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Teaching video: 7 minutes 28 seconds. Add this to the reading and practice estimate below; complete the lesson check once after studying.
Make the document readable and easy to process
By the end of this lesson you can:
- Apply a simple consistent layout.
- Understand what an applicant tracking system may do.
- Check exported files for readability and text order.
Design for a quick read
Use a clear, common font and a readable body size; 11 or 12 points is a practical starting point. Make your name prominent, use consistent headings and leave enough space between entries. The samples use a single text column because it gives a straightforward reading order and is easy to edit.
A CV does not need icons, a photograph, skill charts, decorative sidebars or a background image to communicate evidence. Photographs and personal details follow different conventions in different countries, so check local guidance. In this course the general-purpose samples omit photographs and unnecessary personal details.
Use real text rather than a screenshot of your CV. Keep essential contact details in the body instead of relying on headers or footers. Use normal paragraph and bullet formatting. Do not make body text tiny to fit more content; shorten low-priority material or use another page if the instructions allow it.
Understand ATS limits
An applicant tracking system, or ATS, is software an employer may use to organise recruitment. Some systems parse documents into fields, support keyword searches or apply employer-defined screening rules. Products and employer settings vary. There is no universal score or format that guarantees selection, and a successful upload does not prove that every field was read correctly.
Use the vocabulary of the vacancy when it accurately describes your work. If the advert asks for customer enquiries and you have answered customer enquiries, that phrase is appropriate. Do not add skills you lack, repeat keywords excessively or hide text in the document. Human readers also need clear, coherent sentences.
A plain single-column format with familiar headings is a cautious general starting point, not a promise that every parser will work. Instructions from the actual employer take priority over generic ATS advice. If a portal asks for specific fields, check and complete them accurately rather than assuming the attached CV has filled them correctly.
Export and test
Keep an editable master file. Submit the file type requested by the employer, which may be DOCX, PDF or another format. If the employer accepts PDF, export a text-based PDF and reopen it before uploading. A PDF usually preserves appearance, but visual appearance alone does not show whether text can be extracted correctly.
Run three checks on the final file: read it at normal size, select and copy the text into a plain-text editor, and verify that the copied order is sensible. Look for missing characters, broken lines, lost contact details and confusing column order. This is a helpful check, not a complete ATS certification.
Review the portal preview and any fields populated from your file. Correct errors if the site permits it. Save your final version and the application instructions together so you can identify exactly what you submitted.
Worked example
Fictional problem: Avery’s attractive two-column CV places dates in a sidebar and contact details in a picture. When copied into plain text, the dates interrupt the experience bullets and the email address disappears.
Revision: move contacts into a normal paragraph, place each date beside its own entry, and use a single text column. Keep the relevant evidence; remove only the layout obstacles.
Test: export the revised document, reopen it and copy its text. The email, role titles and dates now appear in the intended order. This fixes the observed problem. It does not prove that every employer’s software will process the file perfectly.
Your practice
- Apply one font family, consistent headings and readable spacing to your draft.
- Remove unnecessary graphics and check that contact details are ordinary text.
- Export the file type required by your chosen vacancy. Reopen it and inspect every page.
- Copy the text into a plain-text editor. Check reading order, dates and contact details.
Completion check: The final file is readable on screen, contains selectable text and follows the employer’s stated format.
Knowledge check
Choose one answer for each question, then open the explanation.
1. What does a successful plain-text copy test prove?
- Every ATS will rank the CV first.
- The text was extractable in that test; other systems may still behave differently.
- The applicant meets all job requirements.
Show answer and explanation
Answer B. It checks a useful property of the file, not ranking, universal compatibility or eligibility.
2. The employer requests DOCX. What should you submit?
- A screenshot.
- Only PDF because PDF is always best.
- The requested DOCX file after checking it.
Show answer and explanation
Answer C. Employer instructions take priority. A different format may be rejected or inconvenient to process.
3. Which use of a vacancy keyword is appropriate?
- Use it naturally when it truthfully describes your experience.
- Add it in invisible text.
- Repeat it many times even when you lack the skill.
Show answer and explanation
Answer A. Relevant truthful terminology helps explain fit. Hidden or unsupported keywords are misleading.