How to Optimize Your Resume for ATS: The Complete Guide

To optimize your resume for an applicant tracking system (ATS), mirror the exact keywords of the job description, use a single-column layout with standard section headers, and save the document as a clean PDF or .docx. These three actions let the ATS parse and score your CV correctly before any human reads it.

An applicant tracking system, not a human, is usually the first filter your CV faces. Most large employers now use an ATS to screen candidates automatically. A corporate job opening can attract several hundred applications, and only a small fraction reach a hiring manager. The ATS decides who makes that cut.

This guide explains how an ATS reads a CV, which platforms dominate the UK and US market, and how to format and keyword-optimize your resume so it consistently clears the filter.

What Is an Applicant Tracking System — and How Does It Read Your CV?

An applicant tracking system (ATS) is software that ingests, parses, and ranks CVs automatically before a recruiter reviews them. When you submit your application through a company's careers portal, the ATS extracts structured data — your name, contact information, job titles, employers, dates, skills, and education — and stores it in a searchable database.

The most widely deployed ATS platforms in the UK and US market include:

• Workday — used by over 10,000 enterprises globally, including major UK and US employers in finance, retail, and healthcare
• Greenhouse — popular with tech scale-ups and growth-stage companies in London, New York, and San Francisco
• Lever — common in mid-market US tech companies
• iCIMS — widely adopted in US healthcare and manufacturing
• Taleo (Oracle) — used by large corporations including many FTSE 100 and Fortune 500 companies

Each of these systems parses CVs differently. Workday, for instance, handles standard PDF formats well but can misread heavily formatted documents. Taleo is known for stripping out formatting entirely and reading plain text. Greenhouse tends to perform better with modern PDF exports. The safest approach is to optimize for the lowest common denominator: clean, structured, keyword-rich content in a simple layout.

Keyword Strategy: The Core of ATS Resume Optimization

The single most impactful step is to match the exact language of the job description. An ATS scores your application by comparing the terms in your CV against a weighted keyword list derived from the job posting, so identical experience described in different words will score lower.

How to extract the right keywords:

1. Read the job description three times — once for overall understanding, once for hard skills (software, tools, qualifications), and once for soft skills and cultural language
2. Note exact phrases, not just individual words. "Stakeholder management" scores differently from "managing stakeholders"
3. Look for terms that appear multiple times — repetition signals importance
4. Check required versus preferred qualifications separately; required keywords carry higher weight in most ATS scoring

Example — James, a software engineer targeting mid-level roles in New York:

James was applying for a Senior Backend Engineer role at a fintech company. The job description repeatedly mentioned "Python," "AWS Lambda," "microservices architecture," and "CI/CD pipelines." His existing CV used "serverless functions," "cloud infrastructure," and "automated deployment" instead. Despite having identical experience, his application scored poorly in the ATS simply because the terminology differed. After he rewrote it to mirror the posting's exact language, his response rate improved significantly.

Terms to use and avoid:

CV Format and Structure: What ATS Systems Can and Cannot Read

An ATS reads a single-column document with standard fonts and conventional headers reliably, but it fails on tables, text boxes, multi-column layouts, and graphics. Format matters as much as content. A CV with infographics and two columns might impress a human reader while remaining unreadable to an ATS.

Formats that work

• Standard PDF exported from Word or Google Docs — widely compatible
• .docx (Word format) — some systems, particularly older Taleo deployments, parse Word documents more reliably than PDFs
• Single-column layout throughout
• Standard fonts: Arial, Calibri, Georgia, Times New Roman
• Font size 10–12pt for body text, 14–16pt for your name

Formats that cause parsing failures

• Tables for organizing experience or skills sections
• Text boxes and sidebars — content inside these is frequently skipped
• Multi-column layouts — columns are often read left-to-right across rows, scrambling content
• Headers and footers — contact information placed in a document header is regularly missed
• Images, logos, and icons embedded in the CV body
• Creative fonts, symbols, and decorative bullets
• Infographic-style skill rating bars

Recommended CV structure for ATS compliance

1. Header: Full name (no title like "Curriculum Vitae"), phone number, professional email, city/region, and LinkedIn URL. Place this in the main document body, not in a Word header.

2. Personal statement or professional summary (UK) / Resume summary (US): 3–4 sentences summarizing your experience level, key skills, and career focus. This section is where you place your top primary keywords naturally.

3. Core skills / Key skills: A simple bulleted list of 10–15 relevant technical and professional skills. Many recruiters scan this section first after the summary.

4. Professional experience: Reverse chronological order. Job title, company name, city, and dates on separate lines. Use accomplishment-based bullet points with action verbs and quantified outcomes.

