Is Your Resume Failing the ATS? How to Spot & Avoid Negative Keywords

Have you ever submitted your resume and thought, “I’ve got this!” only to hear nothing back? If this happens repeatedly, it’s not you—it’s likely the Applicant Tracking System (ATS) at work.

Let’s be honest: it’s easy to assume that once you hit “submit,” your resume is making its way into the hands of a human recruiter. But the truth is, most companies use an ATS and AI bots to filter out resumes before someone with a beating heart even sees them. And one of the biggest culprits? Negative keywords.

In this post, we’ll take a closer look at what negative keywords are, how they can hurt your chances, and how you can fine-tune your resume to pass the ATS test with flying colors.

So, What Are Negative Keywords?

Negative keywords are words, phrases, or even job titles that either don’t align with the job description or may be flagged by the ATS. While these terms might seem harmless, they actually prevent your resume from reaching the hiring manager or recruiter’s hands.

These keywords could be anything from irrelevant skills, outdated terms, or buzzwords that are considered filler (and to be honest, it could be taboo words based on the politics or perspective of the employer… DEI—just as a for instance. We have had many client discussions about that term in recent weeks).

If your resume is full of these, it won’t matter how impressive your qualifications are—they won’t make it past the ATS gatekeeper.

1. Irrelevant Skills or Experience

Imagine applying for a digital marketing role and listing your experience as a forklift operator. That irrelevant experience could signal to the ATS that you’re not a strong match for the position.

• What Not to Do: Listing outdated skills or job roles that don’t align with the job you’re applying for.
• What to Do Instead: Focus on what’s relevant. If the role asks for SEO expertise, mention your knowledge of SEO strategies or specific tools like Google Analytics.

2. Overuse of Buzzwords and Clichés

We all love a good buzzword. But terms like “hardworking,” “detail-oriented,” and “team player” don’t really tell ATS (or a recruiter) anything useful about your skills. These are generic phrases that might sound nice, but they’re overused and don’t add value.

• What Not to Do: Using generic, overused phrases like “self-starter” or “go-getter.”
• What to Do Instead: Be specific! Instead of saying “passionate about marketing,” say, “Successfully led a social media campaign that grew engagement by 30%.”

3. Passive vs. Active Language

Using passive language in your resume can make you sound less confident and less competent. Words like “worked” or “helped” don’t show ownership or leadership.

• What Not to Do: “Helped in the development of marketing strategies.”
• What to Do Instead: “Led the development of comprehensive marketing strategies that resulted in a 20% sales increase.”

4. Personal Information

Some people still think it’s necessary to include their age, marital status, or hobbies—sometimes, even their SSN! (Please don’t EVER do that!)

Ultimately, when you’re applying for jobs, these things are irrelevant—and could even lead to unconscious bias or personal privacy violations. Additionally, ATS systems can get confused by this kind of information.

• What Not to Do: Including unnecessary personal details such as age or a photo (unless you’re a model or an actor… this doesn’t matter).
• What to Do Instead: Keep it professional. Focus on relevant work experience, education, and skills.

5. Vague Descriptions of Your Role

If you’re too vague about your responsibilities, the ATS will have a harder time understanding your experience. For example, don’t just list that you were “responsible for marketing.” That’s too broad and doesn’t give the ATS enough information.

• What Not to Do: “Responsible for overseeing marketing.”
• What to Do Instead: “Managed a team of five to create digital campaigns that increased traffic by 40%.”

6. Non-Standard Job Titles

If your previous job title is too unique or non-standard, the ATS might not recognize it. For instance, if you were a “Lead Client Happiness Specialist,” the ATS might not know how to categorize you.

• What Not to Do: Using too creative or obscure job titles like “Content Wizard.”
• What to Do Instead: Stick to standard titles, such as “Content Manager” or “Marketing Coordinator,” to ensure the ATS can properly understand your role.

7. Too Much Jargon or Acronyms

Every industry has its jargon, but using too many acronyms or niche terms can confuse an ATS. If the system doesn’t understand the terminology or acronyms, your resume might be flagged as irrelevant.

• What Not to Do: Overusing industry jargon or acronyms without clarification.
• What to Do Instead: Spell out acronyms at least once. For example, “Search Engine Optimization (SEO)” is clearer than just “SEO.”

8. Overly Complex Formatting

ATS is not a fan of creative or graphically designed layouts. So, while you might love the fancy font or colorful designs, they can make your resume unreadable to the system.

• What Not to Do: Using tables, columns, or other complex formatting.
• What to Do Instead: Use a simple layout with clear headings and bullet points to improve readability.

How to Optimize Your Resume for ATS Success

Now that you know what to avoid, it’s time to optimize your resume. Here’s a quick checklist to get your resume ATS-ready:

• Tailor your resume for each job: Read the job description closely and adjust your resume to reflect the keywords used in the listing.
• Use standard formatting: Stick to a simple design with easy-to-read sans serif or sans fonts like Cambria or Calibri.
• Include relevant keywords: Focus on the skills and qualifications mentioned in the job description.
• Use action verbs: Start each bullet point with an action verb like “managed,” “led,” or “championed” to show your impact.
• Avoid personal information: Leave out age, gender, SSN, number of kids, hobbies, etc., as they’re not relevant to your qualifications.

Take Control of Your Job Search

It’s no secret that navigating the ATS process can feel like a maze, but understanding and avoiding negative keywords is a great first step in making sure your resume reaches the hiring manager. Remember, the goal is to present yourself as the ideal candidate—use language that highlights your qualifications, achievements, and value to the company.

Your resume should be both ATS-friendly and human-friendly, showcasing your experience and skills in a clear and concise way. Follow these tips, and you’ll increase your chances of standing out and getting noticed—whether by the ATS or the recruiter.

Need help optimizing your resume? Let Grammar Chic’s professional writers give your resume the attention it deserves. Reach out today and make sure your resume isn’t just another file lost in the ATS abyss.