How to Write a CV That Gets Past Applicant Tracking Systems

You've polished your CV, sent it off with high hopes, and heard nothing. Not even a rejection email. Here's the uncomfortable truth: a human probably never saw it. Most large employers — and a growing number of small ones — use applicant tracking systems (ATS) to filter CVs before a recruiter ever lays eyes on them. Studies regularly suggest that up to three-quarters of applications get screened out at this stage.

The good news? Beating the ATS isn't about tricks or gaming the system. It's about making your CV easy for software to read and easy for a human to love. Here's how.

What an ATS Actually Looks For

An applicant tracking system scans your CV for keywords, job titles, skills, and qualifications that match the job description. It then ranks or filters candidates based on how closely they match. Think of it as a very literal-minded assistant: it doesn't understand nuance, synonyms, or creativity — it matches words and patterns.

Your goal is simple: give the software exactly what it's scanning for, while keeping your CV readable and impressive for the human who (hopefully) reads it next.

Use the Right File Format and Layout

This is where most CVs fail, and it's the easiest fix:

  • Submit as a .docx or PDF — but only if the job ad doesn't specify. When in doubt, .docx is the safest bet for parsing. If the application says "PDF only," follow that instruction.
  • No tables, text boxes, or graphics. ATS software reads top to bottom, left to right. Fancy layouts with columns, embedded tables, or text boxes scramble the reading order into gibberish.
  • Standard section headings. Use "Work Experience," "Education," "Skills" — not creative alternatives like "My Journey" or "Where I've Shone." The software looks for standard labels.
  • Standard fonts. Stick with Arial, Calibri, Times New Roman, or similar. Font size 10–12 for body text, slightly larger for headings.
  • No headers or footers for important information. Many systems skip them entirely — so don't put your contact details there.

Mirror the Language of the Job Ad

This is the single highest-impact thing you can do. Read the job description carefully and reflect its exact terminology back:

  • If the ad says "project management," don't write "project coordination" and hope the system connects the dots. Use "project management."
  • Match the job title where honest. If you're a "Customer Success Specialist" applying for a "Customer Support Representative" role, include the target title naturally, e.g. in your professional summary.
  • List both the acronym and the full term: "Search Engine Optimisation (SEO)" covers both searches.
  • Include the specific tools and skills named in the ad — "Salesforce," "Python," "budget forecasting" — assuming you genuinely have them.

Never lie to match keywords. Recruiters verify, and getting caught exaggerating is far worse than missing a keyword.

Quantify Everything

Numbers are a universal language that both software and humans love. Compare:

  • "Responsible for managing a sales team" (vague, forgettable)
  • "Managed a team of 8 sales reps; grew regional revenue 23% in one year" (specific, memorable)

Go through every bullet point and ask: can I add a number? Team size, budget, percentage growth, time saved, customers served, projects delivered — all of it counts.

Ditch the Fancy Design (Mostly)

Creative CVs with infographics, skill bars, and photos might look great on Instagram, but they're ATS poison. Skill bars in particular are meaningless to software (and honestly, to humans too — what does "Excel: 80%" even mean?).

The exception: if you're applying for a design role and the employer explicitly invites a portfolio-style CV, follow their instructions. Otherwise, keep it clean and let your achievements do the impressing.

Also skip the photo, date of birth, and other personal details unless they're standard in your country. In the US and UK, photos on CVs are not expected and can trigger bias filters.

A Quick Pre-Send Checklist

Before you hit submit, run through this:

  • File is .docx (or PDF if requested), under 2 pages
  • No tables, columns, text boxes, or graphics
  • Contact details in the main body, not header/footer
  • Standard headings: Summary, Work Experience, Education, Skills
  • Keywords from the job ad appear naturally throughout
  • Every role has 3–5 bullet points with quantified results
  • Spelling and grammar checked (yes, the ATS notices typos — and so will the recruiter)

One CV Does Not Fit All

Finally, the biggest myth: that you can write one "perfect" CV and send it everywhere. The candidates who get interviews tailor their CV for every serious application. It takes 15–20 minutes per job — updating the summary, reordering bullets, and mirroring keywords — and it dramatically increases your hit rate.

Getting past the ATS is really about respect: respect for the recruiter's time and for the process. A clear, keyword-rich, achievement-focused CV sails through the software and then does the real work — convincing a human you're worth an interview. Start with your next application, and you might be surprised how quickly the silence turns into callbacks.

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