Most people picture the same thing when they submit a job application. A bot scans their resume, spots a missing keyword or unusual formatting, and rejects the application before a human ever sees it. There is no explanation and no way to know whether it happened.

That concern made more sense five or six years ago. Early applicant tracking systems were much more dependent on keyword matches, which led to advice about using the exact phrasing from a job description, keeping formatting simple, and avoiding anything that might interfere with parsing. A lot of that advice continues to circulate, even though screening has changed. As a result, people are still writing resumes for an imagined screening process that’s stricter than the one they're dealing with.

What’s True About Screening in 2026

The increase in application volume is the main reason companies rely more heavily on screening tools. Applications per hire have tripled since 2021, with open roles now averaging more than 300 applications, according to a 2026 analysis from recruiting platform Ashby. The analysis covered more than 100 million applications across 200,000 jobs.

Recruiting teams simply don't have time to read every application from start to finish. Screening tools help them sort through the resumes and decide where to begin.

“AI resume screening” can mean different things depending on the system a company uses. Some tools help recruiters sort and review applications, while others analyze resumes against criteria set by the hiring team. Greenhouse, one of the leading hiring platforms, says its AI does not make the decision to advance or reject a candidate. Those decisions are still made by hiring teams.

Here are a few things people often worry about:

Fear: Missing one keyword means automatic rejection.

Reality: Keyword stuffing is unlikely to help. Modern screening tools look at context and relevance, so it's best to use the language of the job description only when it accurately describes your experience.

Fear: Any unusual formatting will get the resume discarded.

Reality: Standard formatting is generally fine. Tables, text boxes, and complex multi-column layouts can still cause parsing problems.

Fear: Using AI to draft a resume will get detected.

Reality: The bigger concern is whether the resume describes your experience clearly and accurately. Employers do not all screen resumes for AI use in the same way.

Stop Solving the Wrong Problem

Trying to predict every rule an ATS might use shouldn't be your main goal. The better approach is to focus on the resume itself. Your resume should make your experience clear to both the software handling the application and the recruiter who eventually reads it.

I’ve seen this in my work with Toptal Resume’s builder and checker. It's much easier to understand someone’s experience when their resume explains what they worked on, what they were responsible for, and what happened as a result. “Led strategic initiatives” might sound professional, but it doesn't tell the recruiter much on its own. Add the project, your role in it, and what the work achieved to give them something concrete to evaluate.

This is also the kind of distinction we look for when evaluating resumes with Toptal Resume’s tools. Specific achievements, project scope, and measurable results are more useful than generic responsibilities designed to sound impressive.

What to Do Instead

There are a few things you can do to make the process easier:

Use the job description as a reference

Look for the words the employer uses to describe the role. You don't need to copy the posting word for word, but if you managed cross-functional projects and the employer calls that "stakeholder coordination," using that phrase can make the connection between your background and the role easier to see.

Keep your formatting simple

A single-column layout with clear section headings is easy for both people and software to read. Avoid tables and text boxes if you want to reduce the chance of parsing problems.

Be specific about your accomplishments

“Managed a team of six through a product launch that shipped two weeks early” tells a recruiter what the work involved and how it turned out. “Managed a team” leaves those important details out. When you can, give the reader enough context to understand the work without having to guess.

Use AI to polish your resume

AI can be useful when you already have the material. Use it as an editing tool to organize information and make your achievements clearer, not to write the resume for you. The same applies whether you use a general AI assistant or a resume builder. Before you submit the resume, read every section and make sure it's accurate and sounds like your own writing.

There's no need to guess at every possible rule behind the screening process. Instead, put that effort into making sure the resume accurately shows what you have done and what you can bring to the role.

About the author: Inge Miscevic is a Principal Career Coach at Toptal Resume with over a decade of experience reviewing and improving thousands of resumes across industries. In her work with clients, she focuses on clear resume structure, effective formatting, and content that presents real experience in a way recruiters can quickly understand.