ATS-Friendly CV Preparation: Beat the Recruitment Robots!

University education is completed and personal development stages are completed. It is time to get a good job. Job seekers, those who want to open a new page in their careers! Does this scenario sound familiar to you: You spend hours meticulously preparing a CV, apply for the job posting of your dreams and… deep silence. As if your CV has been sent to a black hole, no phone call, no e-mail. Behind this annoying situation, there may be a secret gatekeeper that most of us are unaware of: The Application Tracking System, also known as ATS.

No matter how good your CV is, if you are unfamiliar with ATS-friendly CV preparation, you will have problems!

After all, before starting work, you need to consider the expectations of both the employer and the ATS software. Using the right keywords, choosing a simple format, and separating the sections in an orderly and understandable way can help your CV pass through the system successfully. Remember, good content as well as proper presentation will make you stand out.

In this article, we will share with you the basic points to consider and the common mistakes made during the ATS-friendly CV preparation phase. In this way, you will be able to reveal not only your talents but also your ability to present these talents correctly. In addition, we will get to know these “robots” that determine the fate of your job applications closely and learn step by step, with the simplest and most effective tips, how your CV will reach an HR specialist’s desk without getting caught on their radar.

Because the first step to being invited to that job interview you want so much is to first pass this digital gatekeeper!

What Exactly Is ATS and Why Is It Important?

First, let’s answer this question: What is an ATS? Applicant Tracking System is a software that large and medium-sized companies use to manage their recruitment processes. You can think of it as a giant digital filing cabinet and first-selection assistant for the human resources department. When hundreds or even thousands of applications come to a job posting, it becomes impossible for an HR specialist to read all these CVs one by one.

This is exactly where ATS comes into play. After all, in order to learn how to prepare an ATS-friendly CV/Resume, you must first master these definitions.

ATS is a life-saving tool for companies. It automatically organizes all incoming applications, ranks candidates according to certain criteria, and most importantly, highlights the CVs that seem most compatible with the position. This speeds up the recruitment process and allows HR professionals to spend their time interviewing the most suitable candidates. In short, it is a great productivity tool for them. However, this means a new set of rules that we job seekers need to pay attention to.

So why is ATS so important to us? Because if the format or content of your CV is not readable by this software, no matter how talented and experienced you are, your application may be eliminated by the system before a human eye even sees it. Yes, you heard right. Those great experiences and achievements of yours may become invisible if they are not “understood” by the ATS. This is why your resumr may be falling into that proverbial black hole if you dont prepare an ATS-friendly CV.

Keyword Match and Eyes of Robot!

The basic working principle of preparing an ATS-friendly CV is keyword matching. The recruiter defines certain keywords related to the job posting (for example; “project management”, “digital marketing”, “Python”, “leadership”) into the system. ATS scans all incoming CVs and scores candidates by looking at how often and how relevantly you use these keywords. CVs with high scores are shown to the HR specialist, while those with low scores remain at the bottom of the list or are eliminated. This issue is very important in the ATS compatible CV preparation phase.

Our goal is definitely not to write a CV for a robot. The goal is to create a clean, clear and powerful resume or CV that both the ATS can easily scan and understand, and that an HR specialist will be impressed when they read it later. In other words, we need to establish a balance that will convince both the machine and the human. With the steps we will explain in this guide, you will see how to establish this balance and how to ensure that your CV gets the attention it deserves.

What Should Be the Correct CV Format and Design for ATS

The first and most important rule when it comes to preparing an ATS-friendly CV or resume: Believe in the power of simplicity! Those graphic, icon-rich, two-column, colorful CV templates you like so much may look great visually, but they are a nightmare for ATS robots. Such complex designs can prevent the software from reading and parsing the information in your CV correctly. Remember, your goal is to impress the robot first, then the human. So start with a clean and professional format.

Pay attention to the file format when saving your CV. Companies usually prefer Word (.doc, .docx) or PDF formats. PDF format is usually a good option because it ensures that your design looks the same on different devices. However, when saving a PDF, make sure that the file contains selectable text and not an image. If you can’t copy and paste the text somewhere else, the ATS probably won’t be able to read it either. If the job posting specifically asks for a format, make sure to follow that format.

The overall structure of your CV is critical for the ATS. The safest way is to use a classic reverse chronological (with your most recent experience at the top) and a single-column structure. Group your information under standard headings. Use clear and familiar headings such as “Contact Information”, “Summary/About Me”, “Experience”, “Education”, “Skills”, “Certifications”. ATS software is programmed to recognize these standard headings. Avoid using creative titles (“My Adventures,” “My Superpowers”).

ATS-Friendly CV Preparation: Fonts, Graphics and Beyond!

Even the font you use in your design can make a difference. Choose standard and easy-to-read fonts such as Calibri, Arial, Times New Roman, Georgia. Hard-to-read, fancy or handwritten fonts can confuse the system. When itemizing, use standard symbols (such as filled circles and squares). Most importantly, never write important information (such as contact information) in the header and footer fields! Some ATS systems cannot read these fields. All your information should be in the main body of the document.

