ATS stands for Applicant Tracking System.

Almost all big companies use purpose built software like Workday, Bullhorn, Tribepad or one of a thousand others to collect, scan, filter and rank all the applications that they receive.

The ATS is the gatekeeper to you getting an interview. If you don't get past the ATS, your application will never be seen by a human. Lots of people disagree with the use of an ATS but with the rise of job boards like Indeed and the explosion in the number of applications, they are an unfortunate necessity.

Your goal is not to try and cheat the system, it’s to present yourself in a format that is “machine readable” so you glide through the ATS and get some human eyeballs on your application.

How to get through an ATS

Here are the most effective tactics to ensure your application gets past the ATS filters and into the hands of a human recruiter.

1. Keyword Optimisation: Mirror the Job Description

To get past an ATS, you need to make sure that your application matches the requirements of the job.

This is usually done with a simple keyword match. So for example, if the job says you need skill XYZ, your application should make sure that you specifically mention skill XYZ. Your goal is to be a near-perfect match.

• Analyse the Job Description: Read it carefully to identify the key skills, qualifications, and responsibilities. These are your target keywords.

• Use Exact Phrasing: If the description asks for "client relationship management," use that exact phrase, not just "handled client accounts." The keyword match is often very basic.

• Include Hard and Soft Skills: Don't just focus on technical skills (e.g., Microsoft Excel, Salesforce). If the job description repeatedly mentions "teamwork," "stakeholder management," or "strategic planning," ensure those phrases are in your CV.

• Use Both Acronyms and Full Phrases: A system might be configured to search for "SEO" or "Search Engine Optimisation." To be safe, include both. For example: "Managed the Search Engine Optimisation (SEO) strategy..."

• Don't "Keyword Stuff": Weave the keywords naturally into your prose. A human will read it eventually. A list of 50 skills at the bottom of the page may get you past the ATS but a person will immediately see through it.

2. Formatting for the Machine: Simplicity is Key

Complex formatting can confuse an ATS, causing it to misread or discard your information.

• No Tables or Columns: Many ATS parsers read left-to-right, top-to-bottom. Columns can jumble your information. For example, if you list your employment dates in a right-hand column, the system might read it as Company Name Job Title Dates all on one line.

• Use Standard Section Headings: Don't get creative. Use universally recognised headings like:

  • Work Experience or Professional Experience

  • Education

  • Skills

  • Certifications

  • Summary or Professional Summary

• Use Standard Fonts: Stick to common, clean fonts like Arial, Calibri, Helvetica, or Times New Roman. Avoid script or designer fonts.

• Avoid Images, Graphics, and Logos: An ATS cannot read images. This includes a photo of yourself, skill-level graphs, or company logos. They are invisible to the machine and can cause parsing errors.

• Use Simple Bullet Points: Stick to standard solid circles or squares. Complex symbols or arrows can be misinterpreted.

• Do Not Use Headers or Footers: Some systems ignore information in the header and footer sections of a document. Put your contact information (Name, Phone, Email, LinkedIn URL, Address) at the very top of the main body of the page.

3. File Type and Naming Convention

• Follow Instructions: If the application portal asks for a specific file type (e.g., .docx), use it.

• The .docx vs. .pdf Debate:

  • .docx (Microsoft Word): This is often the safest bet. It's the easiest format for an ATS to parse.

  • .pdf (Portable Document Format): Modern, text-based PDFs are usually fine for newer ATS. However, if a PDF was created from an image scan or has complex graphics, it will fail. A simple, text-only PDF is generally acceptable.

  • Verdict: If no format is specified, a .docx file is your most reliable option.

• Name Your File Professionally: Don't upload CV_v5_final_new.docx. Use a clear and professional convention, such as: FirstName_LastName_CV.pdf or FirstName_LastName_JobTitle_Application.docx.

4. How to Structure Your Content

• Work Experience: Follow a clear, consistent, and reverse-chronological (most recent first) format.

  • Company Name

  • Job Title

  • City

  • Dates of Employment (Month YYYY – Month YYYY)

• Dates: Be consistent. Use either 09/2022 – Present or September 2022 – Present. Don't just put "2 years." The ATS looks for specific date ranges to calculate your years of experience.

• Skills Section: Create a dedicated "Skills" section where you can list relevant keywords you couldn't fit into your work experience. This is a great place for technical skills, software, and languages.

5. Test Your CV Before Submitting

You can check how an ATS might "see" your CV.

The Plain Text Test: Copy the entire content of your CV and paste it into a plain text editor like Notepad (Windows) or TextEdit (Mac). If the output is a jumbled mess, with text out of order, it's a clear sign that an ATS will struggle to parse it.

By following these tactics, you are not trying to cheat the system; you are simply formatting your qualifications in a language the system can understand, dramatically increasing your chances of landing in the "to be interviewed" pile.