iTechGuides is reader-supported. When you buy through links on our site, we may earn an affiliate commission. As an Amazon Associate I earn from qualifying purchases. Learn more
Six layout patterns cause the most trouble for resume-reading software: multi-column designs, tables used for layout, text boxes, graphics and image-heavy designs, contact details placed in headers or footers, and scanned or image-only PDFs. None of them guarantees rejection. Each one puts your content at risk of being dropped, read out of order, or filed under the wrong heading, and any of those can make a qualified application look thinner than it is.
What “breaking” actually means
Most online applications pass an uploaded resume through an applicant tracking system (ATS). The software converts the file into plain text, then tries to sort that text into sections such as contact details, experience, education, and skills. A resume “breaks” the software when that conversion goes wrong in one of three ways:
- Content goes missing. Text is never extracted, so a job or skill does not appear in the parsed profile.
- Content is misordered. Lines from different parts of the page are joined, so one job’s dates end up attached to another job’s title.
- Content is miscategorized. A block is read correctly but assigned to the wrong section, or no section at all.
These are risks, not guaranteed automatic rejections. Parsing behavior varies by vendor, configuration, and how the employer uses the system, so the same file can be handled differently in two portals.
The six patterns
1. Multiple columns
A two-column layout, with skills in a narrow sidebar and jobs in the main column, looks organized to a reader. To a parser, the page may be read straight across the lines rather than completing one column before the next. The result can be a single line that mixes a skill name, a company, and a date range. Roche’s applicant parsing FAQ specifically flags this reading-order risk.
#1 Best Overall
- Life Is Noteworthy. Create a resume that is noteworthy and will stand out from the crowd with this Southworth Resume Paper!Make a good first impression with this 100 percent Cotton Resume paper. Each sheet is lignin-free and acid-free to resist yellowing, and can be used in copiers as well as inkjet and laser printers for convenience. This Southworth Resume Paper comes 100 sheets per box to ensure there's enough on hand.
- Resume paper is ideal for resumes, cover letters, and thank-you notes
- Paper size: 8.5"W x 11"L
- Printer compatibility: laser, inkjet, copier
- Acid- and lignin-free
2. Tables used for layout
Many resume templates use an invisible table to align dates on the right and job descriptions on the left. That alignment can blur text order and the boundaries between sections. Several university career-service guides list tables among the elements to avoid when a document will be parsed.
3. Text boxes
Text placed in a floating text box is positioned independently of the main document flow, so some systems miss it entirely or read it at an unexpected point. The University of Missouri–St. Louis, the University of Minnesota Duluth, Iowa State University, and Concordia University all identify text boxes as a risk. Text boxes are a common way to add a name banner or a sidebar of skills, so this is one of the most frequent problems in designed templates.
4. Graphics, icons, logos, and image-heavy designs
Information inside an image is not ordinary selectable text. Phone and email icons, star-rating bars for skills, company logos, and infographics can all leave gaps in the parsed profile. Several university career-service sources advise keeping graphics and images out of a resume meant for an ATS.
Rank #2
- Made in United States
5. Contact details in headers and footers
Many applicants put their name, phone number, and email in the page header, where they look neat. The University of Minnesota Duluth guidance warns that some systems may drop header and footer content. Put your contact details at the top of the main body instead.
6. Scanned or image-only PDFs
A PDF made by scanning a printed page can look perfectly normal on screen while containing no text layer at all. UC Riverside’s guidance distinguishes scanned PDFs as image-based, which a text parser cannot read. The test is simple: in a PDF viewer, try to select a word with your cursor. If you cannot highlight it, the parser probably cannot read it either.
Rank #3
- Premium Quality Business Paper – This 70lb luxury resume paper offers a smooth, bright white finish, perfect for creating professional resumes, cover letters, and business correspondence. The 70lb weight ensures durability while maintaining a refined look and feel.
- Perfect for Printing and Writing – Designed for superior printability, this high-quality paper is ideal for inkjet and laser printers, ensuring crisp, sharp text and vibrant colors for your documents. It also provides a smooth surface for writing with pens or pencils.
- Versatile 8.5" x 11" Size – Standard letter-sized (8.5" x 11") paper that fits perfectly in most office printers and filing systems. Whether you're printing resumes, invitations, or professional documents, this paper is a great choice for any project.
- 100 Sheets per Pack – Comes with 100 sheets of luxury paper, offering excellent value and ensuring you have enough for multiple print jobs or professional documents. Ideal for office, home, or school use.
