect of your business.

• Alternatively, you can utilize a numerical increase, but don't forget to provide some context: "YTD sales increased by $2M, exceeding sales goals by 10%." 

List a ranking, standing, or award.

• In this context, accomplishments don't always have to be quantifiable. Certain honors may qualify as measurable successes. It doesn't matter if you're the youngest, last, or first.

• The year you received the prize/award would be the context in this case. Companies want to know if you still have the abilities to attain this kind of success.

List the frequency. 

• This is an easy method to put your duties into numbers. Indicate how frequently you finished a challenging task.

• This may occur every day: "Written and released four pieces every day."

• Weekly: "Each week, I finished a full database backup."

• Quarterly: "In Q3 2021, we generated 2,000 new leads."

• Yearly: "Raised over $1 million in 12 months by organizing 20 events for 250+ attendees each."

Show volume. 

• This is another way to quantify your responsibilities. You can show the volume of work you completed, the number of employees you supervised, how many accounts you were in charge of, etc.

• For example: “Managed 80-100 inbound customer calls per day.”

As the simplified formula mentioned above, you will need to include action words with each bullet point. Action words, sometimes referred to as power words, are verbs used to describe your relevant skills, tasks, and achievements. 

Choosing the right action words and quantifying can help make a lasting impression that has the hiring manager reach for the phone.

Organizations utilize computer systems called applicant tracking systems to handle the deluge of applications they get.

The ATS will read your resume and then show your CV score based on your qualifications vs. the job descriptions. A call for an interview will only be made to those candidates who have a higher CV score. You will significantly raise the chance that your resume will be at the top of the list if you adhere to these formatting guidelines. 

Top 5 Tips:

1. Do not use templates. Use a standard Word document and save it in .doc format: File/SaveAs/Word 97-2003. Not all ATS systems can read .docx, PDF, RTF, and JPG formats.

2. Use simple formatting. Do not use headers (including for contact information), footers, a professional resume template, borders, lines, symbols (bullet points are fine), or shading.

3. Applicant tracking systems do not support "one-size-fits-all" approaches. Include targeted terms and phrases for the job you're admiring. Be specific, such as "Adobe Photoshop" instead of "image-editing software."

4. Use resume keywords and phrases in context. Incorporate them into descriptive, achievement-oriented bullet points; do not just include them as a list of relevant skills or competencies.

5. Edit carefully. The ATS will not recognize misspelled words. And, if your ATS resume survives the ATS screening, it will next be reviewed by human beings, so it must be Error-free

If you follow the above strategies, you can easily boost your chances of getting selected by the resume shortlisting software. You are required to make an ATS resume and optimize it with relevant resume keywords. Also, make sure to check your CV score, and it should be above 80%. You can use our ResuScan tool to check your CV score because it will also provide you with necessary improvements if needed.