How to Use Resume Keywords and Phrases

Knowing how to use resume keywords and phrases can make all the difference when it comes to landing a job or a new client. These terms help your resume stand out to applicant tracking systems (ATS) and hiring managers alike. In this post, we’ll explain what resume keywords are, how they work, and how to use them effectively to boost your chances of success.

What Are Resume Keywords and Phrases?

Resume keywords and phrases are the specific terms employers use to describe the skills, experience, and qualifications they’re looking for in a candidate. These words often mirror the language found in job descriptions and are crucial for passing ATS and catching a recruiter’s attention.

Resume keywords can include job titles, technical skills, certifications, soft skills, and more. When paired with strong action verbs – like coordinated, developed, or streamlined – they make your resume more impactful and help demonstrate the value you bring to a role.

Types of Resume Keywords

Here are some of the most common types of resume keywords, with examples:

• Job titles – specific roles you’ve held or are targeting (e.g., project manager, marketing coordinator, or software engineer)
• Technical skills – tools, platforms, programming languages, or other technical competencies (e.g., Python, Adobe Creative Suite, or Microsoft Excel)
• Soft skills – personal traits and interpersonal abilities that affect how you work with others (e.g., communication, time management, or leadership skills)
• Certifications and licenses – official credentials that verify training or expertise, such as PMP (Project Management Professional), CPA (Certified Public Accountant), or AWS Certified Solutions Architect
• Qualifications – general competencies or knowledge areas (e.g., budget management, data analysis, or bilingualism such as Spanish–English)
• Experience and duties – descriptions of responsibilities and tasks (e.g., led cross-functional teams, conducted market research, designed user interfaces)
• Education and degrees – formal academic credentials (e.g., Bachelor of Arts in Literature, MBA, Associate in Nursing)
• Tools and platforms – software, hardware, or systems you’ve used (e.g., Salesforce, Hubspot, WordPress)
• Achievements and metrics – results-oriented language that reflects measurable impact (e.g., increased sales by 25%, reduced processing time by 40%, ranked #1 in customer satisfaction)

Examples by Industry

ATS typically scan resumes for specific, job-relevant terms, especially those pulled directly from the job description. While your resume should always reflect your own experience, it’s useful to identify the common terminology employers expect to see. Here are some examples:

The specific keywords and phrases you use will depend on the exact position you’re applying for – always tailor your resume to the role and industry you’re targeting.

Why Are Resume Keywords Important?

Keywords and phrases have become the cornerstone of successful resume writing. Whether you’re applying to a Fortune 500 company, a small startup, or trying to get a new client, the strategic use of relevant keywords can make the difference between your resume landing in the yes pile or disappearing altogether.

Modern hiring processes rely heavily on technology to filter through hundreds (sometimes thousands) of applications, making keyword optimization not just beneficial but essential for job seekers who want their qualifications to be seen and appreciated.

Passing ATS Filters

ATS serve as the first line of defense for overwhelmed hiring managers, automatically screening resumes before a human ever sees them. These tools act like search engines, scanning your resume for specific keywords and qualifications that match the job description. 

According to recruitment industry statistics, 79% of recruiters feel like the quality of their candidates has greatly improved after using the system. And 86% say that the time spent in the hiring process has been greatly reduced.

And modern systems go beyond simple keyword matching. Many now use natural language processing and machine learning algorithms to understand context, synonyms, and related terms. For example, if a job posting mentions customer service, the system might also recognize client relations or customer support as relevant matches.

ATS will also analyze keyword density, ensuring that important terms appear frequently enough to demonstrate genuine expertise without crossing into keyword stuffing. Keyword placement matters, too. Terms that appear in sections like your professional summary or skills list tend to carry more weight.

Ultimately, ATS platforms score and rank resumes based on how well they align with the job requirements. With the average online job posting attracting 250+ applicants, only the highest-ranking resumes typically make it through to human review. Missing the right keywords could eliminate your application before it’s even read.

