While real humans ultimately review your CV, many job applications first pass through a gatekeeper: the Applicant Tracking System (ATS). This software scans, parses, and ranks applications before a recruiter ever lays eyes on them.
If your CV doesn’t align with what the system is looking for, it might not make it into a hiring manager’s hands at all. That’s why understanding how ATS works—and how to optimize your CV accordingly—can be crucial for getting noticed.
Let’s explore what ATS software actually does and how you can craft a CV that both systems and humans will love.
What Is an ATS and How Does It Work?
An Applicant Tracking System is software used by employers to manage large volumes of job applications. Instead of manually sorting through hundreds of resumes, companies use ATS platforms to automatically scan, categorize, and rank applications based on how well they align with the job description.
When you submit your CV online, the ATS attempts to extract key information such as your name, contact details, work experience, education, and skills. It then compares this data to the employer’s criteria. If the system doesn’t find a sufficient match — due to missing keywords, formatting issues, or lack of clarity — your application may never reach a human.
Myths vs. Reality
One common myth is that including a photo or using a visually unusual or attractive template automatically causes rejection. While some older systems may struggle with images or decorative elements, most modern ATS software simply ignores content it can’t read. Including content may not help, but it rarely leads to automatic disqualification.
Another big misconception is that you can “hack” the ATS by stuffing your resume with keywords or using tricks to get past the system. But the truth is, ATS software is just looking for clear, relevant information that matches the job description. It’s not about gaming the system — it’s about making sure your experience is easy to understand. And even if you do get through the software, a real person still needs to be impressed by what they see.
Formatting: What You Should Avoid
To ensure your CV can be read accurately by ATS software, you need to avoid certain formatting choices. Too complex layouts with tables, columns, graphics, or icons can confuse the software and cause important information to be skipped. Similarly, avoid placing key details in headers or footers, as some systems fail to recognize text in these sections.
Use standard fonts like Arial, Calibri, or Times New Roman, and keep your structure clean and consistent. Stick to conventional section titles such as “Work Experience,” “Education,” and “Skills.” Save your resume in a widely accepted format — typically a .docx or a clean PDF.
Keywords: The Heart of ATS Optimization
Perhaps the most important factor in ATS optimization is your use of keywords. The software is programmed to identify specific terms and phrases that reflect the requirements of the job. These keywords often include hard skills, certifications, job titles, or even certain tools and technologies.
To improve your chances, study the job description closely. Identify repeated terms or phrases and make sure they appear in your resume in a natural and meaningful way. For instance, if the job requires “data analysis,” make sure that exact phrase is included — ideally in your skills section. However, avoid forcing in keywords without context, as this can make your CV sound unnatural or even dishonest.
Structuring for Both ATS Software and Humans
Optimizing for ATS shouldn’t mean sacrificing clarity. Your CV still needs to be easy to read and appealing to the hiring manager. The best approach is to balance both needs: use a clean layout with simple headings and bullet points, but also tell a compelling story.
Focus on accomplishments rather than responsibilities. Rather than stating “responsible for managing projects,” say “leading project teams that delivered several client solutions on schedule and under budget.” This helps both the ATS (which detects “project” and “leading”) and the human reader (who sees measurable success).
Should You Hire a Professional for an ATS-Friendly CV?
If you’re applying for highly competitive positions, hiring a professional CV writer can be a smart investment. Experienced writers understand how to optimize resumes for both ATS and human readers. They can help ensure that your CV is keyword-rich, well-structured, and tailored for each role.