Definitely stay away from visual elements such as graphics, tables, text boxes, logos, and images. Although those skill bars you use to show off your skills look aesthetic, they mean nothing to the ATS. Present your information in a clear, listed, and text-based manner. Also state your contact information clearly at the top of the page, under your name, by writing each piece of information on a separate line (such as Name, Surname, Phone, Email, LinkedIn Profile). Remember, a clean and simple format is the first step to success.

Magic Words: Keywords in the Job Ad and Your CV

We have taken care of the format, now it is time for the most crucial point: Content and keywords! As we have said before, let’s not forget that ATS is a keyword matching game when it comes to preparing an ATS-friendly CV. The more the words in your CV match the words in the job posting you are applying for, the higher you will rank in the system. Therefore, you need to put aside the habit of sending a “single CV” for each application and “tailor” your CV for each position like a tailor.

So how do you find these “magic” keywords? The answer is actually right in front of you: in the job posting itself! Examine the posting you want to apply to like a detective. Pay attention to the repeated words in sections such as “Required Qualifications”, “Job Description”, the desired special competencies (hard skills) and soft skills (such as leadership, communication). For example, for a digital marketing specialist posting, words such as “SEO“, “Google Analytics”, “content marketing“, “campaign management” are your keywords. Make a list of them. These are also crucial for preparing ATS-friendly CV or resume process.

Now that you have found the keywords, it is time to naturally place them in your CV. Don’t just take these words and paste them in a list somewhere on your CV! This will be noticeable to the ATS and will mean nothing to the HR specialist. Instead, sprinkle these words into sentences that describe your accomplishments and responsibilities in your “Experience” section. For example, instead of saying “I ran marketing campaigns,” it is much more effective to say “I increased brand awareness by 25% by running digital marketing campaigns through Google Ads and social media platforms.”

Customizing Your CV with Titles and Abbreviations

Be careful about titles and abbreviations in ATS-friendly resume tips. If your title at the company you work for is very specific or unusual, you can include a more common equivalent in the industry in parentheses. For example, “Happiness Ninja (Customer Support Specialist).” It’s also a good idea to use both the full and short forms of technical terms or abbreviations you use. For example, saying “I worked on Customer Relationship Management (CRM) software” will ensure that your resume is found in both a search for the word “CRM” and a search for the full form.

The last and most important tactic: Customize your resume for each application! This is the most time-consuming but most rewarding step. Take 15-20 minutes for each new position you apply to, and make the “About Me/Summary” section and some sentences in the “Experience” section more relevant to the keywords and sought-after characteristics in that job posting. These small touches can help your CV rise to the top of the ATS rankings and get that long-awaited phone call.

Remember, job hunting is also a job, and the most important part of this job is a properly prepared CV.

10 Tips for ATS-Friendly CV Preparation!

Now let’s list the whole topic briefly and refresh our memory. After all, short repetitions and summaries are always good.

• Use a Simple and Clean Format: Stay away from complex designs such as tables, graphs, and columns in your CV. ATS systems may not be able to read these elements.
• Use Standard Headings: Prefer common headings such as “Work Experience”, “Education”, and “Skills”. ATS recognizes these headings and processes them correctly.
• Choose the Appropriate File Format: Usually save your CV in .docx or .pdf format. However, some ATSs cannot read PDFs, so pay attention to the preference of the institution you are applying to.
• Include Keywords Compatible with the Ad: The position name, skills, and technical terms mentioned in the job ad must definitely be included in your CV. ATS will evaluate you by scanning these words. Otherwise, the subject of preparing an ATS-friendly CV will be incomplete.
• Choose an Easy-to-Read Font: Use simple and common fonts such as Arial, Calibri, and Times New Roman. Avoid fancy and hard-to-read fonts.

• Avoid Abbreviations or Explain Them: For example, if you type “CRM”, explain it in parentheses as “Customer Relationship Management”. ATS may not recognize every abbreviation.
• Write Dates and Positions Clearly: When listing your work experience, write in the format “Month/Year – Month/Year” and from most recent to oldest. The system is based on chronological order.
• Avoid Images, Icons, and Symbols: ATS cannot read images. Using icons may be aesthetically pleasing, but the system ignores them.
• Don’t Overdo the Number of Pages: A 1–2 page CV is usually sufficient. Unnecessary length can have negative effects on the ATS’s scoring system.
• Write LinkedIn and Personal Information as Text: Add your LinkedIn profile link in a copyable and clear manner. Likewise, your email and phone numbers should appear as text.

The formula for getting that job interview is that simple. When you organize your CV according to the steps in this guide, you will see that your applications no longer fall into that famous “black hole”, but on the contrary, they reach the desk of an HR specialist, receiving the value they deserve. You should give due importance to preparing an ATS-friendly CV and resume.

Now, trust yourself, update your CV and get one step closer to that dream job. Good luck!