How to Pass ATS Screening — CV Formatting Rules That Work

Most CVs never reach a human recruiter. They are filtered out automatically by software before anyone reads them — regardless of how strong the candidate's experience is. This software is called an Applicant Tracking System, or ATS, and understanding how it works is one of the most practical things a job seeker can do to improve their results.

This guide covers exactly how ATS works, what causes CVs to fail automated screening, and the specific formatting and content rules that consistently help CVs pass through to a human reviewer.

What Is ATS and How Does It Work?

An Applicant Tracking System is software used by employers to manage job applications at scale. Large companies — and many medium-sized ones — receive hundreds or thousands of applications for every open position. ATS software automates the initial screening by scanning CVs for specific keywords, formatting structures, and content patterns before a recruiter ever opens a single document.

The process works roughly like this:

• You submit your CV through a job portal or company website
• ATS receives and parses your document — extracting text, section headings, and data
• The system scores your CV based on how closely it matches the job description keywords
• CVs above a certain score threshold are passed to a recruiter
• CVs below the threshold are automatically rejected — often without any human review

ATS Formatting Rules — What to Do

Use Standard Section Headings

ATS systems are programmed to recognise specific heading labels. When the software scans your CV, it looks for headings like "Work Experience", "Education", and "Skills" to understand where different types of information are located.

If you use creative alternatives — "My Journey", "Where I've Been", "What I Know" — the ATS may not recognise these as standard sections and will fail to correctly categorise your experience and qualifications.

Avoid Tables, Text Boxes, and Columns

One of the most common ATS failures comes from using tables and text boxes — which are popular in visually designed CV templates but are frequently unreadable by automated screening software.

When ATS tries to parse a table, it either reads the content in the wrong order, merges content from different cells, or skips it entirely. A skills table that looks clean and professional to a human reader may appear as complete nonsense — or nothing at all — to the ATS parsing engine.

Use Simple, Clean Fonts

Decorative or non-standard fonts can cause character encoding errors in ATS parsing — turning your carefully written CV into unreadable garbled text on the other side of the submission.

Stick to web-safe, ATS-tested fonts:

• Arial
• Calibri
• Roboto
• Georgia
• Times New Roman

Font size should be 10 to 11pt for body text and 12 to 14pt for section headings. Anything smaller is difficult to read — anything larger looks unprofessional.

Save as PDF — The Right Way

Most modern ATS systems accept PDF files — and PDF is the recommended format because it preserves your formatting across all devices and operating systems. However, not all PDFs are created equal when it comes to ATS parsing.

A PDF that was created by scanning a printed document — rather than exported directly from a word processor or CV builder — is essentially an image file. ATS cannot read image-based PDFs at all. Always create your PDF by exporting directly from your CV builder or word processor.

No Headers, Footers, or Graphics

Content placed in document headers and footers — including your name and contact details — is frequently skipped by ATS parsing engines. If your name and phone number are in the header of your Word document, some ATS systems will never register them.

Similarly, icons, logos, profile photos, decorative lines, and graphic elements add no value to ATS parsing and can cause errors in how surrounding text is read.

ATS Keyword Strategy — How to Match the Job Description

ATS systems score your CV based on keyword matching — comparing the language in your document against the language in the job description. This is the single most important factor in your ATS score, and it is entirely within your control.

How to Find the Right Keywords

Read the job description carefully — not just once, but multiple times with the specific goal of identifying the language the employer uses. Look for:

• Job title variations — the exact title used in the posting
• Required skills — both technical and professional
• Tools and software — specific platforms, languages, programmes
• Qualifications — degree requirements, certifications
• Industry terminology — sector-specific phrases and acronyms

Where to Place Keywords

Keywords should appear throughout your CV — not just in the skills section. The most effective placements are:

• Professional summary — your opening paragraph should naturally include the most important keywords for the role
• Work experience bullet points — describe your responsibilities and achievements using the employer's language
• Skills section — list specific tools, technologies, and competencies using exact terminology
• Education section — include relevant modules, projects, or qualifications that match the role requirements

Keyword Density — How Much Is Enough

There is no magic number — but the principle is simple: include keywords where they genuinely and naturally apply to your experience. Do not repeat the same keyword ten times in the hope of scoring higher. Modern ATS systems are sophisticated enough to detect keyword stuffing, and human reviewers will immediately notice if your CV reads unnaturally.

The goal is a CV that reads naturally to a human while also including the language that ATS expects to find. Both requirements are met by the same approach: write accurately and specifically about your experience using the terminology your target industry uses.

Common ATS Mistakes — And How to Fix Them

How to Test Your CV for ATS Compatibility

Before submitting any application, you can take several practical steps to check how ATS-friendly your CV actually is:

The copy-paste test: Copy the entire content of your CV and paste it into a plain text editor like Notepad. If the text pastes cleanly and in the correct order — your CV is likely ATS readable. If the content is jumbled, missing sections, or contains strange characters — your formatting is causing parsing problems.

The keyword comparison test: Copy the job description and your CV into two separate documents. Highlight every skill, tool, and qualification mentioned in the job description. Then check how many of these terms appear in your CV. Any significant gaps in relevant keywords you actually possess represent missed opportunities.

Use a free ATS checker: Several online tools can analyse your CV against a specific job description and give you an ATS compatibility score. These tools are not perfect — but they give you a useful indication of how well your CV matches the posting and where the keyword gaps are.

ATS and Human Reviewers — Both Matter

Optimising for ATS does not mean writing a CV that only appeals to software. The goal is a CV that passes automated screening and then impresses the human recruiter who reads it.

The good news is that the same principles apply to both audiences: clear structure, specific language, relevant keywords, and achievement-focused content. A CV written to be ATS-friendly — with standard headings, clean formatting, and job-description language — is also easier for a human to read quickly.

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Frequently Asked Questions

What percentage of CVs are rejected by ATS?

Research and industry estimates suggest that a significant majority of CVs submitted to large employers are filtered by ATS before reaching a human recruiter — with some estimates suggesting over 70% of applications never make it through automated screening. The exact figure varies by employer and industry, but the implication is consistent: ATS compatibility is not optional for candidates applying to large organisations.

Do small companies use ATS?

Small companies — typically fewer than 50 employees — often do not use ATS software and review CVs manually. However, mid-sized companies (50 to 500 employees) increasingly use ATS, and virtually all large corporations, multinationals, and public sector organisations use some form of automated screening. When in doubt, format your CV for ATS compatibility regardless of company size — it costs nothing and protects against the risk.

Can I use a two-column CV template with ATS?

It depends on how the two-column layout is built. Templates that use HTML tables or Word table formatting to create columns frequently fail ATS parsing. Templates that use CSS-based or modern layout methods can be ATS compatible. The safest approach is to use a template specifically designed and tested for ATS compatibility — like the templates available in our free CV builder.

Should I use the exact keywords from the job description?

Yes — where they genuinely and accurately describe your experience. Use the exact terminology the employer uses rather than synonyms. If the job description says "project management" and you have project management experience, use that exact phrase — not "running projects" or "leading initiatives." Accuracy matters: only include keywords that truthfully reflect your skills and background.

Does saving as PDF help with ATS?

PDF is the recommended format for most ATS systems — it preserves your formatting and is widely accepted. However, the PDF must be text-based rather than image-based. Always create your PDF by exporting directly from a CV builder or word processor, never by scanning a printed document. Test your PDF by selecting and copying text — if you can copy the text normally, it is ATS readable.