Impressing Human Recruiters

Once your resume passes the ATS screening, it’s reviewed by a recruiter or hiring manager – often for no more than 6 or 7 seconds on the first scan. At this stage, keywords serve as visual cues that quickly highlight your relevance.

Using the right terms shows that you’ve paid attention to the job description and tailored your application accordingly. It also demonstrates that you understand the industry, role, and company culture. This level of customization sets you apart from candidates who submit generic, one-size-fits-all resumes. Keywords also help recruiters visualize how you’ll fit into their existing team and contribute to ongoing projects.

Industry-specific terms and technical language also help establish your credibility and expertise level. When your resume mirrors the terminology used by the company, it creates an immediate connection with the reader. This linguistic alignment suggests that you’ll be able to communicate effectively with colleagues and understand the nuances of the role from day one. 

How To Identify Relevant Keywords

Finding the right resume keywords starts with a clear, methodical approach. While it may be tempting to skim a job ad and grab a few obvious terms, the most effective resumes go further. Below, we’ll walk you through how to identify, prioritize, and organize the keywords that will make your application stand out.

1. Study the Job Description

Start by reading the job description multiple times, paying close attention to the sections that highlight the employer’s priorities and expectations. To make this process easier:

• Save or print the job posting so you can annotate it.
• Focus on the Required Skills, Qualifications, and Job Responsibilities.
• Check the Preferred Experience sections for bonus keywords that may set you apart.
• Note the exact job title and any variations used in the listing.
• Watch for company-culture language, like fast-paced or collaborative environment.
• Highlight any industry-specific or technical terminology.

2. Highlight Relevant Language

Once you’ve identified important terms, organize them into categories so you can track and reuse them consistently. Try: 

• Using color coding to group terms by type (e.g., technical skills, soft skills, certifications)
• Capturing exact phrases rather than paraphrasing (e.g., project management experience not management skills)
• Highlighting acronyms, tool names, and industry-specific language
• Looking out for relevant keywords buried in longer paragraphs that might be easy to miss

3. Identify Power Words

Strong action verbs, also known as power words, can elevate your resume by showing how you’ve contributed in past roles. These words are often embedded in job descriptions and offer clues about what the employer values. To identify these: 

• Create a running list of verbs from the job description.
• Pay attention to phrases that indicate outcomes, such as drive results or optimize processes.
• Pay attention to the intensity of language (e.g., spearhead initiatives conveys more responsibility than come up with ideas).
• Focus on verbs you can incorporate naturally to show impact.

4. Make a Master Keyword List

As you apply for multiple jobs, build a centralized keyword list to track recurring terms and spot patterns:

• Use a spreadsheet with categories like technical skills, soft skills, tools, and certifications and use action verbs.
• Add a column to track keyword frequency across job postings.
• Make notes on how certain employers phrase common requirements.
• Record alternative wordings for the same concepts (e.g., cross-functional collaboration vs. interdepartmental teamwork).

5. Analyze Similar Job Postings

Don’t rely on just one job ad; look at several similar roles to identify consistent expectations across the industry:

• Collect 5–10 listings for the same job title or niche.
• Highlight keywords that show up repeatedly (in 70% or more of the ads).
• Watch for trends in software, tools, or methods mentioned.
• Distinguish between industry-standard requirements and company-specific preferences.
• Prioritize recurring terms, as they’re more likely to be embedded into ATS filters.

6. Research Specific Language

Beyond job listings, it’s helpful to explore how the company itself describes its team, culture, and goals. This can help you tailor your resume even further:

• Visit the company’s About, Careers, or Values pages.
• Scan blog posts, press releases, and social media content for repeated language.
• Pay attention to how the company talks about their work environment and culture.
• Incorporate keywords that reflect their internal language and priorities.

