An applicant tracking system (ATS) is software that employers use to collect, sort and search job applications. Large companies, recruitment agencies and many smaller businesses use one — popular examples include Workday, Greenhouse, Lever, iCIMS, SAP SuccessFactors and Taleo.
The ATS does not "reject" CVs on its own as often as the internet claims, but it does two things that matter a lot: it parses your CV into a structured profile, and it lets recruiters search and filter candidates by keywords. If your CV is parsed badly or lacks the right words, a recruiter may simply never see it.
How an ATS reads your CV
- 1Parsing: the system extracts text from your file and tries to identify your name, contact details, job titles, employers, dates, education and skills.
- 2Storing: that data becomes a candidate profile in the employer's database — sometimes for years, so a good profile can surface you for future roles.
- 3Searching and ranking: recruiters search for keywords like "Python" or "CIPD", filter by location or qualification, and some systems rank applicants by how closely they match the job description.
- 4Human review: a recruiter reads the shortlisted CVs. At this point design and writing quality matter again.
So an ATS-friendly CV has two goals: be easy to parse and be rich in the right keywords — while still reading well to a human.
Formatting rules that keep your CV readable
Do
- Single-column layout
- Standard headings: Profile, Work Experience, Education, Skills
- Common fonts (Arial, Calibri, Georgia, Helvetica)
- Dates in a consistent format, e.g. "Mar 2022 – Present"
- Simple round or square bullet points
- Contact details in the main body of the page
Avoid
- Text boxes, multi-column tables and complex graphics
- Creative headings like "My Journey" or "What I Bring"
- Skill bars, star ratings and infographics
- Important information in the header or footer area
- Icons instead of words (a phone icon with no "Phone" label)
- Scanned images or photos of documents
Modern ATS platforms handle more layouts than older ones did, but you rarely know which system an employer uses. A clean, single-column design is the safest choice and also happens to be easier for humans to skim.
PDF or Word: which file type is safer?
Most current ATS platforms read text-based PDFs well. A PDF also preserves your layout on every device. Use PDF by default — but if a job advert or application portal specifically asks for a .docx file, follow the instruction.
Put this into practice
Build an ATS-friendly CV with live preview and free PDF download.
Keyword strategy: match the job description honestly
Keywords are the skills, tools, qualifications and job titles a recruiter is likely to search for. The best source is the job advert itself.
- 1Copy the job description into a document and highlight hard skills, software, certifications and repeated phrases.
- 2Note the exact job title. If you have held an equivalent role with a different title, consider adding the common title in brackets, e.g. "Client Success Lead (Account Manager)".
- 3Include both the full term and the acronym the first time: "Search Engine Optimisation (SEO)".
- 4Place your most important keywords in your profile, your skills section and inside achievement bullets.
- 5Never add skills you do not have. You will be asked about them at interview.
Quick ATS checklist before you apply
- Single-column layout with standard section headings.
- Name and contact details in the body of the page, not in the header.
- Job titles, employer names and dates on separate, clear lines.
- Hard skills from the job advert appear at least once in context.
- File saved as a text-based PDF (or .docx if requested) with a clear file name.
- Tested by copying all the text from your PDF into a plain-text editor — if it comes out in a sensible order, an ATS can read it.
All templates in the BuildCVFast builder are single-column and text-based, so they pass these checks by default.
Frequently asked questions
Do ATS systems automatically reject CVs?+
Some systems use knockout questions (for example, "Do you have the right to work in this country?") that can screen candidates out automatically. More often, a CV simply ranks low or never appears in a recruiter's keyword search, which has the same effect.
Can an ATS read a two-column CV?+
Many modern systems can, but older or poorly configured ones may read across the columns and mix up your information. A single-column CV avoids the risk.
Is there a perfect ATS score?+
No universal score exists — each system and recruiter works differently. Focus on clearly matching the genuine requirements of the job rather than chasing a number from an online scanner.
Should I use the same CV for every application?+
Use the same clean format, but tailor the profile, skills and top bullet points to each job. Small changes in keywords can make a big difference in search results.
BuildCVFast Editorial Team
This guide is written and reviewed by the BuildCVFast editorial team using current hiring practices, published employer guidance and official government sources where relevant. We update our guides regularly. Read our editorial policy or send us a correction.