- Sustainable and Eco-Friendly – Made from high-quality, eco-conscious materials to support sustainability. This paper is sourced responsibly, making it a great choice for environmentally-conscious consumers.
Which file type to submit
The guidance does not establish a single winner between DOCX and PDF. The question people usually phrase as “PDF or Word?” is answered by the employer’s instructions, not by a universal rule. The table below summarizes what each source says.
| Source | Stated guidance on file type | What it means for you |
|---|---|---|
| University of Minnesota Duluth career guidance | States that ATS prefers DOCX, but to follow the job advertisement if it requests PDF | Use DOCX by default; switch to PDF only when the posting asks for it |
| University of Virginia career guidance | Says PDF, DOC, or DOCX work for most submissions and directs applicants to check the allowed formats | Check the posting or portal before uploading |
| Iowa State University career guidance | Permits DOCX or PDF | Either works, provided the PDF has a text layer |
| Roche applicant parsing FAQ | Recommends DOCX or PDF | Either works, provided the file is text-based |
The University of Missouri–St. Louis Career Services puts the underlying mechanism plainly in its ATS resume guidance: “The ATS reads the resume in plain text.” That is why the file type matters less than whether the words survive conversion into plain text in the right order.
Recommended Free Tools
Rank #4
- Life Is Noteworthy. Create a resume that is noteworthy and will stand out from the crowd with this Southworth Resume Paper!Make a good first impression with this 100 percent Cotton Resume paper. Each sheet is lignin-free and acid-free to resist yellowing, and can be used in copiers as well as inkjet and laser printers for convenience. This Southworth Resume Paper comes 100 sheets per box to ensure there's enough on hand.
- Resume paper is ideal for resumes, cover letters, and thank-you notes
- Paper size: 8.5"W x 11"L
- Printer compatibility: laser, inkjet, copier
- Acid- and lignin-free
Checks to run before you upload
- Build an ATS version. Use one column, standard headings such as “Experience” and “Education,” and no text boxes, tables, or graphics. Keep it separate from any designed version you use elsewhere.
- Move contact details into the body. Place your name, phone, and email at the top of the main page area, not in the header or footer.
- Export a text-based file. Save or export from your word processor as DOCX or as a PDF created from that document. Do not submit a scan of a printed page.
- Run a copy test. Select all text in the exported file, paste it into a plain text editor or a blank Word document, and read it. Look for substituted characters, strange spacing, missing words, and bullets that disappeared. The University of Missouri–St. Louis guidance recommends this check, and it catches the most common corruption.
- Check the portal after upload. Many systems prefill fields from the resume. Compare each prefilled job, date, and school with your original, and correct any errors before submitting.
The copy test is a screening check, not a guarantee that a given ATS will read the file correctly.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.When to keep a more visual version
A designed resume still has a place. The University of Tennessee, Knoxville career guidance describes keeping a separately tailored ATS resume alongside a more graphic version for networking. Use the visual version when a person will read it directly, such as at an industry event, in a portfolio, or in a field where design is part of the job. Send the plain version through online application portals.
Best Value
- Premium Paper Set: Made from 90 GSM parchment paper for easy writing.Heavy-weight,avoid ink bleed through.Parchment paper is light enough in color for writing,all write smoothly on this paper.
- Vintage Design: Designed with vintage textures,these diploma papers have retro appearances,crafted with attention to detail,experience the appeal of vintage paper.
- Smooth Texture for Writing and Printing: It works well on a variety of laser and inkjet printers at home as well as professional printers in the office.Whether you prefer the printing or writing,our parchment paper offers a smooth and consistent surface.
- Product Specifications: Each pack contains 25 sheets,sized at 8.5 x 11 inches.The blank design allows for easy addition of text, graphics,catering to various personalized demand.
- Multi-Purpose: This paper is great for certificates, resumes,diplomas,business cards and invitations.Ideal for use in homes,schools,and businesses,as well as for artistic,crafts and more,offering possibilities for your creativity.
What is and is not established
The guidance above is consistent across university career services and Roche’s applicant parsing FAQ, but it is practical caution rather than controlled testing across software platforms. No published test establishes how often each pattern fails, and adoption figures for ATS software do not show that any particular layout breaks parsing. Treat the six patterns as the layouts most often flagged as risky, check your own exported file, and follow each portal’s current instructions.
Quick Recap
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
