man writing an ATS friendly CV

You can have the best resume in the world, but if it doesn't pass the ATS filter, no one will ever see it. ATS systems (Applicant Tracking System) are programs companies use to manage applications. They scan your resume before it reaches human eyes, look for specific keywords, analyze the format, and decide if your profile fits what they're looking for. If the system doesn't understand your document or doesn't find what it expects, your application goes straight to the digital trash. And you don't even know it.

This happens more than you think. It's estimated that between 70% and 90% of medium and large companies use these systems. So learning to optimize your resume for ATS isn't optional, it's basic if you want your applications to have any chance.

What an ATS System Really Looks For

ATS don't read your resume like a person would. They look for patterns, specific words, dates, job titles. They evaluate if your experience matches the job requirements and assign a score to your application. Profiles with better scores reach recruiters. The rest stays archived in a database that probably no one reviews.

The system looks for exact or very close matches between what the offer asks for and what appears on your resume. If the offer mentions "project management" and you wrote "initiative coordination," the ATS might not recognize it as the same thing. That's why keywords are so important.

It also analyzes document structure. A resume with complicated format, tables, graphics, or multiple columns can confuse the system. What for you is pretty design, for the ATS is an unreadable mess.

Dates, job titles, and company names must be clearly identified. The system looks for that information in specific places in the document. If it doesn't find it where it expects, it can misinterpret your experience or simply not register it.

The Keywords That Make the Difference

Reading the job offer well is the first step. That's where all the clues are about what words you should include in your resume. Look for requirements, mentioned skills, tools or certifications they ask for. Those words have to appear on your resume, ideally more than once and in relevant contexts.

If they ask for "advanced Excel," write exactly that, not "spreadsheet mastery." If they mention "team management," use that phrase, not "group leadership." Literal matching matters.

Also include reasonable variations. If they talk about "digital marketing," you can mention both that phrase and related terms: SEO, SEM, social media, web analytics. The more complete your vocabulary within your area, the better.

But be careful with excess. Don't fill your resume with meaningless keywords just to trick the system. First, some ATS detect this type of cheating. Second, if you pass the automatic filter but your resume sounds weird or forced when a person reads it, you'll have wasted your time anyway.

Keywords should integrate naturally in your experience descriptions, in your professional profile, and in your skills section. Tell what you did using the vocabulary the industry and the specific offer you're applying to uses.

The Format That Works with ATS

Forget elaborate designs if you're sending your resume to companies using these systems. Simplicity is your ally. Use a clean template, single column, no tables, no graphics, no text boxes.

Typography should be standard: Arial, Calibri, Helvetica, Times New Roman. Nothing decorative or uncommon fonts the system might not recognize. Size between 10 and 12 points.

Sections should be clearly marked with simple headers: Work Experience, Academic Background, Skills. Avoid creative titles like "My Journey" or "What I Know How to Do." ATS looks for specific words to identify each section.

Use bullets to list information, but keep the format basic. Dashes, asterisks, or simple circles work well. Weird symbols or decorative icons can cause problems.

Don't use headers or footers for important information. Some ATS don't read those document zones. Your contact information should be in the main body, at the beginning.

PDF format usually works well, but Word is safer if you're not sure what system the company uses. Some old ATS have problems with certain PDFs. If the offer doesn't specify format, Word (.docx) is the safest bet.

Structure Systems Understand

Start with your contact information in text format, no tables. Full name, phone, email, city. If you include LinkedIn, put the complete URL.

Continue with a brief professional profile that includes relevant keywords for the position. This is where you can mention your specialization area, years of experience, and main competencies using exactly the terms that appear in the offer.

Work experience should be presented in reverse chronological order. For each position, put the exact title you had, company name, location, and dates in clear format: "January 2020 - March 2023" works better than "Jan'20 - Mar'23."

After the header of each position, describe your responsibilities and accomplishments. This is where you integrate more keywords naturally, mentioning tools you used, methodologies you applied, results you achieved.

Academic background follows the same pattern: degree, institution, dates. If you have relevant certifications, create a specific section for them. ATS value them especially because they usually look for them as mandatory requirements.

The skills section is critical. List both technical and soft skills the offer asks for. Some ATS specifically scan this section looking for matches. If you know how to use certain tools or programs, name them clearly.

Errors That Block Your Resume

Tables are ATS enemies. A resume organized in two columns might look pretty, but the system reads from top to bottom and left to right. A table can make your information appear mixed and meaningless to the program.

Images, including your photo, aren't read by ATS. Plus they take up space you could use for useful content. Unless the offer expressly asks for a photo, better leave it out.

Graphics to show skill levels (those percentage bars) don't work. ATS doesn't interpret them. Write your level in words: "advanced English," "intermediate Excel."

Saving your resume with generic names like "resume.pdf" doesn't help. Use your name: "JohnSmith_Resume.pdf." Although this doesn't directly affect ATS, it helps recruiters find your document later.

Don't use abbreviations without explaining them. If you worked with "CRM," also write"Customer Relationship Management" at least once. Some ATS look for both versions.Avoid weird line breaks or spaces to force design. ATS can interpret them strangely and disorganize your information.

How to Test If Your Resume Works

Some online services let you scan your resume like an ATS would. You upload your document and they show you what information the system detects, what keywords it identifies, and where there might be problems. They're not perfect, but they give an idea.

You can also do a simple test: copy all the content of your resume and paste it in a plain text document without format. Does everything make sense? Is everything in order? If your experience appears mixed or information disappears, ATS will probably have the same problems.

Another option is using AI to create your resume or at least to review that you include the right keywords. You can give it the job description and your resume, and ask it to identify what important terms are missing.

The Human Part Still Matters

Optimizing for ATS doesn't mean forgetting about people. Your resume has to pass the automatic filter, but afterward someone flesh and blood is going to read it. That balance is the goal.

Don't sacrifice clarity to stuff in keywords. Don't write meaningless sentences just because the system looks for them. A resume that passes ATS but bores or confuses the recruiter is useless.

Keep your resume professional, even when you simplify the design. A clean document, well organized and easy to read benefits both the system and the person.

And remember to adapt your resume to different job offers. ATS systems look for specific matches, so a generic resume has much less chance of passing the filter than one adapted to each position.

ATS systems are a reality of today's job market. You can see them as an obstacle or as one more challenge in the process. If you understand how they work and adjust your resume accordingly, your chances of getting to the interview increase enormously. It's not complicated, it just requires attention to detail and being willing to simplify your resume. In the end, what matters is that your experience and skills reach who makes the decisions. ATS systems are just the first gatekeeper you have to pass. Do it right and the rest of the path becomes much easier.