7. Organize Keywords by Priority

Once you’ve gathered a pool of keywords, structure them by importance to avoid clutter and help with resume placement. Put keywords into three priority tiers based on frequency and importance:

• Tier 1: Must-have keywords appearing in virtually every relevant job posting.
• Tier 2: Important differentiating keywords that appear frequently but not universally
• Tier 3: Nice-to-have keywords relevant for specific companies or specialized roles

Use Tier 1 keywords throughout your resume, especially in your summary and skills section. Integrate Tier 2 and 3 keywords where they make sense, as long as they feel natural and reflect your actual experience.

How To Incorporate Keywords into Your Resume

Now that you’ve identified the most relevant keywords for your target position, the next step is to incorporate them into your resume strategically and naturally. The goal is to use these terms in a way that strengthens your message and improves your visibility without sacrificing readability or authenticity.

Position Keywords Strategically

Place your most important keywords in the sections where they’ll have maximum impact:

• Include Tier 1 keywords in your professional summary or objective statement to ensure immediate visibility.
• Add technical skills and certifications in a dedicated Core Competencies or Skills section.
• Weave keywords naturally into your work experience bullet points, especially those tied to achievements.
• Use industry-specific terms in job titles where accurate (e.g., Senior Marketing Specialist – Digital Marketing).
• List educational keywords and certifications in a dedicated section near the top of your resume.
• Mirror those keywords on your LinkedIn profile’s headline and summary to keep messaging consistent.
• Include location-specific keywords if the role requires regional knowledge.

Be Specific and Add Context

Avoid simply listing keywords – show how you’ve applied them. That means linking each keyword to real-world results or responsibilities. For instance: 

 Blog writing ❌

Wrote SEO-optimized blog posts targeting high-volume keywords, driving a 60% increase in organic traffic over six months ✅ 

Customer service ❌

Handled customer inquiries across phone, email, and live chat, maintaining a 95% satisfaction score and resolving 80% of issues on first contact ✅

Data analysis ❌

Conducted data analysis using Excel and SQL to identify customer churn patterns, leading to a 20% increase in retention within one quarter ✅

Match the Job Description

Exact matches matter. ATS tools are designed to pick up on the same phrasing used in the job listing, so close enough isn’t always good enough. Follow these steps:

• Match the spelling, capitalization, tense, and formatting used in the job description.
• If the job description lists both the acronym and full version (e.g., CRM and Customer Relationship Management), include both in your resume.
• Use the company’s preferred terminology rather than industry synonyms.
• Mirror the job title format exactly, especially for internal company systems.
• Include specific software versions or certifications exactly as mentioned.

Avoid Common Keyword Mistakes

Steer clear of practices that can hurt your chances with both ATS and reviewers. Common mistakes include:

• Stuffing keywords unnaturally into sentences where they don’t belong
• Using irrelevant keywords just because they’re popular in your industry
• Repeating the same keywords excessively within a single section
• Using terminology inconsistently (e.g., don’t switch between customer service and client relations)
• Choosing keywords that don’t accurately reflect your actual experience level
• Selecting outdated or obsolete technical terms that aren’t specifically mentioned in the job posting
• Sacrificing readability and flow for the sake of including more keywords

Use a Resume Optimization Checklist

Before submitting your resume, run through this quick keyword integration checklist:

✅ Have you used high-priority keywords in your summary, skills, and experience sections?
✅ Do the keywords match the language used in the job description?
✅ Are the keywords embedded naturally in specific, readable sentences?
✅ Have you avoided keyword stuffing?
✅ Do the keywords reflect your real experience?
✅ Is your terminology consistent throughout the document?
✅ Have you had someone else review it for clarity and flow?
✅ Have you addressed the most critical requirements listed in the job ad?

Example: Keyword-Optimized Resume

Below is an example of a keyword-optimized resume for a freelance fiction editor. It shows how to incorporate relevant terms naturally and strategically, without sacrificing clarity, tone, or readability.

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