5. Education: Degree title, institution name, graduation year. UK candidates: include A-level results if graduating within the last two years. US candidates: include GPA only if it is above 3.5 and you are within five years of graduation.

6. Certifications and professional development: Particularly important for technical roles and roles requiring regulated qualifications.

Writing Accomplishment-Based Bullet Points That Score Well

Accomplishment-based bullet points that combine keywords, action verbs, and quantified results score higher in an ATS than responsibility statements. A responsibility statement — "Responsible for managing social media" — scores far lower than an accomplishment: "Grew Instagram following from 4,200 to 38,000 in 14 months, increasing website referral traffic by 62%."

The CAR formula (Challenge, Action, Result) is the standard approach in UK and US recruitment:

• Challenge: the problem or context you were working in
• Action: the specific things you did (use strong action verbs: led, built, reduced, increased, launched, negotiated, delivered)
• Result: the quantified outcome

Example — Sarah, a marketing graduate applying for a coordinator role in London:

Before: "Responsible for running email marketing campaigns and reporting on performance."

After: "Designed and deployed a 6-email nurture sequence targeting lapsed customers, achieving a 34% open rate (vs. 21% industry benchmark) and recovering £18,000 in revenue over Q3 2023."

The second version contains keywords (email marketing, nurture sequence, open rate), quantified results, and action verbs — everything an ATS and a hiring manager want to see.

UK vs US: Important Differences in ATS Resume Expectations

A UK CV runs to two pages and is called a CV; a US resume is one page and is called a resume. These conventions differ meaningfully between markets, and getting them wrong can hurt your application before the ATS even scores it.

United Kingdom:

• The document is called a CV (curriculum vitae), not a resume
• Standard length is two pages for most professionals; one page is acceptable for very early career
• No photo — including a photo is not standard practice and can invite unconscious bias
• No date of birth, nationality, or marital status — the Equality Act 2010 makes discrimination on these grounds unlawful
• Two professional references are typically listed as "available on request" at the end
• Personal statements of 3–5 lines are standard at the top

United States:

• The document is called a resume
• Standard length is one page for candidates with fewer than ten years of experience; two pages for senior roles
• No photo, no age, no marital status — this is legally sensitive under US employment discrimination law
• References are not listed; "References available upon request" is considered outdated and unnecessary
• A resume summary or objective is standard
• GPAs are commonly included for recent graduates

Canada and Australia broadly follow the UK model: the document is called a CV, two pages is standard, no photo is included, and references are listed as available on request.

Testing Your CV Before You Submit

Run your CV through an ATS resume checker against the specific job description before you submit it. An ATS resume checker simulates how the system will read and score your document, and it highlights missing keywords.

Recommended tools:

• Jobscan — the most widely used ATS resume checker; paste your CV and job description to get a match rate score and specific keyword gap analysis
• Resumeworded — gives section-by-section feedback on ATS compatibility and content quality
• TopResume's free review — human + ATS review option

A match rate of 70% or above on Jobscan is generally considered competitive. Aim to close keyword gaps by naturally integrating missing terms into your experience bullets or skills section.

Adapting Your CV for Every Application

Tailor your CV to each job description rather than sending one generic version to every role. Tailoring takes around 15–20 minutes per application and meaningfully lifts ATS match rates, because the ATS scores each CV against the specific posting.

A practical system:

1. Keep a master CV with every role, skill, and achievement you have ever had
2. For each application, create a copy and remove less relevant experience
3. Adjust your professional summary to reflect the specific role and company
4. Swap in keywords from the job description across your skills and experience sections
5. Run it through a keyword checker before submitting

This is the same approach career coaches across the UK and US recommend. Tailored applications consistently land a higher proportion of interviews than generic ones.

FAQ

Which file format passes ATS best?

A clean PDF exported from Word or Google Docs and a .docx file both parse reliably in most applicant tracking systems, including Workday, Greenhouse, and Lever. Avoid graphic-heavy PDFs from design tools, scanned documents, and CVs where text is embedded inside an image.

How many keywords should a CV contain?

Include every keyword from the job description that genuinely reflects your experience, without artificial repetition. An ATS rewards relevance and natural placement in your summary, skills section, and experience bullets, not raw keyword count.

How do I know if my CV passes the ATS?

Test your CV with an ATS resume checker against the exact job description. The Epimoni CV analysis tool returns a compatibility score and lists the missing keywords so you can close the gaps before applying.

Do small companies use an ATS too?

Yes. Applicant tracking systems are no longer limited to large corporations. Many small and mid-sized employers run an ATS through their careers portal, so the same formatting and keyword rules apply to roles of every size.

Once your CV is keyword-optimized and ATS-ready, the next step is making sure it also impresses a human reader. Explore our guide on what makes a strong CV and how to pass resume screening for the complete picture.

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