Most CVs are rejected before a human sees them. Applicant tracking systems screen out candidates automatically, often based on formatting or keyword mismatches that have nothing to do with actual ability. Here is what ATS software looks for, and how to make sure your CV gets through.
What Is an Applicant Tracking System?
An ATS is software that companies use to collect, parse, and rank job applications. When you submit a CV online, it almost always goes into an ATS first. The system extracts your information, checks it against the job requirements, and scores or filters your application before a recruiter ever opens it.
According to Jobscan, over 98% of Fortune 500 companies use ATS software. Smaller companies increasingly use it too. The tools vary, but the logic is consistent: they are looking for signals that you match the role.
How ATS Software Actually Reads Your CV
The system does not read your CV the way a person does. It parses it into structured fields: name, contact details, work history, education, skills. Then it scans the content for keywords that match the job description.
A few things trip people up:
- Tables and columns. Most parsers read left to right, top to bottom. A two-column layout can scramble your work history into nonsense.
- Headers in text boxes or images. If your name is in a text box, some systems will not find it.
- Graphics and icons. Decorative elements get ignored or cause parsing errors.
- Non-standard section headings. "Where I've Worked" instead of "Experience" can confuse the parser.
- PDF vs Word. Some older ATS tools handle PDFs poorly. A Word document is the safer default unless the job posting specifies otherwise.
The rule is simple: if a CV looks clever, it probably parses badly.
What Keywords ATS Systems Look For
ATS systems match your CV against the job description. They are looking for specific terms, not synonyms or paraphrases.
If the job description says "stakeholder management" and your CV says "working with internal clients," those are not the same thing to a parser. You need to use the language the job uses.
This does not mean stuffing your CV with keywords. It means reading the job description carefully and reflecting its terminology where it accurately describes your experience.
The keywords that matter most tend to be:
- Job titles
- Technical skills and tools
- Certifications and qualifications
- Industry-specific terms
- Action verbs tied to outcomes
Pull these directly from the job description. Use them in context, not as a list at the bottom of your CV.
How to Format Your CV for ATS
Keep it simple. This is not about dumbing down your CV. It is about removing the things that cause parsing failures.
- Use a single-column layout.
- Stick to standard section headings: Summary, Experience, Education, Skills.
- Use a standard font at a readable size (10-12pt for body text).
- Avoid headers and footers for key information. Some parsers skip them.
- Do not use tables, text boxes, or graphics.
- Save as a Word document unless the posting says otherwise.
- Name your file clearly. "CV_JaneDoe_Marketing.docx" is better than "CV_final_v3.docx."
None of this prevents you from writing a CV that is compelling to a human. It just means a human actually gets to read it.
Match the Job Title
One specific thing that catches people out: job titles carry significant weight in ATS scoring. If you are applying for a "Senior Product Manager" role and your current title is "Lead Product Owner," consider whether your CV makes that connection explicit.
You cannot change your job title to something you were not called. But you can add context. A line like "Senior Product Owner (equivalent to Product Manager)" is honest and gives the parser what it needs.
Check Your CV Against the Job Description
Before submitting any application, compare your CV against the job posting manually. Look for terms in the job description that do not appear anywhere in your CV. If those terms genuinely describe your experience, add them.
Tools like Track & Crack do this comparison automatically. Paste the job description, and you get a fit score showing how well your CV maps to the role, including the specific gaps. That makes it easier to prioritize which roles to apply for and where to focus your edits.
If you are applying to a lot of roles, Track & Crack's approach to job fit scoring is worth comparing against dedicated ATS optimizers. The difference is that Track & Crack works from your actual experience, not just keyword matching, so the tailoring is grounded in what you have genuinely done. For the broader tool landscape, see our roundup of AI CV builders compared, or our guide to quantifying achievements (the other half of a keyword-matched CV).
What ATS Cannot Tell You
ATS systems are not smart. They do not assess potential, communication style, cultural fit, or any of the things that make candidates actually good at jobs. They are filters, not evaluators.
This means passing an ATS is a floor, not a ceiling. Getting through the screen puts you in front of a recruiter. It does not get you the job. Your CV still needs to be clear, specific, and convincing once a person reads it.
The goal is a CV that passes the machine and impresses the human. Those are not in conflict. A clean, keyword-matched CV is also easier for a recruiter to scan quickly.
FAQ
Does every company use an ATS?
Not every company, but most that post jobs online do. Startups with very small teams sometimes review CVs directly. But if you are applying through a job board or a company careers page, assume there is an ATS involved.
Will keyword stuffing help my ATS score?
No. ATS systems have become more sophisticated, and recruiters notice keyword stuffing when they review shortlisted CVs. Only include terms that accurately describe your experience. Context matters.
Should I submit a different CV for every job?
Yes, but that does not mean rewriting from scratch each time. The core of your CV stays the same. What changes is the language you use and the emphasis you place on different parts of your experience. Match it to the role.
Does a creative or designed CV hurt my chances?
With most ATS systems, yes. A heavily designed CV may look impressive but it often parses poorly. If you are in a creative field and want to show your design skills, consider linking to a portfolio instead and keeping the CV itself simple.