Format Resumes for iCIMS ATS Clients

When you submit a candidate resume to an iCIMS client, the system immediately attempts to parse and extract key information for searchability. iCIMS maintains both the visual version of the uploaded file and generates a searchable text version with automatically extracted skills lists. This dual approach means formatting matters twice - first for successful parsing, then for professional presentation to hiring managers. The system works best with straightforward, single-column layouts in Word format, as complex designs can cause parsing failures that make your candidates unsearchable in the client's database.

iCIMS accepts multiple file formats including .doc, .docx, .pdf (text-based), .html, .rtf, .odt, .xml, and .txt files. However, acceptance doesn't guarantee successful parsing. Microsoft Word documents (.docx) are the preferred format because iCIMS handles them more reliably than PDFs. While PDFs are accepted, they must be text-based rather than image-based or scanned documents. For staffing agencies, this means converting candidate submissions to .docx format provides the best chance of successful parsing and client satisfaction.

The most common rejection reasons stem from formatting complexity that confuses iCIMS parsing. Graphics, tables, multiple columns, and unconventional layouts prevent proper text extraction. Image-based PDFs or scanned documents are completely unreadable. Files that are too large or in unsupported formats may not upload at all. For agencies, these rejections mean starting over with reformatting, delaying submissions, and potentially losing placements to competitors who submit properly formatted candidates first. Understanding these limitations helps agencies proactively format submissions for success.