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 Writing for OCR
Keywords
Checklist
Writing for OCR
Many employers use Optical Character Recognition (OCR) software to track job applications. This allows them to use a computer to search for a specific skill, instead of having to manually read all of the resumes submitted.
Basically, a resume or application is scanned in, software is used to convert the characters to text, and then the resume information is entered into a searchable database.
Since you are writing for a computer, not a human, you need to format your resume in a way that the computer will understand it. Mathematical formulas are used to translate a shape into a letter of the alphabet. If you use italics or underlining, that changes the shape—and thus the word. An underlined n, for example, can look like an “o” to a computer.
Graphic images such as non-standard fonts, decorative lines, italics, pictures and watermarks can cause an OCR to make a jumbled mess of your resume. If you want to submit a nicely formatted resume for printing, do so, but also include a plain text or ASCII format resume for scanning.
When writing resumes for the “electronic eye,” remember:
Standard fonts and formats improve OCR accuracy
Graphics don’t translate to words or numbers
Good Typefaces for Scannable Resumes:
Arial
Times New Roman
Courier
Keywords
After scanning, a list of keywords is created from the information you provided in your resume and cover letter. Employers program OCR’s to search their resume databases for keywords. Generally, keywords are nouns or phrases that indicate experience in specific techniques or fields.
To increase your list of keywords list, be specific. Instead of saying "proficient in software use," say "proficient in use of Microsoft Word, MS Excel, and Macromedia Dreamweaver."
The software will translate these words into a list of skills for you that might look something like this: “Microsoft Word, MS Excel, Macromedia Dreamweaver, HTML, word processing, spreadsheets, desktop publishing, and page layout.”
Key words vary by position and industry, and may require some research on your part.
Look for keywords in job descriptions posted on employer websites or listings in newspapers and online job listing sites.
The specialized jargon of a field can be found in science news or trade publications, or recent journal publications.
Jargon and Acronyms
Use jargon and acronyms specific to your work experience, but also spell out acronyms for the human readers. If, for instance, you have been a lab technician and have skills related to a very specific technique, then name the technique in your resume.
Phrasing of Responsibilities
Word your resume with concrete words rather than vague phrases. For example, it's better to use "managed a team of medical technicians" than "responsible for managing ..."
Checklist for Scannable Resumes
Did I carefully choose the most likely key words for my resume and arrange them in an appropriate order?
Did I use a common font that can be read by an OCR?
Did I (except for my name) use a font size between 10 points and 14 points?
Did I avoid italics, script, and underlined passages?
Did I avoid using graphics and shading?
Did I avoid using horizontal and vertical lines, and allow a quarter-inch of white space all around?
Did I use a laser printer?
Did I use understandable abbreviations? Synonyms?
Did I put my name at the very top?
Did I avoid stapling or folding my resume?
Am I sending an original of my resume, not a Xerox copy?
If faxing, did I put the setting on “fine mode”?
Some material adapted from Kennedy & Morrow (1994) The Electronic Resume Revolution. New York: John Wiley & Sons; and RESUMIX hints, from the manufacturers website.
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