We can all relate to the experience of being the job seeker, but can you relate to those on the other side of the equation? Those on the search committee may have more than 100 cover letters and resumes to review and evaluate with the goal of identifying three candidates to interview to fill only one position. I’ve been in that place, and it was a daunting task because you’re trusted to give each applicant a fair rating in spite of fatigue setting in because you’re on a deadline. Nonetheless, you find ways to pace your work and do your best to approach each applicant’s information with fresh eyes as you compare their experience to the job description.
Technology is easing this burden as many human resource departments now use AI scanners to do the first read of cover letters, resumes and applications. The scanners look for key words in the applicant’s materials that match the skills and abilities in the job description. The scanners can separate the materials that contain the key words from the materials that do not. Then the hiring manager or search committee can focus their energies on the stack of materials that best match the job description.
That’s not to say that a human won’t do a cursory review of the stack of materials that are in the pile that has little or no matching key words. But this is why it’s more necessary than ever that job seekers carefully read job descriptions for key words to see if their skills and abilities match the description. If so, use those keywords in your cover letter and resume to show that you’re a match for the position, but use them naturally so that you don’t sound like a robot. Ironic, isn’t it?
To assist job seekers in preparing application materials with AI scanners in mind, the following is a condensed version of tips recommended by Indeed’s Career Guide:
Read the application instructions carefully to see if your documents need to be saved in a specific format such as a Word document rather than a pdf. Use plain text, default colors and basic formatting. Save visual images such as charts, logos and graphics for the interview. These throw off AI scanners and put you at a disadvantage. Although the emphasis is on AI, personalize your cover letter, trusting that a human will eventually read it.
Professionalism is a must, and don’t trust grammar and spell check 100% because the wrong word can be spelled correctly. Edit your materials by isolating one line at a time, forcing your eyes to focus on each word. However, your brain can trick you into thinking you’ve written what you think you’ve written instead of seeing what you’ve actually written. This phenomenon is casually referred to as typoglycemia, or the transposed-letter effect. Letters may be jumbled or missing yet we read the word accurately because we read words as whole units, not letter by letter. It’s easy to make a mistake and not catch it, so having another person to look over your work is also helpful.
Technology is helpful, but it does not replace the skilled eyes of a hiring manager who is reading about your unique experiences to see how they relate to a specific job description. Use the key words and do your best to write about your experience as if you’re telling a story.
Include hard skills and soft skills. Hard skills are learned through education, training and experience that relate directly to a job or industry such as writing, project management, graphic design or network security. Soft skills are behavioral traits such as integrity, creativity, problem-solving, organization and empathy. It’s imperative that you demonstrate to a prospective employer that you are rich in both types of skills.
It’s typical to put contact information in the header or footer of your resume. However, AI scanners do not like this format, and it is best to put your contact information in the body of the document.
Appeal to the personal side of the transaction by sending the hiring manager a follow-up email indicating that you applied for a specific position (Include the job title and any code that may accompany it.) and that you’re curious as to the next steps of the hiring process. This shows initiative and and may prompt that manager to take a look at your application.
Searching for the position that is right for you is still a very personal process, but technology is a reality. Use it to get noticed, and then seal the deal with your personality. Holly Whisler is the associate editor of Springfield Business Journal
This article appears in Spring Guide 2025.
