How to Optimise Your CV and Cover Letter for ATS Systems

Anyone familiar with content writing or web development will understand the importance of keywords and optimisation. The same principles apply to CVs and cover letters.

Many businesses use Applicant Tracking Systems (ATS) to manage recruitment workflows, but their most important function is candidate screening. ATS systems scan CVs and, in some cases, cover letters to identify keywords that match a role’s requirements. Applications that align closely are surfaced for review, while others may never reach a recruiter.

Optimising your CV and cover letter for ATS systems helps ensure your application is correctly read, indexed, and assessed. This guide explains how to do that effectively, without over-optimising or compromising clarity.

Keyword Optimisation

All content creation follows the same basic principle: keywords matter.

However, ATS optimisation is not about cramming industry jargon into your CV and hoping for the best. Anyone working in digital marketing or SEO will recognise that this approach rarely delivers good outcomes.

What IS the best approach to keyword optimising your CV is being strategic:

Mix single keywords and long-tail phrases: Single terms cover role fundamentals such as job titles, tools, platforms, and qualifications. Longer phrases reflect how responsibilities and requirements are written in job descriptions and help reinforce role relevance.
Use the job description as the keyword source: ATS systems are typically configured using the same language that appears in the advert. Repeated skills, tools, and responsibilities should guide which keywords you prioritise.
Place keywords in standard CV sections: Keywords are parsed more reliably when used within work experience, skills, and professional summary sections, rather than in headers, footers, or standalone lists.

Keep keyword use natural and readable: Overuse or forced repetition reduces clarity and weakens the application once it reaches a recruiter. Keyword optimisation should support understanding, not distract from it.

ATS-Friendly Formatting and Structure

Even with the right keywords in place, poor formatting can prevent ATS systems from correctly parsing your CV. Most platforms prioritise clarity and consistency over visual design.

The aim is to make your CV easy for software to read, without making it harder for people.

Key formatting principles to follow:

Use standard section headings: Headings such as Work Experience, Skills, Education, and Certifications are more reliably recognised than creative or unconventional alternatives.
Stick to a simple layout: Single-column layouts are easier for ATS systems to parse than multi-column designs, tables, or text boxes.
Avoid graphics and icons: Visual elements may not be read as text, meaning any keywords they contain can be missed entirely.
Use common fonts: Fonts such as Arial, Calibri, or Times New Roman reduce the risk of parsing errors.
Be cautious with headers and footers: Some ATS systems struggle to read content placed in these areas, which can result in missing information.
Choose ATS-safe file formats: Word documents are generally the safest option. If using a PDF, ensure it is text-based and not generated from a scanned image.

Good formatting does not make a CV generic. It ensures the content you have written is read and assessed as intended.

Optimising Your Cover Letter for ATS Systems

Cover letters are handled differently depending on the ATS, but they can still support relevance when scanned.

When processed, they are usually treated as unstructured text and used to reinforce, not replace, the CV.

The focus should be alignment, not repetition.

Key principles to follow:

Mirror the language of the job description: Use the same terminology for skills, responsibilities, and role scope where it fits naturally.
Support CV keywords, not replace them: A cover letter should reinforce keywords already present in your CV, not compensate for missing experience.
Keep structure simple: Plain paragraphs are more reliably parsed than complex layouts or visual elements.
Prioritise clarity over storytelling: ATS systems do not interpret tone or narrative. Clear, role-aligned language is more effective at this stage.
Assume human review later: The cover letter should still read naturally when reviewed by a recruiter after screening.

A well-optimised cover letter strengthens relevance but should always work in tandem with the CV. Done well gets you one step closer to a prospective job interview.

Common ATS Mistakes to Avoid

Many CVs fail ATS screening not because of experience gaps, but due to avoidable technical and structural issues.

Common mistakes include:

Keyword stuffing: Repeating terms excessively without context does not improve ATS performance and harms readability.
Using non-standard headings: Creative section titles can prevent ATS systems from categorising content correctly.
Design-heavy layouts: Columns, tables, text boxes, and graphics can cause content to be misread or skipped.
Hiding keywords: Placing keywords in headers, footers, or invisible text does not reliably improve parsing.
Submitting untailored CVs: Generic applications are less likely to align closely with role-specific ATS configurations.
Missing basic requirements: Omitting essential criteria such as qualifications, right to work, or location can result in automatic filtering.

Avoiding these issues ensures your CV is assessed on relevance rather than technical limitations.

Tailoring Your CV for Each Role

ATS optimisation is not a one-time task. Because systems are configured per vacancy, the same CV can perform very differently across roles.

Effective tailoring focuses on relevance, not rewriting everything from scratch.

Key steps to follow:

Review each job description individually: Identify differences in skills, tools, responsibilities, and terminology.
Adjust keywords based on role emphasis: Prioritise what the role is centred on, not a fixed keyword list.
Align job titles where appropriate: Reflecting the language used in the advert can improve relevance, as long as it remains accurate.
Reorder experience by relevance: Place the most relevant roles or responsibilities higher within sections.
Keep structure consistent: Layout and formatting should remain ATS-friendly even as language changes.

Tailoring means presenting the same experience using the language employers use to describe the role.

Balancing ATS Optimisation With Recruiter Review

ATS systems are a filtering tool, not the decision-maker. Optimisation helps your application get seen, but it should never undermine clarity or accuracy.

Key principles to keep in mind:

Optimise for systems, write for people: Screening matters, but recruiters still need to understand your experience quickly.
Accuracy matters more than coverage: Fewer, well-placed keywords are more effective than trying to match everything.
Clarity supports both ATS and humans: Clear structure and language benefit both stages of review.
Avoid chasing the algorithm: ATS platforms vary widely. Strong alignment is more reliable than attempting to game specific systems.

ATS optimisation should support assessment, not define how you present your career.

Final Takeaway

ATS optimisation works best when it supports clarity rather than trying to game the system.

Effective CVs and cover letters reflect the language of the job description, place keywords naturally within standard sections, and rely on simple, consistent formatting. Keywords should be tied to real responsibilities and outcomes, not repeated for coverage.

A clear structure combined with role-specific language improves visibility without compromising accuracy. When done well, ATS optimisation allows your application to be parsed correctly and read clearly, without feeling forced or overworked.