How to Pass ATS Filters and Get More Interviews

A strong application can be rejected before a recruiter sees it if the CV is difficult for recruitment software to read or does not reflect the role advertised. Learning how to pass ATS filters is not about trying to trick a system. It is about presenting your experience clearly, using the language employers use and making it easy for both software and people to see that you meet the brief.

An applicant tracking system, often shortened to ATS, helps employers manage applications. It can store CVs, search for relevant skills and qualifications, and rank or flag candidates against job requirements. The exact process differs between employers. Some systems simply help recruiters search a large database, while others apply screening questions or matching criteria before the shortlist is reviewed.

Your aim is therefore straightforward: create a tailored, readable CV that accurately connects your experience with the vacancy.

How to pass ATS filters without weakening your CV

The best ATS-optimised CV is still written for a hiring manager. Recruiters want evidence that you can do the job, not a page packed with repeated phrases. If a CV contains every keyword from an advert but offers no context, results or clear career story, it is unlikely to perform well once a person reads it.

Start with the job description. Identify the duties, technical skills, professional qualifications and behaviours that are genuinely central to the post. A project manager role may repeatedly refer to stakeholder management, project delivery, risk management, budgets and PRINCE2. A care role may prioritise safeguarding, person-centred care, medication administration and Care Certificate training. These are not decorative terms. They show an employer what matters in that role.

Use the same wording where it truthfully describes your background. If the advert asks for “customer relationship management” and you have managed client accounts, it can help to include both phrases: “Managed client accounts and customer relationship management activity.” This gives the system useful context without making your CV sound unnatural.

Do not claim skills you do not have. An ATS may help you reach the shortlist, but interviews test your knowledge quickly. Where you have transferable experience rather than a direct match, explain the connection clearly. For example, an operations supervisor moving into logistics could highlight scheduling, stock control, team leadership, health and safety and supplier coordination.

Tailor the professional profile

Your opening profile should state your profession or target role, level of experience and strongest relevant strengths in three or four focused lines. It is one of the clearest places to include key terms from the vacancy.

A generic statement such as “hard-working individual seeking a challenging position” gives neither a recruiter nor a system much to work with. A stronger alternative might be: “Detail-focused Accounts Assistant with four years’ experience in purchase ledger, bank reconciliations, invoice processing and month-end support. Confident using Excel and accounting systems to maintain accurate financial records in fast-paced environments.”

This approach immediately establishes relevance. It also sets up the rest of the CV, so the skills and achievements below reinforce rather than repeat the profile.

Use keywords in the right places

Keywords work best when they appear naturally throughout a CV, particularly in the professional profile, key skills section and employment history. The most useful keywords usually fall into three groups: job titles and specialisms, tools or qualifications, and the responsibilities or outcomes the employer needs.

For a software tester, this could include manual testing, test cases, defect tracking, Jira, regression testing and Agile. For a construction site manager, it may include SMSTS, RAMS, subcontractor management, programme delivery and health and safety compliance. A graduate applying for a marketing role could reference campaign reporting, social media management, content creation, Google Analytics and market research where these reflect their placement, university or voluntary experience.

Be specific where possible. “Microsoft Office” is broad; “Excel pivot tables, VLOOKUP and monthly reporting” offers far more evidence. “Improved sales” is vague; “increased repeat sales by 18% through structured account follow-up” is credible and memorable.

There is no universal number of keywords that guarantees success. The right balance depends on the role, the employer’s system and the quality of your experience. Focus on the terms that appear most often or carry the greatest responsibility in the job description, then show how you have used them.

Keep formatting easy to read

An ATS needs to extract information from your document. Complex layouts can interfere with that process, especially if key details are placed in text boxes, graphics, headers or unusual design elements. A polished CV does not need to be visually complicated.

Use a conventional structure with clear headings such as Profile, Key Skills, Employment History, Education and Professional Development. List roles in reverse chronological order, including employer, job title and dates. Choose a professional, readable font and keep formatting consistent across the document.

Avoid relying on the following as the main way of communicating important information:

• tables with detailed text in every cell

• text boxes, icons and skill-rating graphics

• photographs, logos and decorative backgrounds

• headers or footers containing your contact details or key experience

A simple Word document is often the safest choice when an employer has not specified a file format. If the application instructions request a PDF, submit a clean, selectable-text PDF rather than a scanned document. Always follow the employer’s instructions first, as some portals are configured for a particular format.

Show results, not just responsibilities

Passing an initial filter is only the first stage. Your CV needs to give the recruiter a reason to invite you to interview. Achievement-led writing is especially valuable here because it combines searchable skills with proof of impact.

Rather than writing, “Responsible for managing a team,” explain the scale and outcome: “Led a team of 12 customer service advisers, improving first-contact resolution from 72% to 84% through targeted coaching and weekly quality reviews.” The statement includes leadership, customer service, coaching and quality management while showing why your work mattered.

Not every achievement needs a percentage. You can quantify budgets, project values, team sizes, workloads, time saved, service levels, customer numbers or deadlines met. If exact figures are confidential, use sensible descriptions such as “multi-site”, “high-volume”, “six-figure budget” or “national client portfolio”.

Candidates early in their career can do the same with different evidence. Discuss modules, placements, internships, part-time responsibilities, volunteering, society leadership or projects. Focus on what you did, the skills you used and the outcome you supported.

Match job titles and explain career changes

Job titles vary between organisations. If your internal title is unclear, preserve it but add a recognised equivalent where accurate. For instance, “Client Success Executive (Account Manager)” or “Warehouse Operative - Team Leader duties”. This helps recruiters understand your level and can improve keyword matching.

Career changers should not attempt to hide their previous sector. Instead, make the transition easy to understand. Use the profile to name the target direction, then bring transferable skills to the front of each relevant role. A teacher moving into learning and development could emphasise training design, facilitation, assessment, stakeholder communication and performance support.

Where you have completed a qualification, certification or relevant course, place it prominently. For regulated, technical or public-sector positions, required credentials may be essential screening criteria. Make them visible rather than leaving a recruiter to search through a lengthy education section.

Check the application before submitting

Before you upload your CV, compare it against the vacancy one last time. Check that the target job title is reflected, essential qualifications are easy to find, and the most relevant skills appear in both your profile and experience. Review dates, spelling, contact details and file name too. A simple format such as “FirstName-Surname-CV” looks professional and avoids confusion for a busy recruiter.

Read the CV aloud or ask someone to review it for clarity. If a sentence sounds forced, it probably is. Rework it so the keyword sits naturally alongside an action and result. Accuracy matters more than trying to include every phrase in the advert.

A tailored CV takes more effort than sending the same document to every vacancy, but it gives employers a clearer reason to progress your application. If you are repeatedly applying without interview callbacks, professional support can help turn a broad work history into an ATS-optimised CV that is tailored to your goals and ready for recruiter review.

The next role may not require a completely different career story. It may require a clearer, better-targeted version of the one you already have.