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Guide

CVs and ATS: what actually matters

By The 3ZAK teamPublished 6 min read

An applicant tracking system (ATS) is software some employers use to receive, store, sort and search applications. To write a CV these systems handle well, use a simple structure, familiar section headings, real text rather than an image, and a common file format. There is no secret trick, and most of what is published about "beating the ATS" is exaggerated. What works for a human reader usually works for the system too.

What is an ATS and what does it do?

The system keeps applications in one database, tries to read each CV and turn it into fields (name, experience, education, skills), and lets recruiters search, sort and track the stages of an application. Systems differ in what they do and in how far an employer relies on automated sorting: some simply display the CV and depend on a person reading it, others sort by keywords. Nobody outside the employer can know exactly how it is used, so do not trust anyone who promises a guaranteed result.

Common myths

  • "Systems reject PDFs": not true. Most modern systems read a text PDF well. The problem is a PDF that is a scanned image, or one built in a very complicated way.
  • "You must stuff in keywords": stuffing ruins the reading for people, and if your CV reaches a person they will notice. Use the words that actually describe your experience.
  • "Hidden white keywords fool the system": do not do this. It is deception, it shows up when the text is copied, and it damages your reputation.
  • "The system rejects any good-looking CV": there is no conflict between attractive and simple. The design should be clean, not complicated.

Practical rules for a CV that machines read easily

A simple structure

Make the reading order clear from top to bottom. One column is the safest. If you use two, keep them clean, and avoid nested tables, floating text boxes and elaborate headers and footers, which a system may read in a jumbled order.

Familiar section headings

Use names that both the system and the reader expect: "Work experience", "Education", "Skills", "Courses and certificates". Creative labels such as "My journey" or "Where I learned" read nicely but may not be understood as a section.

Real text, not an image

If your file is an image (a screenshot or a scan), there is no text in it to read. Try selecting the text with your mouse in the PDF; if you can, it is real text. Also avoid putting your name or contact details inside an image.

A common file format

A text PDF or a DOCX. Follow the employer’s instructions if they name a format. If they do not, a text PDF is suitable in most cases, and DOCX is a safe choice if the employer asks for it.

Clear dates and job titles

Write month and year in one style, and give the full job title and employer name. Use recognised job titles rather than odd internal ones, or add the well-known title in brackets.

Language: Arabic or English?

Write the CV in the language of the advert. If the advert is in English, submit an English CV; if it is in Arabic, submit an Arabic one; if you are unsure, sending both is a good choice. Check that the font supports the language so letters do not come out broken or reversed in the file.

Keywords, honestly

Read the job advert and identify the skills, tools and qualifications it names. If you really have them, write them in the advert’s wording in their natural place: in the summary, the experience and the skills. If you do not have them, do not add them. It is not only about the system; you will be asked about them in the interview.

Example: matching an advert’s wording (illustrative)

In the advert: "Experience preparing budget estimates using Excel."

In the CV: "Prepared annual budget estimates in Excel for three departments and reviewed variances monthly."

A simple test you can run yourself

Open your PDF, select all the text with your mouse (Ctrl+A), copy it and paste it into a plain text editor such as Notepad. Then read what appears:

  • Is the order understandable from top to bottom, or have the columns and sections got mixed up?
  • Did your name and contact details come through?
  • Are the Arabic letters intact, or do they appear broken or reversed?
  • Are the dates next to the right jobs?

This test does not guarantee that a particular system will read the file the way you expect, but it reveals most visible problems. If the text comes out jumbled, simplify the design.

What you need not worry about

  • Bold and italic in headings: harmless.
  • Bullet points (•) in lists: among the simplest things to read.
  • One colour for headings: it does not affect how the text is read.
  • A link to your website or professional profile: in fact it is useful.

Your first concern should be the human who will read your CV after the system does. If you combine simplicity, clarity and honesty, you have done most of what is needed.

How 3ZAK helps

At 3ZAK we design the CV in a clean, simple layout that a person reads easily, with a clear structure and real text, and write it from scratch in Arabic and English in every package. See our CV design service. For the content itself, read how to write a professional CV.

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