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Tips for Formatting Contact Information to Pass ATS Scanners and Impress Recruiters
Contact information is the first thing an ATS (Applicant Tracking System) and a human recruiter sees. If it’s not formatted correctly, the entire resume can be discarded before a single skill is evaluated. In this guide we’ll break down the exact steps, checklists, and tools you need to ensure your contact block passes ATS scanners and impresses recruiters.
Why Contact Information Matters to ATS and Recruiters
- ATS parsing – Most ATS software reads the top 10‑15 lines of a resume looking for name, phone, email, and URLs. A malformed block can cause the system to mis‑read or skip your details entirely.
- First‑impression factor – Recruiters skim the header in seconds. Clean, professional contact info signals attention to detail.
- Compliance – Some companies filter out resumes that lack a phone number or a professional email domain (e.g., Gmail vs. a corporate address).
Stat: According to a 2023 Jobscan study, 68% of resumes are rejected by ATS before a human ever sees them, and the top reason is unreadable contact information.
Standard Elements of a Perfect Contact Section
| Element | Recommended Format | Example |
|---|---|---|
| Full Name | First and last name only, no titles (Mr., Dr.) | Emily Rivera |
| Phone Number | International format, no symbols other than + and spaces | +1 555 123 4567 |
| Email Address | Professional domain, lowercase, no periods before the @ (e.g., john.smith@gmail.com is fine, but john.smith@johnsmith.com is better) | emily.rivera@email.com |
| LinkedIn URL | Custom URL, https://linkedin.com/in/username | https://linkedin.com/in/emilyrivera |
| Portfolio/Website (optional) | Full URL, https://, no tracking parameters | https://emilyrivera.dev |
Do Not Include
- Personal pronouns (I, me)
- Physical address (street, city) unless the job explicitly requires location
- Social media handles unrelated to professional branding (Twitter, Instagram)
Formatting Rules That Keep ATS Happy
1. Keep It Simple and Linear
- One line per element is safest. If you prefer a two‑line layout, separate with a pipe (
|) or a bullet (•). - Avoid tables, text boxes, or graphics for the header.
2. Use Standard Fonts
- Arial, Calibri, Helvetica, or Times New Roman – 10‑12 pt size.
- No decorative fonts; ATS may not recognize them.
3. Avoid Special Characters
- No emojis, asterisks, or decorative symbols.
- Only use
+for international dialing codes.
4. Consistent Capitalization
- Title‑case for your name, lower‑case for email, proper case for LinkedIn.
5. Place the Header at the Very Top
- No blank lines before the name; ATS starts reading from line 1.
Quick Checklist
- Name is first line, no titles.
- Phone number includes country code.
- Email is professional and lowercase.
- LinkedIn URL is custom and clickable.
- No tables, images, or graphics.
- Font is ATS‑friendly.
- Header occupies no more than 5‑6 lines.
Do’s and Don’ts List
Do:
- Use a plain‑text header.
- Include a LinkedIn profile that matches your resume.
- Test the header with an ATS checker (e.g., Resumly’s ATS Resume Checker).
Don’t:
- Add a photo or logo in the header.
- Use a personal email like
coolguy123@yahoo.com. - Insert a full mailing address unless required.
- Mix fonts or colors.
Common Mistakes That Trip Up ATS Scanners
| Mistake | Why It Fails | Fix |
|---|---|---|
| Header in a table | ATS reads tables as a single cell, losing individual fields. | Use plain text lines. |
| Missing country code | International ATS may not recognize the number. | Add +1 (US) or appropriate code. |
| Fancy email (e.g., john.doe+job@gmail.com) | Some parsers truncate after the +. |
Use a simple email address. |
| Multiple URLs on one line without separators | Parser merges them, creating an invalid link. | Separate with a pipe ` |
Step‑by‑Step Guide to Build an ATS‑Friendly Contact Block
- Open a plain‑text editor (Notepad, VS Code) and type your name on line 1.
- Add your phone number on line 2 using the international format.
- Enter your email on line 3, all lowercase.
- Paste your LinkedIn URL on line 4. If you have a portfolio, place it on line 5.
- Copy the block and paste it at the very top of your resume template.
- Run an ATS test – upload the file to Resumly’s ATS Resume Checker to verify parsing.
- Iterate – If the checker flags any field, adjust spacing or line breaks and retest.
Example Before (Problematic):
Emily Rivera | +1 (555) 123‑4567 | emily.rivera@email.com | linkedin.com/in/emilyrivera | https://emilyrivera.dev
Why it fails: The pipe‑separated line is read as a single string; ATS cannot split the fields.
Example After (ATS‑Friendly):
Emily Rivera
+1 555 123 4567
emily.rivera@email.com
https://linkedin.com/in/emilyrivera
https://emilyrivera.dev
Now each element is on its own line, guaranteeing correct parsing.
Using Resumly’s Free Tools to Test Your Contact Section
- ATS Resume Checker – Upload your resume and see exactly how the system reads your contact info.
- Resume Readability Test – Ensures the surrounding sections are also scanner‑friendly.
- Buzzword Detector – Adds industry‑specific keywords without cluttering the header.
Pro tip: After fixing your header, run the Resume Roast for a quick AI‑powered critique that highlights any remaining ATS issues.
Real‑World Example: Before and After
Before (Rejected by ATS)
John Doe
Phone: (555) 987‑6543
Email: john.doe123@outlook.com
LinkedIn: https://linkedin.com/in/johndoe?trk=profile
Portfolio: http://johndoe.com?ref=resume
Issues: “Phone:” label, non‑standard email, LinkedIn URL with tracking parameters, extra query strings.
After (Accepted by ATS)
John Doe
+1 555 987 6543
john.doe@outlook.com
https://linkedin.com/in/johndoe
https://johndoe.com
Fixes: Clean phone format, professional email, clean URLs, no labels.
Mini‑Conclusion: Why This Matters
By following the Tips for Formatting Contact Information to Pass ATS Scanners and Impress Recruiters, you eliminate the most common barrier that stops resumes from reaching a hiring manager. A clean header is a low‑effort, high‑impact upgrade.
Frequently Asked Questions
1. Do I need to include my full address?
No. Most ATS only require city and state for location filtering. If the job posting asks for a full address, add it; otherwise, omit it to keep the header concise.
2. Can I use a personal email like Gmail?
Yes, as long as it looks professional (e.g.,
firstname.lastname@gmail.com). Avoid nicknames or numbers that look unprofessional.
3. Should I list a phone extension?
Only if you work in a large organization where the extension is essential. Otherwise, stick to the main number.
4. Is a LinkedIn URL mandatory?
It’s highly recommended. Recruiters often click LinkedIn to verify experience. If you don’t have a profile, create one before applying.
5. How often should I update my contact info?
Every time you change a phone number, email, or add a new portfolio site. An outdated link can break the ATS parsing.
6. Will a resume template affect my header?
Yes. Some templates embed the header in a text box or graphic, which ATS can’t read. Choose a template that places the header in the main document flow.
7. Can I add a QR code for my portfolio?
Avoid QR codes in the header. ATS cannot scan images, and recruiters may not have a scanner handy.
Final Takeaway
Your contact information is the gateway to your entire resume. By applying the Tips for Formatting Contact Information to Pass ATS Scanners and Impress Recruiters, you ensure that both machines and humans can quickly locate and trust your details. Use the checklist, run the free ATS Resume Checker, and let Resumly’s AI‑powered tools polish the rest of your application.
Ready to build an ATS‑perfect resume? Try Resumly’s AI Resume Builder today and watch your job prospects soar.
