Washington State Department of Services for the Blind

Writing and Formatting a Scannable Résumé*

We are living in an information age where technology drives most interactions, so résumés sent traditionally or through email are likely to be scanned for key information by a machine, not a human being.

What does it mean to have your résumé scanned by a machine?

Employers receive more résumés than they can process efficiently. This is why they are switching to text-searching or artificial intelligence software to track résumés. These systems use optical scanners to put résumés into the computer, which then searches for skills that match a job description. Optical character recognition (OCR) software looks at the image to distinguish every letter and number and creates a text file. Such systems are important because they significantly lessen the time it takes to search for qualified applicants to fill a job. These systems can also help employers by creating a centralized résumé pool in companies that have a decentralized human resource function.

Why are scannable résumés important to the job search?

In order to efficiently review résumés, an increasing number of employers are letting computers take a crack at selecting the first round of applicants for certain jobs. Computers are programmed to search for certain words. This is why every word in a résumé is important in the selection process. Artificial intelligence software “reads” the text and extracts important information such as your name, address, work history, experience, and skills. A clear résumé allows the scanner to obtain a clean image in order to maximize “hits” (when one of your skills matches the computer search).

How do I prepare a scannable résumé?

The following 15 guidelines can help you make your résumé “scan-friendly”:

1. Use a standard typeface such as Courier, Helvetica, Futura, Optima, Universe, or Times with a point size of 10-14.
2. Use black ink on white 8 ½ x 11-inch paper. Do not use colored paper.
3. Use only capital letters or boldface to emphasize important information. Do not use italics, underlining, boxes, graphics, or horizontal or vertical lines.
4. Avoid a two-column format or résumés that look like newspapers or newsletters.
5. Use only a laser-quality printer.
6. Do not fold or staple pages.
7. If faxing, use fine resolution and follow up with a mailed original.
8. Avoid “formatting peculiarities.” If you use e-mail, save your file as “text only” or “ASCII,” in case your word processor and your prospective employer’s word processor are incompatible. Email a copy of your résumé to yourself to make sure it looks the way you expected.
9. Use “key words”- phrases, terms, industry jargon, and titles to describe your abilities. Describe your experience with concrete words rather than vague terms. Be sure to use state-of-the-art terminology to describe yourself. If you have been out of the job market awhile, research new developments in your field and use up-to-date terms to present your skills. Savvy job seekers often mimic the words a company uses in its help-wanted ads. The more skills and facts you provide, the more opportunities you have for your skills to match available positions.
10. Be concise and truthful.
11. Use more than one page if necessary.
12. If you have extra space, describe your interpersonal traits and attitude. Key words could include time management, team player, dependable, leadership, and responsibility.
13. Use a keyword summary of your skills at the top of your résumé to get the attention of robotic and human inspectors. For example, if you are looking for an entry-level position in architecture, your keyword summary might include "BS in Architecture, internship experience with large commercial project, knowledge of AutoCAD, PhotoShop, AccuRender, and 3-D Studio". Place your name on its own line at the top of the page. Use the standard format for your address below your name. Then list each phone number on its own line.
14. For job search purposes you may choose to have two versions of your résumé – one to send for a computer to read (Scannable format and detailed descriptors) and one for people to read during an interview (a creative layout, enhanced typography, and summarized information).
15. Be sure to proofread your résumé before sending it.

How do hiring managers and recruiters use electronic applicant tracking systems?

Typically, hiring personnel set up a search request and tell the computer whether certain qualifications are required or desired. Many résumé-scanning systems then rank the candidates they select from the system. Some of the leading systems place a number or percentage next to a candidate’s name indicating how many of the manager’s requirements are reflected in the résumé.

As we move into the 21st century, it is important to use technology to find a job. If you push yourself to go the extra mile in your job search, you will find the opportunity you are seeking.

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