Why even the smartest software can sometimes get it wrong
For job seekers, especially early-career professionals, the first challenge isn’t the interview—it’s getting past the software. Most large companies use Applicant Tracking Systems (ATS) to scan and sort resumes before a human ever reads them. On paper, this sounds efficient. In practice, it can create silent barriers.
These systems are built to identify “qualified” candidates quickly. But what’s considered “qualified” depends on the rules the system was given—and those rules can reflect unconscious bias without anyone noticing.
The result? Well-qualified candidates might be screened out based on how they formatted their resume, which school they attended, or the keywords they used.
Let’s take a closer look at how ATS systems unintentionally create bias and how you can protect your chances of being fairly considered.
1. Keyword filtering can reward familiar backgrounds
Most ATS software works by scanning for specific keywords tied to the job description. If your resume includes the “right” words, you move forward. If not, you’re screened out—even if you have the skills.
This favors candidates who’ve had traditional career paths, used corporate language, or been coached on resume optimization. Candidates with non-linear paths, freelance experience, or international backgrounds may be just as capable but use different terminology. The system doesn’t always recognize that.
This isn’t malicious. It’s mechanical. But it means the playing field isn’t level.
2. Formatting choices can affect readability
Many applicants are surprised to learn that ATS systems can misread resumes that use columns, graphics, or certain fonts. A design-forward resume that looks great to a human might confuse the software.
This is especially common among creative professionals—graphic designers, marketers, and writers—who want to showcase their visual sense. But ATS tools are often basic in how they read documents. If the system can’t parse your resume properly, it may discard it—even if you're highly qualified.
The technology isn’t judging your creativity. It’s just not built to read complex formatting.
3. Name and location can trigger bias
Some older or poorly configured ATS setups sort resumes based on name, location, or even graduation year—factors that can introduce bias unintentionally.
For instance, a candidate with a non-Western name might get filtered differently due to language matching. Or someone from a small town or foreign university might be deprioritized compared to a candidate from a well-known city or institution—even if their skills match.
Again, the bias isn't always built in on purpose. But it creeps in through poorly set filters, default sorting methods, and human decisions about what "ideal" candidates look like.
4. Gaps in work history can be misread
Career gaps—whether for family reasons, illness, or education—often confuse ATS systems unless clearly explained. If a resume shows a six-month break without explanation, some systems may flag it or rank it lower.
This creates an unfair disadvantage for parents, caregivers, or people returning to work after medical leave. Their skills may be strong, but the system sees an “incomplete” record and penalizes them silently.
5. Over-reliance on AI rankings
Some companies use AI-powered ATS tools that score candidates based on how well their resume matches the job. But AI learns from historical data—and if that data is biased, the rankings will be too.
For example, if a company has historically hired mostly candidates from one type of background, the AI may favor similar applicants in the future, assuming that’s the “best” match.
The issue? The system ends up reinforcing past patterns instead of recognizing new, diverse potential.
So, What Can Job Seekers Do?
While we can’t control how ATS systems are built, we can improve how we interact with them. Here’s what helps:
1. Design your resume for each role
Use the exact keywords from the job description, especially in the top third of your resume. Match job titles and skills where relevant.
2. Keep formatting simple
Use a clean, single-column format. Stick to standard fonts (Arial, Calibri, Times New Roman), and avoid tables or embedded graphics unless you know the system can handle them.
3. Use standard section headings
Stick to conventional titles like “Work Experience,” “Skills,” and “Education.” ATS tools are trained on these terms.
4. Spell out acronyms
Write both the acronym and the full term, e.g., “SEO (Search Engine Optimization).” That way, whichever the ATS looks for, it finds a match.
5. Include a plain-text version
If you’re uploading a resume, make sure you have a PDF or .doc version that’s readable by text-based systems.
ATS systems aren’t going away. They help companies handle large volumes of applicants. But they’re far from perfect—and their mistakes often go unnoticed.
When unconscious bias creeps into automation, qualified candidates lose opportunities they deserve. That’s why it's important to be intentional in how you write and format your resume, especially when applying to large organizations. You're not gaming the system. You're working within its limitations to give yourself a fair shot.
Until hiring software catches up to real-world diversity, job seekers need to be smart about how they present themselves. And companies? They need to remember that a good resume doesn’t always look the same.
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