How to Choose Keywords That Actually Work for ATS
You’ve polished your resume, applied to countless jobs, and still, no response. It could be because you haven’t learned how to choose keywords that actually work for ATS, which is essential to get your resume past automated scans.
Most companies today use ATS software to screen resumes before they ever reach a recruiter or hiring manager. These systems aren’t just looking for job titles; they’re scanning for specific words and phrases that match the job description. If your resume doesn’t include them, it may get filtered out automatically.
In this post, we’ll walk you through exactly how to choose keywords that pass the ATS scan and help you stand out to employers.
What Are Resume Keywords and Why Do They Matter?
If your applications keep falling into a black hole, your resume might be missing one critical piece: keywords that actually work for Applicant Tracking Systems (ATS).
Resume keywords are specific terms, phrases, and skills that reflect the requirements of a job. They can include job titles, tools and software, certifications, industry-specific terminology, and core skills and responsibilities.
ATS software utilizes these keywords to determine how closely your experience aligns with a job posting. If your resume doesn’t include the right ones, or if they’re buried in hard-to-scan formats, you might not make it to the next round, even if you’re fully qualified.
Understanding how to choose keywords for ATS helps you build a resume that speaks the language of both the software and the hiring manager.
Step-by-Step: How to Choose Keywords for ATS
Step 1: Analyze the Job Description Carefully
The best keywords don’t come from guessing. They come directly from the job posting.
Start by copying and pasting the job description into a document or note. Then, look for repeated words, core qualifications, and tools mentioned in the job description.
Look for:
- Specific responsibilities (manage inventory, oversee vendor contracts).
- Skills (project management, customer service, financial analysis).
- Software or tools (Salesforce, QuickBooks, Google Analytics).
- Certifications (PMP, SHRM-CP, CPA).
- Role-related terminology (stakeholder alignment, process improvement).
Example: If a job description mentions “cross-functional collaboration” or “data analysis” multiple times, those are likely keywords worth including, if they genuinely reflect your experience.
Step 2: Mirror the Language, Not Just the Concepts
One of the biggest mistakes job seekers make is using variations of keywords rather than the exact terms from the job description.
For example: If the job posting says: “Proficient in Microsoft Excel for data reporting.” And your resume says: “Used spreadsheets to track team metrics.”
You’re describing the right concept, but you’ve missed the keyword. The ATS may not recognize your version as a match.
What to do instead: Use the EXACT language from the job description, as long as it’s true to your experience. If they say “Microsoft Excel,” you should say “Microsoft Excel.” If they list “budget forecasting,” include that phrase, not just “financial planning.”
Step 3: Use a Mix of Hard Skills, Soft Skills, and Tools
Knowing how to choose keywords for ATS means balancing technical skills, core responsibilities, and soft skills that align with the job.
Include keywords from these three categories:
- Technical Skills and Tools: These are often role-specific and can be software programs, platforms, or systems. Examples: QuickBooks, HubSpot, JavaScript, Canva, Google Workspace.
- Core Competencies: These describe responsibilities or strengths. Examples: Inventory management, sales strategy, employee onboarding, performance tracking.
- Soft Skills: These are harder to quantify but still valued. Examples: Leadership, adaptability, communication, time management.
Important: Not all soft skills should be listed on their own. Instead of saying “team player,” use a bullet point that shows it in action, like: “Collaborated with cross-functional teams to improve onboarding efficiency by 30%.”
Step 4: Add Keywords Naturally Within Your Resume Content
Don’t just drop a list of keywords into a “Skills” section and call it done. While that helps, it’s not enough. Most ATS systems give more weight to keywords found in context within your work experience and professional summary.
Where to place your keywords:
- In your professional summary.
- In bullet points describing your accomplishments.
- In your skills or tools section.
- In your education or certification sections (if relevant).
Example of in-context usage: “Implemented Salesforce CRM to track customer data and improve lead conversion by 22% over 6 months.”
This placement proves you didn’t just copy keywords; you used them meaningfully.
Step 5: Test and Refine
If you’re applying to roles and still not getting traction, it’s worth testing your resume with keyword tools.
Try this:
- Use a job scan tool that compares your resume to a job posting.
- Read your resume aloud and check for relevance and clarity.
- Ask a coach or resume writer to review your keyword strategy.
Also, keep your resume adaptable. Saving a base version is helpful, but each application should have tweaks that reflect the language of that specific job.
At ProTouch Career, we help clients craft keyword-rich resumes that remain human-friendly, avoiding a robotic or overly stuffed tone. The right keywords work best when they’re woven into a real, compelling story of your experience.
The Bottom Line: ATS Keywords Aren’t Just Buzzwords. They Are Part of Your Resume Strategy.
If your resume doesn’t include the correct language, it might never reach human hands. But when you know how to find and use the right keywords, you shift the odds in your favor.
Choosing the right keywords isn’t about tricking the system. It’s about translating your value in a way that both software and people understand.
When your resume reflects the needs of the role and uses language that aligns with the job description, you give yourself the best chance to stand out and move forward.
Need Help Finding the Right Keywords for Your Resume?
At ProTouch Careers, we help job seekers learn how to choose keywords for ATS that reflect their unique strengths and align with today’s hiring standards. Whether you’re applying for the first time in years or struggling to make it past the ATS, we’re here to help.
Start with a free resume review or explore our resume writing packages to see how we can support your next move.
Let’s make your resume work smarter, starting with the words that matter most.
Contact Us
Have some questions before getting started?
If you have any questions about the right package for you, our services, or the process, please submit the form.
