How to Format Contact Info So ATS Reads It: Complete Guide

Your contact information is the first thing an applicant tracking system (ATS) scans on your resume. If it's formatted incorrectly, recruiters may never reach you—even if you're the perfect candidate. ATS systems parse resumes differently than humans do, and poorly formatted contact details can cause parsing errors that hide your information from hiring managers.

This guide shows you exactly how to format contact info so ATS reads it accurately and completely. You'll learn the specific formatting rules that prevent rejection, common mistakes that break ATS parsing, and best practices used by top job seekers.

What you'll learn:

• The exact formatting structure ATS systems expect
• Phone number and email formatting that ATS parses correctly
• Whether to include address, LinkedIn, and portfolio links
• Common formatting mistakes that trigger ATS errors
• Step-by-step instructions to audit your contact section

Why Contact Info Formatting Matters for ATS

Key Takeaway: keep the layout single-column and the proof measurable so Workday or Greenhouse can parse it.

ATS systems rely on consistent formatting to extract and store your contact information. When your phone number uses unusual characters, your email contains spaces, or your address spans multiple lines, the ATS may misread or skip the data entirely. This means recruiters can't call or email you, even if your qualifications match the job perfectly.

Unlike human readers who can interpret messy formatting, ATS software follows strict parsing rules. A single formatting error—like using parentheses in a phone number or placing your email on a separate line without clear separation—can cause the system to flag your resume as incomplete or unreadable. Resume formatting errors that break ATS parsing are among the top reasons qualified candidates never reach human recruiters.

Key Contact Elements ATS Systems Read

Full Name

Your full name should appear at the top of your resume in a clear, standard format. Use your legal name or the name you go by professionally. Avoid nicknames, initials, or special characters. ATS systems use your name to match you against candidate databases and background checks. Format it simply: "John Michael Smith" or "Maria Garcia Rodriguez." Don't use all caps, excessive punctuation, or decorative symbols.

Phone Number Formatting

Your phone number must use a standard, consistent format. The safest approach is: (123) 456-7890 or 123-456-7890. Avoid using periods, spaces without dashes, or extensions in the main contact line. Never write it as 123.456.7890 or (123) 456 7890—these formats confuse ATS parsers. Include only one phone number. If you have multiple numbers, choose the one where you're most likely to answer. ATS systems extract the phone number as a single data field, so inconsistent formatting can cause it to be stored incorrectly or skipped entirely.

Email Address

Use a professional email address with no spaces, special characters, or numbers that don't belong. Format: [email protected] or [email protected]. Avoid nicknames, numbers unrelated to your name, or outdated domain names. ATS systems are highly sensitive to email formatting—even a single space or misplaced character will cause the system to store an incorrect email. Use a Gmail, Outlook, or company domain; avoid free or unprofessional domains. Test your email address by sending yourself a message from your resume to confirm it's typed correctly.

Location and LinkedIn

Include your city and state (or country if international) but not your full street address. Format: "New York, NY" or "London, UK." A full street address is unnecessary and can create security concerns. For LinkedIn and portfolio links, use the full URL format: linkedin.com/in/yourprofile or www.yourportfolio.com. ATS systems can parse URLs, but they work best when formatted consistently. If you include a portfolio, ensure the link is current and the site loads quickly. Avoid shortened URLs (bit.ly, tinyurl) because ATS systems may not recognize them.

Best Contact Info Formatting Structure

The most ATS-friendly contact section follows this simple structure:

• Name on its own line at the top, centered or left-aligned
• Contact details on the next line(s) separated by pipes (|) or bullet points (•)
• Consistent spacing between elements—no extra line breaks
• Standard fonts like Arial, Calibri, or Times New Roman
• No tables, text boxes, or graphics around contact info
• Left-aligned or centered text (not right-aligned or justified)

Example of ATS-friendly contact formatting:

Sarah Johnson
New York, NY | (555) 123-4567 | [email protected] | linkedin.com/in/sarahjohnson

This format is clean, scannable by ATS, and includes all essential information without clutter. Each element is on the same line or clearly separated, making it easy for the system to extract data.

