What is an ATS, and how do you make sure it reads your CV correctly?

You applied for a job, waited for a reply, and some time later got a rejection email. Or no reply at all.

The first thought might be: "The ATS must have rejected my CV before anyone even saw it."

There may well have been a system managing the applications. But not every rejection comes from the system, and not every company uses one the same way.

Let's look at what an ATS really is, and what you can do so your CV is clear both to the system and to the recruiter.

What does ATS mean?

ATS stands for Applicant Tracking System.

Companies use these systems to organize hiring: receiving applications, storing CVs, searching for candidates, and tracking each stage of assessment and interviews.

Some systems let recruiters search by skills, qualifications or job-related keywords, and some offer extra sorting and scoring features.

But it isn't true that every ATS works like a robot that gives your CV a fixed score and rejects it automatically below a certain number.

How the system works depends on the software, the company's settings and how the recruiter uses it.

How does the system handle a CV?

Some systems extract information from your file and turn it into searchable data.

For example, if your CV includes:

• Your name and contact details.
• Your past experience.
• Your education.
• Your technical skills.
• Your languages.

the system may try to read that information and sort it into separate fields.

This is where formatting matters.

If information sits inside an image, or is spread out in a complicated layout, some systems may find it harder to extract.

So the key principle is: make your information clear, readable text before you think about how it looks.

1. Use a simple, organized design

Your CV doesn't have to be boring, but it does have to be easy to read.

When applying through hiring systems, it's best to use:

• A clear top-to-bottom order.
• Sections with familiar headings.
• A readable font at a sensible size.
• Main text in a single column.
• Clear spacing between sections.

Try not to put key information inside decorative elements, complex tables or lots of text boxes.

That doesn't mean every system fails with columns or tables. But a simple layout lowers the chance of reading and extraction problems.

2. Use clear section headings

Instead of creative headings like "My journey" or "Things I'm good at", use direct ones:

• Work Experience
• Education
• Skills
• Projects
• Certifications

The clearer your sections are, the easier they are to understand, both for a human reader and for systems trying to extract the information.

3. Pay attention to keywords

Keywords are the skills, job titles and qualifications related to the role.

For example, if you see an ad for a UX/UI Designer that mentions:

• User Research
• Figma
• Wireframing
• Prototyping
• Design Systems

and these really are your skills, make sure your CV shows them.

But don't add a huge list of words just to appear in more search results.

It's better to mention a skill in a real context:

"Built interactive prototypes in Figma to test user flows before development."

That proves you used the skill, instead of just naming the tool.

4. Should you use the exact words from the job ad?

It helps to use the same terms when they accurately describe your experience.

For example, if the ad asks for Customer Relationship Management (CRM) and you have experience with CRM systems, you can write the full term along with the abbreviation.

But if you don't have that experience, adding the term alone won't make you a qualified candidate.

Remember, the goal isn't to trick the system. It's to describe your qualifications in the language the company uses.

5. PDF or Word: which is better for an ATS?

No single format is guaranteed to work with every system.

The first rule: use the format the company asks for.

If the ad asks for DOCX, send DOCX. If it accepts PDF, use a text-based PDF that was exported properly.

Some hiring systems read both formats, and some have different requirements.

And note: a PDF made from a scanned image is not the same as a PDF with text you can copy.

6. How to check that your file is readable

There's a simple test you can do before sending your CV.

Open the PDF, select all the text, and paste it into a plain text editor.

Then check the result:

• Does your name appear correctly?
• Are your phone number and email intact?
• Does the order of your experience make sense?
• Are any important words missing?
• Does any Arabic text come out normally?

This test can reveal problems with exporting or text order, but it isn't an official ATS check and doesn't guarantee the file will work with every system.

If your CV is in Arabic, pay extra attention to text direction and to Arabic and English words mixed together.

7. Don't hide keywords in the file

A popular tip online is to add lots of keywords in white or in tiny text, so the system reads them but the recruiter doesn't see them.

Don't do this.

It doesn't reflect your real qualifications, and it can leave a bad impression if it's spotted during review.

Important keywords belong naturally in your skills, experience and projects.

Three common myths about ATS

"Every company uses an ATS." No. Some companies rely on email, simple forms or reading CVs directly.

"You need a 90% ATS score to get through." There's no universal pass mark across all ATS systems. And any score an outside checking tool gives you, make sure you understand what it's actually measuring.

"If I was rejected, the computer must have rejected me." Not necessarily. The reason could be a mismatch in qualifications, the job requirements, a recruiter's decision, the position being closed, or other factors.

Checklist before you apply

Go through your file one last time:

• Are your name, email and phone number written as clear text?
• Do the main sections have understandable headings?
• Is your experience in a logical order?
• Do the important terms appear naturally?
• Did you choose the format the company asked for?
• Can the file be opened, read and copied?
• Is all the information true?

In short: write for people first, but don't ignore the system

A good CV has to do two things: be easy to process if it passes through a hiring system, and be clear and convincing when a recruiter opens it.

There's no secret trick that guarantees you'll be accepted, but there are simple practices that help your information arrive the right way.

Seekr tip

Before you apply for any job, compare its requirements with your real skills, and adjust your CV to make the matching points clear.

And if you want to start from the beginning, read our guide to writing a CV from scratch.

Frequently asked questions about ATS

Does an ATS reject Arabic CVs?

Not necessarily. Support for Arabic and text direction depends on the system. It's best to try extracting the text and to follow the company's instructions.

Do colors break how a CV is read?

Not every color causes problems. But a simple design with high-contrast text makes reading easier, especially across different systems.

Do ATS checker tools give me the real result?

Usually they give an estimate, or a comparison between your CV and the job ad, not a guaranteed result from the company's own system.

Sources

• University of Pennsylvania — Optimizing Your Resume for AI Scanners
• University of Pennsylvania — Write a Resume/CV
• University of Texas at Dallas — Building a Resume