CV Optimisation: How Applicant Tracking Systems Read Your CV
Many employers use software to receive, store and search through job applications. These tools are usually called applicant tracking systems, or ATS. If you have ever uploaded a CV and then retyped the same details into a form, you have met one.
There is a lot of folklore about ATS software, and much of it is exaggerated or simply wrong. This guide explains in plain language what these systems generally do, and what you can sensibly do to make your CV easy for both software and people to read.
What an applicant tracking system actually does
Systems differ from employer to employer, so treat everything here as general. In broad terms, an ATS tends to do some or all of the following:
- Collects applications in one place so the hiring team can see them together.
- Reads your uploaded file and tries to turn it into structured information such as job titles, dates and skills.
- Lets recruiters search and filter applications, often by keywords or by answers to screening questions.
- Tracks where each candidate is in the process.
In most cases, people still make the decisions. The software organises and surfaces applications. This is why a CV needs to work for both: readable by a parser, and persuasive to a person.
Why formatting can matter
When software reads a CV, it has to decide what is a heading, what is a job title and what is a date. Complicated layouts make that harder. Common problems include:
- Tables, text boxes and multiple columns that can be read out of order.
- Important details placed in headers or footers, which some systems skip.
- Icons and graphics used in place of words, such as a small phone symbol instead of a number.
- Unusual file types or scanned images of a document, which may not contain readable text at all.
The fix is not to make your CV dull. It is to make the structure obvious: clear headings, one column, standard fonts and plain bullet points.
Use the language of the role, honestly
Recruiters often search by the words that appear in a job advert. If the advert says "stakeholder management" and you have done exactly that, say so in those words rather than a vague alternative. Read the advert carefully and mirror its terms wherever they truthfully describe your experience.
What not to do
Do not copy a whole advert into your CV, hide keywords in white text or list skills you do not have. These tricks are easy to spot, they can count against you and they will not survive an interview. Optimisation means presenting your real experience in the clearest way, not inventing a better version of you.
Practical steps to make your CV easier to read
Choose a simple structure
- Use standard section headings such as Profile, Work Experience, Education and Skills.
- Write dates in a consistent format, for example "March 2022 to June 2024".
- Put your name and contact details in the main body of the page, not in a header.
- Use a common, readable font at a comfortable size.
Save and send the right file
Follow the instructions on the application. If it asks for a particular format, use it. If it does not, a text-based PDF or a Word document is usually safe. Avoid sending a photo or scan of a printed CV.
Test it yourself
Copy the text from your CV and paste it into a plain text editor. If the order is jumbled, or details are missing, a parser may struggle in a similar way. This is a rough check rather than a guarantee, but it often reveals layout problems.
Do not forget the human reader
Once your CV is found, a person still has to want to read it. Lead with a short, specific profile, put your strongest and most relevant achievements near the top, and keep sentences clear. A CV that is easy for software and engaging for people is the goal. If you need a starting point for the writing itself, our guide to writing a CV that gets noticed covers it.
Getting help
If you would like someone to review your existing CV, our CV optimisation service looks at structure, wording and readability, and tailors your CV for the kind of roles you want. We can help you present your experience clearly, but we cannot control how any individual employer's system works, and we cannot promise a particular outcome. (Placeholder: add the service's typical turnaround here once confirmed.)
Ready to take the next step? See our services or contact the team.