Resume Keywords: How to Get Past Applicant Tracking Systems

Resume Keywords

You may have the right experience for a job, but if your resume doesn't clearly communicate that experience, it may never reach a hiring manager.

Many employers use applicant tracking systems (ATS) to help organize applications and identify candidates whose resumes align with a position. That's why using the right resume keywords can be an important part of creating a strong, targeted resume.

Understanding how ATS resume keywords work can help you tailor your application without stuffing your resume with unnecessary phrases.

What Are Resume Keywords?

Resume keywords are words and phrases that describe the skills, experience, qualifications, software, certifications, and responsibilities associated with a position.

For example, a warehouse job posting might include terms such as:

• Forklift

• Shipping and receiving

• Inventory

• RF scanner

• Order picking

• Material handling

An administrative position might include:

• Microsoft Excel

• Data entry

• Scheduling

• Customer service

• Microsoft Outlook

• Calendar management

If you actually have these qualifications, including the relevant terminology on your resume can make it easier for both an ATS and a recruiter to recognize your experience.

What Is an Applicant Tracking System?

An applicant tracking system is software employers can use to collect, organize, search, and manage job applications.

When you submit an application online, your resume may enter an ATS before a recruiter reviews it.

The system can help employers manage large numbers of applicants and search candidate information based on criteria relevant to the position.

However, this doesn't mean there's one universal "ATS algorithm" you need to beat.

Different employers use different systems and hiring processes.

Your goal should be to create a resume that accurately and clearly matches the job—not to trick the software.

Why ATS Resume Keywords Matter

Imagine an employer is looking for someone with Microsoft Excel experience.

Your resume says:

Experienced with spreadsheets.

The job description repeatedly uses:

Microsoft Excel

While a recruiter may understand that these could describe similar experience, using the employer's terminology—when it's accurate—can make your qualifications clearer.

A stronger version could be:

Used Microsoft Excel to maintain inventory records and prepare weekly reports.

You've now included the relevant keyword while also showing how you used the skill.

That's much stronger than simply adding "Microsoft Excel" to a long list of keywords.

Where to Find the Right Resume Keywords

One of the best places to find relevant keywords is the job description itself.

Before applying, review the posting and look for terms related to:

Job titles: Administrative Assistant, Machine Operator, Warehouse Associate

Skills: Data entry, customer service, inventory management

Software: Microsoft Excel, Outlook, QuickBooks

Equipment: Forklift, pallet jack, RF scanner

Certifications: OSHA certification, forklift certification

Responsibilities: Scheduling appointments, processing orders, maintaining records

Qualifications: Bilingual, supervisory experience, specific education or training

Pay particular attention to qualifications or skills that appear multiple times or seem central to the position.

Match the Employer's Language

When appropriate, use the same terminology found in the job posting.

For example, if an employer uses "shipping and receiving" and that's genuinely part of your experience, use that phrase rather than describing the same work vaguely.

If the posting asks for "inventory management," and you've performed inventory management, include that terminology.

This isn't copying the job description. It's describing your actual experience using language the employer already recognizes.

Where Should Resume Keywords Go?

Relevant ATS resume keywords can appear naturally throughout your resume.

Good places include:

• Professional summary

• Skills section

• Work experience

• Certifications

• Education

• Technical skills

Your work experience section is particularly valuable because it gives you an opportunity to provide context.

Instead of:

Data Entry

Consider:

Performed daily data entry and maintained accurate customer records using the company's internal database.

The second version demonstrates actual experience rather than simply naming a skill.

Hard Skills vs. Soft Skills

Both can matter, but they should be handled differently.

Hard skills are often easier to identify as keywords because they're specific.

Examples include:

• Microsoft Excel

• QuickBooks

• Forklift operation

• Data entry

• Welding

• Inventory management

• Payroll processing

Soft skills include:

• Communication

• Leadership

• Organization

• Problem-solving

• Teamwork

• Time management

Rather than simply listing every soft skill, demonstrate them through your experience when possible.

For example:

Coordinated daily schedules for five team members while managing changing customer priorities.

That provides evidence of organization and time management.

Don't Stuff Your Resume With Keywords

More keywords do not automatically create a better resume.

Adding dozens of phrases simply because they appear in a job description can make your resume difficult to read and may create a poor impression when a recruiter reviews it.

Your keywords should be:

Relevant. Accurate. Natural.

Never claim experience, certifications, or technical abilities you don't actually have.

The goal is to make your real qualifications easier to identify.

Customize Your Resume for Different Jobs

One of the biggest mistakes job seekers make is sending exactly the same resume to every employer.

You don't necessarily need to rewrite your entire resume for every application.

Instead, review the job posting and determine which parts of your experience are most relevant.

For one position, your customer service experience may be especially important.

For another, your Excel and data-entry experience may matter more.

For a warehouse position, equipment operation and inventory experience may deserve greater emphasis.

Small adjustments can make your resume significantly more relevant.

Keep Your Resume Formatting Simple

Keywords aren't useful if an employer can't easily understand your resume.

Use a clean structure with recognizable sections such as:

Professional Summary

Skills

Work Experience

Education

Certifications

Avoid making your resume unnecessarily complicated with excessive graphics, unusual layouts, or information that doesn't contribute to your qualifications.

A resume should be easy for technology to process and easy for a person to read.

Use Specific Job Titles When Appropriate

Job titles can also function as important resume keywords.

If your official title was unusual but your responsibilities closely matched a commonly recognized position, you can sometimes provide clarification without misrepresenting your employment.

For example:

Customer Experience Specialist (Customer Service Representative)

This gives recruiters additional context while preserving your actual title.

Never change a job title in a way that falsely represents your previous position.

Don't Forget Location and Industry Terminology

Depending on the position, industry-specific terminology can help demonstrate relevant experience.

A manufacturing candidate might reference:

• Production

• Quality control

• Preventive maintenance

• GMP

• Machine operation

A clerical candidate might include:

• Administrative support

• Scheduling

• Document management

• Data entry

• Microsoft Office

A warehouse candidate might use:

• Order fulfillment

• Picking and packing

• Inventory

• Shipping and receiving

• Forklift operation

The strongest keywords depend on the job you're actually pursuing.

A Simple ATS Resume Keyword Strategy

Before submitting your next application:

1. Read the entire job description.

2. Identify the most important skills and qualifications.

3. Compare those requirements with your actual experience.

4. Add relevant terminology to your resume where it naturally belongs.

5. Provide examples showing how you've used important skills.

6. Remove unrelated information when it distracts from your qualifications.

7. Proofread your resume before submitting it.

This approach keeps your resume focused on relevance rather than trying to manipulate an ATS.

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Resume Keywords Final Thoughts

Using the right resume keywords can help employers more easily recognize how your qualifications align with a job opening.

The key isn't filling your resume with as many ATS resume keywords as possible. It's identifying the terminology employers use and accurately connecting it to your real skills and experience.

A strong resume should work for both sides of the hiring process: it should be structured clearly enough for an applicant tracking system to process while being useful and convincing when a recruiter or hiring manager reads it.

Before submitting your next application, take a few minutes to compare your resume with the job description. A few thoughtful changes could make your qualifications much easier to find.

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