ATS-friendly CV

ATS stands for Applicant Tracking System, a computer program that companies use to manage job applications. Instead of a personal recruiter reading every CV, the system does it first. It searches for specific keywords, file formats, and formatting. If your CV doesn't fit the system's expectations, it gets sorted out automatically – often before a human even sees it.

Most large companies in Sweden use ATS systems almost without exception. Many mid-sized companies do too. Only smaller companies might skip this step altogether. This means that if you're applying at larger workplaces, your CV needs to be ATS-friendly to have a chance.

Setting up an ATS system is simple for recruiters: they enter the keywords and competencies that are most important for the job. The system then searches through all applications and ranks them based on match. The highest-ranked CVs are forwarded to a human.

Problems arise when your CV is formatted in a way the system can't read. Columns, fancy design elements, special fonts, or images can cause the ATS system to crash or display your content incorrectly. It's frustrating but very real.

There are several reasons why a CV gets sorted out by an ATS system:

Incorrect file format is a common culprit. If you send a CV as an image, a PDF with special formatting, or something else strange, the system can't read it. Many ATS systems prefer Word documents or plain PDFs.

Incorrect formatting causes the system to not find the information. If you've used columns, text boxes, or tables to create a nice layout, the ATS system may interpret it strangely. It can split information, mix up the order, or miss important parts entirely.

Missing keywords is perhaps the most common reason for sorting. If the job posting asks for "JavaScript" and your CV says "Javascript" or just "JS", the system might miss it. ATS systems are often simple and look for exact matches.

Incorrect heading structure. If you use custom headings like "My Background" instead of "Work Experience", the system may have trouble understanding the sections. It looks for standard heading names.

Varying date formats. If your CV uses different date formats – "Jan 2020", "01/2020", "January 2020" – the system can get confused.

Special characters or symbols. If your CV contains symbols, emojis, or other strange formatting it can cause problems.

Too much or too little text. ATS systems specifically search for content. If your CV is very short, the system can't find enough matches. If it's too long and repetitive, it can give false positives.

Here are the ten concrete rules you must follow for your CV to be ATS-friendly:

1. Use a simple file format. Save your CV as a Word document (.docx) or plain PDF. Avoid creating PDFs from other programs that might create strange formatting. Word or Google Docs is perfect.

2. Skip columns, text boxes, and tables. These formatting elements confuse ATS systems. Instead use simple lists with bullets and plain text.

3. Use standard fonts. Arial, Calibri, Times New Roman, or similar standard fonts work best. Avoid designer fonts that look cool but might not be readable by the system.

4. Stick to simple headings. Use standard heading text like "Work Experience", "Education", "Skills". Avoid creative headings like "My Journey" or "What I've Done".

5. Match the job posting with keywords. Read the job posting carefully and use the exact same words in your CV. If they say "Project Management" it should appear exactly like that in your CV, not just "project coordination".

6. Use chronological order for dates. Stick to one format: "Jan 2020 - Dec 2023" or "01/2020 - 12/2023". Be consistent throughout the document.

7. Avoid images, graphs, and logos. ATS systems can't read or interpret images. Your profile picture, graphs, or other visual elements will be ignored or cause problems.

8. Keep only relevant information. ATS systems search for specific keywords. Every word you write should be relevant to the job you're applying for. Wasted space means important things get overlooked.

9. Use simple bullets for lists. Use simple bullet points (•) or dashes (-), not special symbols or custom numbering.

10. Name your file correctly. Save your CV with your name and "CV", not something strange: "My_CV_Version_5_Final_REAL_Final.docx". Use "FirstName_LastName_CV" or similar.

This is a question many ask, and the answer depends on the context.

Word (.docx) is often safest for ATS systems. Most ATS systems are optimized to read Word documents. The system can easily extract text, search for keywords, and interpret structure. If you're unsure, Word is usually the best choice.

PDF can also work, but only if it's simply formatted. A PDF created directly from Word or Google Docs usually works fine. But a PDF with special formatting, columns, or images can cause problems.

Why PDF is problematic: When a PDF is created from a design program (Adobe InDesign, Canva, etc.) to look beautiful, the program adds formatting that ATS systems can't read. The system can get confused about where text begins and ends.

Our recommendation: Send Word if the job postings don't specify otherwise. It's safest. If they specifically ask for a PDF, use a simple PDF created from Word or Google Docs.

Common mistake: Many think a beautifully designed PDF template will look better to the ATS system. The opposite is true. A designed PDF template can actually make it harder for the system to read your CV.

Keywords are everything for ATS systems. Without the right keywords, your CV gets sorted out, no matter how good you are.

Where do you find the keywords? In the job posting itself. Read the job posting extremely carefully. What skills are mentioned? What tools or software? What responsibilities? All of this is potential keywords.

If the job posting says "We are looking for a frontend developer with React and TypeScript", then "frontend developer", "React", and "TypeScript" are the most important keywords. You should have these words in your CV.

How do you use the keywords? Completely naturally. You shouldn't fill your CV with keywords in a weird way. Instead: if you really have experience with the mentioned tools, make sure they're mentioned in your CV with the same spelling and format as in the job posting.

Example: If you're a Java developer and the job is looking for "Java programmer" or just "Java", make sure the word "Java" appears verbatim in your CV. If you write "Java-programming" or "Java adaptation" the system might miss it.

A good strategy is to go through the job posting and write down all the keywords you encounter. Then go through your CV and make sure you've covered these words if they're relevant to you.

Warning: Don't think you can cheat by writing keywords for skills you don't actually have. Many companies review the top 20-30 matches manually. If your CV appears to have a skill you don't actually have, this will raise red flags during the interview.

The best way to know if your CV is ATS-friendly is to actually test it.

A simple method: Open your CV in Notepad or another text editor. Copy all the content and paste it as plain text. If the text is readable and has proper order and spacing, your CV is likely ATS-friendly. If the text becomes messy or the order becomes strange, it's a sign there are formatting problems.

Another method: Use ATS testing tools online. There are free tools on the web that simulate how an ATS system would read your CV. Search for "ATS CV tester" or "CV parser tool" on Google. You can upload your CV and see what the system extracts and finds.

Send test applications: If you want to, you can send some applications and see what happens. Keep a Word version of your CV and a PDF version. Send the Word version to some companies and the PDF version to others. See which version gets more interview calls.

Best test of all: Have your CV reviewed by network contacts or a recruiter. Show them both the ATS-friendly version and the beautifully designed version. Ask which they prefer to see. You might be surprised that the simpler version is often preferred.

Remember: A correctly structured, readable CV will work for both ATS systems and humans. There's no contradiction between being ATS-friendly and looking good to a human. Simplicity is key.