The Resume Trap: Why You’re Not Hearing Back (and How to Fix It)

Sep 8

You find a dream role, tweak your resume, hit submit… and then, crickets.

As someone who’s spent over 13 years in recruiting, hiring, and coaching professionals across every level, from new grads to senior executives, I can confidently say this: the silent rejection is rarely personal. In many cases, your resume never even made it to a human.

Welcome to the world of Applicant Tracking Systems (ATS), the software that screens and filters resumes before a recruiter ever lays eyes on them.

Most job seekers don't realize just how crucial formatting and keyword alignment are. As someone who’s reviewed thousands of resumes, I’ve seen incredible candidates get overlooked simply because their resumes weren’t optimized for the systems scanning them.

Let me break down the five practical things you can do, starting today, to give your resume a fighting chance in the ATS maze.

1. Start with a Master Resume

When I coach clients, I always encourage them to create one "base resume"—a living, breathing document that captures your full career story. This includes every job, achievement, skill set, and certification. Think of it as your personal database.

Then, when a job catches your eye, you simply tailor a version of your resume from that base to match the opportunity.

💡 Pro Tip: Don’t send out the same resume to every job. Hiring managers (and ATS software) can spot a generic application instantly.

2. Speak the Language of the Job Description

Here's a recruiting truth: we often search for candidates in the ATS using keywords pulled straight from the job posting.

If your resume doesn't include those terms, you’re invisible.

When working with clients, I advise this simple exercise: copy the job description into a doc, highlight repeating words or core qualifications, then compare it to your resume. Are those words reflected in your bullet points or skills section?

If not, edit until they are, naturally and authentically.

3. Name Your Resume Like a Pro

You’d be surprised how many files I receive titled “Resume.pdf” or worse, “Final_Final_V2.pdf.” In a sea of documents, naming yours clearly helps you stand out and stay organized.

Use this format:

FirstName LastName – JobTitle Resume.pdf
Example: Alex Lee – Marketing Manager Resume.pdf

Small details make a big impact.

4. Include Both Acronyms and Full Phrases

ATS systems can be picky. If a job post says "Customer Relationship Management (CRM)" but your resume only says "CRM," the system may not recognize the match.

Play it safe and include both. Like this:
“Skilled in Customer Relationship Management (CRM) platforms such as Salesforce.”

It’s a small adjustment that can increase your visibility to both the system and the recruiter.

5. Keep It Simple, Clean, and Classic

This one’s a biggie. As tempting as it is to use flashy templates from Canva or design-heavy resume builders, most ATS software can’t read columns, graphics, or fancy fonts.

Stick to a clean, single-column layout, in reverse chronological format. Use standard fonts (Arial, Calibri, Times New Roman) and avoid headers, footers, or tables. Your content should be the focus, not the format.

Bottom Line: Strategy Over Style

Optimizing your resume for the ATS doesn’t mean stripping away your personality, it just means being strategic. It’s about making your experience easy to find, easy to read, and aligned with the job you're targeting.

As a career coach and recruiter, I’ve seen firsthand how small tweaks can turn silence into callbacks.

If you’re unsure where to start, or just want a second set of eyes on your resume, I’d love to help. Reach out to me or explore coaching options and resume revamp services at Elevance Coaching.

Let’s get you noticed for all the right reasons.

Marisa Liao
Career Coach | Talent Expert | Founder of Elevance Coaching
Helping professionals turn potential into purpose.