How to Get Your CV Past an ATS System

You spent hours on your CV. You tailored it carefully, checked the spelling twice, and hit send. Then nothing. No response, not even an automated rejection. Sound familiar?

The most likely explanation is not that your CV was rejected by a recruiter. It is that it never reached one. Most large companies and recruiters now use Applicant Tracking Systems, or ATS, to filter applications before any human reviews them. If your CV does not pass that filter, it disappears.

The good news is that once you understand how ATS software works, you can write a CV that gets through it. Here is what you need to know.

What Is an ATS?

An Applicant Tracking System is software that companies use to manage job applications. When you apply for a role online, your CV is almost always processed by an ATS before a recruiter sees it. The system scans your document, parses the information, and scores it against the job description. Applications that score below a certain threshold are filtered out automatically.

This is standard practice across most medium and large companies, as well as many recruitment agencies. If you are applying for jobs in Spain, Europe or internationally, there is a very good chance the roles you are applying for are using one.

Why CVs Fail ATS Screening

There are two main reasons a CV fails at the ATS stage. The first is formatting. The second is keyword matching. Both are fixable.

Formatting issues arise when the ATS cannot read your CV correctly. Complex layouts, tables, graphics, text boxes, headers and footers, and unusual fonts can all confuse the system. If the ATS cannot parse your information accurately, it may score your application poorly even if your experience is a strong match.

Keyword gaps occur when your CV does not contain the specific words and phrases the employer has used in the job description. ATS software matches your CV against the job posting, so if the job asks for “social media strategy” and your CV says “managing social platforms,” the system may not connect the two.

How to Format Your CV for ATS

Keep your layout clean and simple. Use a standard single-column format with clear section headings such as Work Experience, Education and Skills. Avoid tables, text boxes, columns and graphics entirely. Save and submit your CV as a Word document (.docx) or a plain PDF rather than an image-based file, as these are most reliably read by ATS software.

Use standard fonts such as Arial, Calibri or Times New Roman. Keep font sizes consistent and avoid unusual formatting choices that might look distinctive to a human reader but confuse an automated system.

Put your contact information in the main body of the document, not in the header or footer. Many ATS systems do not read headers and footers, which means your name and email address may not be captured correctly.

How to Use Keywords Effectively

Read the job description carefully and note the specific language the employer uses. If they say “data analysis,” use those exact words. If they mention a specific tool, platform or methodology, include it if you genuinely have experience with it. A free tool like Jobscan can help you compare your CV against a job description and identify keyword gaps before you apply.

Do not stuff your CV with keywords artificially. ATS systems are increasingly sophisticated and recruiters will spot keyword padding immediately when they do read your document. The goal is to reflect the language of the job description naturally throughout your CV, particularly in your work experience descriptions and skills section.

It also helps to include both the full version and the acronym of any relevant terms. For example, “Search Engine Optimisation (SEO)” covers both variations that an ATS might search for.

Tailor Your CV for Every Application

This is the step most candidates skip and the one that makes the biggest difference. A generic CV sent to dozens of roles will underperform against tailored applications every time, both with ATS software and with human recruiters.

For each application, read the job description and adjust your CV to reflect the specific language, skills and experience the employer is asking for. This does not mean rewriting your entire CV from scratch. It means reviewing your existing content and making targeted adjustments to ensure the right keywords are present and the most relevant experience is prominent.

It takes more time, but it significantly increases your chances of getting through.

The Six-Second Rule Still Applies

Passing the ATS is only half the battle. Once your CV reaches a human recruiter, research consistently shows that the initial scan takes around six seconds. During that time, the recruiter is looking at your most recent job title, your key skills and the overall readability of the document.

Structure your CV so that the most important and relevant information is immediately visible. Use clear section headings, bullet points for experience descriptions, and keep the document to one or two pages. Quantify your achievements where possible. “Managed a social media account” is less compelling than “Grew Instagram following by 40% over six months through targeted content strategy.” For guidance on which skills to include, take a look at our guide to the top skills to include on your CV.

As Muhammad Khasham Aslam, a Talent Acquisition specialist and current International MBA student at ESEI, put it in a recent career session with students: “Numbers beat adjectives every time. Do not just say you managed a team. Say you optimised a workflow by 20%. Data is the universal language of impact.”

A Note on AI-Generated CVs

AI tools can help you structure and refine your CV, and there is nothing wrong with using them for that purpose. However, be cautious about using AI to generate achievements or experience you cannot speak to in an interview. Recruiters are experienced at identifying CVs that have been AI-generated, and the moment a discrepancy appears between your CV and your answers in a conversation, trust is lost instantly.

Use AI as a tool for improvement, not as a substitute for genuine experience.

Further Support at ESEI

ESEI’s career services team supports students with CV preparation, job search strategy and interview preparation as part of the student experience. If you are preparing to enter the job market in Barcelona and Spain, getting your CV reviewed by someone with direct knowledge of what employers here are looking for is one of the most useful things you can do. Once your CV is ready, make sure you are also prepared for what comes next with our guide on how to prepare for a job interview in Spain.