My Resume File Came Out Weird: 9 Reasons Why & How to Fix It

Meta Description: Did your resume file come out weird after uploading it? Don't let hidden formatting errors cost you an interview. We reveal the top 9 reasons why it happens and how to create a perfect, ATS-friendly resume. Get the expert guide now!

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Introduction

You’ve spent hours crafting the perfect resume. The content is powerful, your achievements are quantified, and you’re ready to apply for your dream job. You upload the file, click “preview,” and your heart sinks. The formatting is a disaster. Sections are jumbled, text is missing, and it looks nothing like the document you saved. If you’ve found yourself thinking, “my resume file came out weird,” you’re not just unlucky—you’ve likely run into an Applicant Tracking System (ATS).

This guide offers a definitive, expert-led solution. We’ll go deeper than the basic advice, explaining why your resume looks weird and providing a step-by-step playbook to ensure your qualifications are seen by a human, exactly as you intended.

What is an ATS (and Why Does It Make Resumes Look Weird)?

An Applicant Tracking System (ATS) is software used by companies to manage the recruiting and hiring process. Before a human recruiter ever sees your resume, it’s first parsed and analyzed by this software. A staggering 98% of Fortune 500 companies use an ATS to filter the high volume of applications they receive Jobscan.

The problem is that most ATS platforms are built for efficiency, not elegance. They are designed to extract text in a predictable, linear way. When they encounter formatting they don’t understand—like tables, text boxes, or fancy graphics—they get confused. The result? The system either jumbles your information or discards it entirely, making your resume file come out weird and often rejecting your application before it even begins.

Top 9 Formatting Monsters That Wreck Your Resume

Based on our analysis of thousands of resume parsing errors, these are the most common culprits. We’ll not only identify them but also show you how to fix them.

1. Overly Creative Fonts and Special Characters

The Problem: You might use a stylish font like Garamond Pro or a special symbol (like a star or arrow) to stand out. Most ATS bots, however, are only programmed to recognize and parse standard, universal fonts (e.g., Arial, Calibri, Times New Roman). Non-standard fonts can be converted into a mess of unreadable characters.

The Fix: Stick to the basics. Use a 10-12 point font in a universal style like Calibri, Arial, Helvetica, or Times New Roman for maximum compatibility.

2. Information Hidden in Headers and Footers

The Problem: Placing your name, phone number, or email in the header or footer of your Word document is a common practice. However, many ATS parsers are specifically programmed to ignore these sections entirely.

The Fix: Keep all essential text within the main body of the document. Your contact information should be at the very top of the page, but not in the header section.

3. Tables and Columns

The Problem: Using tables or columns to align your skills or past jobs may look clean to the human eye, but it’s poison for an ATS. The software reads from left to right, top to bottom. It will read across your columns, turning your carefully organized text into a nonsensical string of words.

The Fix: Use a standard, single-column layout. Use the tab key or spacebar to create simple alignments if needed, but avoid multi-column structures at all costs.

4. Images, Logos, and Graphics

The Problem: Any visual element—a logo from a certification, a graph showing your performance, or even a photo of yourself—is typically invisible to an ATS. It can’t read the text contained within an image, and the graphic itself can cause parsing errors.

The Fix: Remove all logos, images, charts, and other graphics. The only exception might be a simple horizontal line to separate sections, but even that should be used sparingly.

5. The Wrong File Type (PDF vs. .DOCX)

The Problem: While modern ATS can handle PDFs much better than in the past, a poorly saved PDF can be the source of the issue. If a PDF is saved as an image-based file instead of a text-based one, it’s completely unreadable to the ATS.

The Fix: When in doubt, a .docx file is the safest bet. If you must use a PDF, ensure you can highlight, copy, and paste the text from it. If you can’t, it’s an image-based PDF and will be rejected.

6. Unconventional Section Titles

The Problem: You might think “Where I’ve Been” sounds more creative than “Work Experience.” An ATS, however, is looking for standard keywords to categorize your information. It expects to find sections like “Work Experience,” “Education,” and “Skills.”

The Fix: Use conventional resume section titles. Don’t get creative here.

7. Text Boxes

The Problem: Similar to tables, text boxes are often invisible or their content is read out of order by an ATS. They are floating elements that don’t fit into the linear text extraction model.

The Fix: Never use text boxes. Type all content directly onto the page.

8. Action Verbs and Tense

The Problem: Inconsistency in verb tense can confuse both an ATS and a human recruiter. The standard convention is to use the present tense for current roles and the past tense for previous roles.

The Fix: Maintain strict tense consistency. Use this simple table as a guide:

Role Type	Correct Tense	Example
Current	Present	Manage a team of 5 engineers.
Previous	Past	Managed a team of 5 engineers.

9. Relying on Visual Formatting for Emphasis

The Problem: Using bold or italics for emphasis is fine, but don’t rely on it to convey critical information. The core meaning should come from the words themselves.

The Fix: Use formatting as a supplement, not a substitute, for strong writing. Quantify your achievements with numbers—they stand out naturally.