Common Contact Formatting Mistakes to Avoid

• Using parentheses in phone numbers incorrectly: (555) 123-4567 works, but (555-123-4567) or (555) 123 4567 may confuse ATS. Stick to one standard format throughout your resume.
• Placing contact info in headers or footers: ATS systems don't always parse headers and footers reliably. Put all contact information in the main resume body, at the top.
• Using decorative symbols or icons: Symbols like ☎, ✉, or ★ next to contact details break ATS parsing. Use plain text only.
• Including full street addresses: This is outdated and creates privacy concerns. City and state are sufficient for ATS and recruiters.
• Splitting contact info across multiple lines unnecessarily: Each detail should be on the same line or clearly separated by a pipe (|) or bullet (•), not on separate lines.
• Using inconsistent formatting: If you format one phone number as (555) 123-4567, format all phone numbers the same way. Inconsistency signals poor attention to detail and confuses ATS.

Best Practices for ATS-Friendly Contact Info

1. Use plain text separators: Pipes (|), dashes (–), or bullet points (•) work best. Avoid special symbols or graphics.
2. Keep it on one or two lines: Contact info should not exceed two lines. Everything fits on one line if you use separators efficiently.
3. Test every link: Click every URL (LinkedIn, portfolio) before submitting. Broken links waste recruiter time and suggest carelessness.
4. Use a professional email domain: Gmail and Outlook are acceptable. Avoid free domains like @aol.com or unprofessional addresses.
5. Verify phone and email accuracy: Triple-check these fields. A single typo means recruiters can't reach you.
6. Avoid abbreviations: Write out "New York" instead of "NY" in the contact line (though "NY" is acceptable in location format). Spell out full URLs rather than using shortened links.
7. Keep formatting consistent with the rest of your resume: If your resume uses 11-point font elsewhere, use 11-point for contact info. Match font families and alignment throughout.
8. Don't include personal pronouns or titles: Write "Sarah Johnson," not "Ms. Sarah Johnson" or "Sarah Johnson, Marketing Manager." Titles belong in the professional summary, not the contact section.

Step-by-Step Guide: Format Your Contact Info for ATS

1. Start with your full legal name. Place it at the very top of your resume, centered or left-aligned. Use the name exactly as it appears on your ID or professional credentials.
2. Format your phone number. Choose (555) 123-4567 or 555-123-4567 and use it consistently. Include only one phone number. Verify it's correct by calling yourself.
3. Add your email address. Use [email protected] or similar. Test it by sending a message to yourself from the email address on your resume to confirm it's typed correctly.
4. Include your location. Write "City, State" or "City, Country." Do not include your street address. This protects your privacy and keeps the contact section clean.
5. Add LinkedIn and portfolio URLs (optional but recommended). Use full URLs: linkedin.com/in/yourprofile, not shortened links. Ensure both links are current and functional.
6. Separate elements with pipes or dashes. Use | or – between contact details. Avoid using commas alone, as ATS may misinterpret them.
7. Save your resume as a .docx or .pdf file. PDF vs Word resume for ATS both work, but .docx is more universally compatible with ATS systems.
8. Test your resume with an ATS parser. Use free tools like Jobscan or Resume Worded to scan your formatted contact section and identify any parsing errors.

Before and after (ATS-safe wording)

Key Takeaway: keep the same fact, add the tool name and a number.

Conclusion: Get Your Contact Info Right

Formatting your contact information correctly is one of the easiest ways to ensure ATS systems read your resume accurately. A simple structure—name, phone, email, location, and optional links—separated by pipes or dashes—is all you need. Avoid decorative symbols, full addresses, shortened URLs, and inconsistent formatting.

The goal is to make it effortless for ATS to extract your information and for recruiters to reach you. Test your resume with an ATS parser, verify every phone number and email address, and ensure all links work. Small formatting decisions have a big impact on whether your resume reaches human eyes.

Ready to optimize your entire resume for ATS? Learn what makes a resume ATS-friendly in 2026 and apply these principles across your entire document.