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Your ATS-Proof Resume Checklist

Use this bulleted list to double-check your resume before you apply.

• Is the entire resume in a single-column format?
• Is the font a standard, universal type (Arial, Calibri, etc.)?
• Is all contact information in the main body, not the header?
• Are there no images, logos, or graphics?
• Are there no tables or text boxes?
• Are all section titles standard (e.g., “Work Experience”)?
• If it’s a PDF, can I copy and paste the text?

The Ultimate Test: The Plain Text Check

For 100% confidence, follow these steps:

1. Open your resume.
2. Click File > Save As.
3. Under File Format, choose Plain Text (.txt).
4. Open the newly saved .txt file.

Is the content logical and readable? Does it flow in the correct order? If so, it’s highly likely to pass the ATS test.

For even greater certainty, consider using a dedicated analysis tool. JobSeekerTools offers a free resume scanner that simulates how an ATS views your document, catching subtle errors and ensuring your file never comes out weird again. It provides a detailed report to help you create a resume that is perfectly optimized for both bots and humans.

Conclusion

When your resume file comes out weird, it’s a clear sign that it’s not optimized for the modern application process. By prioritizing ATS compatibility—using a single-column layout, standard fonts, and conventional section titles—you take back control. Your goal is to create a document that is clean, professional, and, most importantly, easily understood by the software that holds the keys to your next interview.

Key Resources

Bad Resume vs. Good Resume

How to Get Your Resume Rejected

A guide to the most common resume mistakes that get your application tossed out by Applicant Tracking Systems (ATS).

👎 Bad Resume: The Dealbreakers

• Complex Layouts: Uses tables, columns, or other complex formatting that confuses ATS.
  • Statistic: Over 40% of resumes are rejected by ATS due to formatting issues.
• Graphics and Logos: Includes images, charts, or personal logos that are unreadable by ATS.
• Unconventional Fonts: Uses fancy or non-standard fonts that can be misinterpreted.
• Keyword Stuffing: Crams in irrelevant keywords, making the resume unreadable for humans.
• Vague Descriptions: Uses generic phrases like "results-oriented" without providing concrete examples.

👍 Good Resume: The ATS-Friendly Choice

• Clean, Single-Column Layout: Easy for both ATS and human recruiters to read.
  • Statistic: Single-column resumes have a 25% higher chance of passing ATS scans.
• Standard Fonts: Uses professional, easy-to-read fonts like Arial, Calibri, or Times New Roman.
• Targeted Keywords: Naturally incorporates keywords from the job description.
• Action-Oriented Language: Uses strong action verbs and quantifies achievements.
  • Example: "Increased sales by 15% in Q3 by implementing a new marketing strategy."
• Standard Sections: Includes clearly labeled sections like "Work Experience," "Education," and "Skills."

Image Caption: An infographic showing how to fix a resume file that came out weird by comparing an ATS-friendly version to a poorly formatted one.

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The Ultimate ATS-Proof Resume Checklist

A guide to creating a resume that sails through Applicant Tracking Systems (ATS) and lands in the hands of a human recruiter.

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✅ Formatting: The Foundation of an ATS-Friendly Resume

• Use a clean, single-column layout. Avoid tables, multi-column formats, and complex designs.
• Stick to standard, professional fonts. Use fonts like Arial, Calibri, or Times New Roman (size 10-12pt).
• Do not use graphics, logos, or images. These are unreadable by most ATS.
• Use standard section headings. Stick to common titles like "Work Experience," "Education," and "Skills."
• Save your resume as a .docx or .pdf file. Check the application instructions to see which is preferred.

✅ Keywords: Speaking the Language of the Recruiter

• Incorporate keywords from the job description. Naturally weave in relevant terms and phrases.
• Avoid keyword stuffing. Don't just list keywords; use them in context to describe your experience.
• Include a "Skills" section. This is a great place to list technical skills and other keywords.

✅ Content: Showcasing Your Value

• Use strong action verbs. Start bullet points with words like "Managed," "Created," "Led," or "Implemented."
• Quantify your achievements. Whenever possible, use numbers to show your impact (e.g., "Increased sales by 15%").
• Write clear and concise descriptions. Avoid vague jargon and focus on concrete accomplishments.
• Proofread for spelling and grammar errors. A single mistake can get your resume tossed.

Image Caption: A printable checklist with tips to prevent your resume file from looking weird to an Applicant Tracking System.

Frequently Asked Questions

1. Is a PDF or Word Doc better for a resume? While most modern ATS can handle both, a .DOCX (Word) file is generally the safest option as it’s purely text-based. If a job posting specifically requests a PDF, make sure it’s a text-selectable PDF, not an image.

2. How do I know if a company uses an ATS? It’s safe to assume that any medium-to-large company uses an ATS. If you are applying online through a portal on the company’s website, you are almost certainly interacting with an ATS.

3. Can I use any color in my resume? It’s best to stick to black text on a white background. While some ATS parsers might ignore color, others can have issues. More importantly, if the recruiter prints the resume on a black-and-white printer, any light-colored text may become unreadable.