The ATS-Friendly CV – A Short Guide for Modern Job Applications

Since I keep getting asked about it, here’s a quick deep dive into the world of ATS technology.

Before anyone panics, most companies today utilize applicant tracking systems (ATS) with numerous capabilities; however, few recruiting teams in the DACH region (Germany, Austria, Switzerland) fully leverage them.

But this is changing—ATS adoption is inevitable and irreversible.

Early preparation gives you a clear advantage when ATS use increases. Let’s take a quick tour.

Why you should start thinking about ATS-friendly CVs now

Increasingly, companies are adopting automated recruitment processes and relying on Applicant Tracking Systems (ATS) to manage incoming job applications.

These systems automatically analyze CVs and assess them based on predefined criteria.

But how exactly do they work — and what does a CV need to look like to perform well in such systems?

And more importantly, is this really relevant yet in Germany, Austria, or Switzerland? Understanding whether ATS-friendly CVs matter now or later for the DACH region can determine how urgently you should adjust your application strategy.

The truth is that the proportion of companies heavily relying on automation and AI-driven recruitment is still relatively low in the DACH region compared to places like the US or the UK. However, the business culture and recruitment processes here are evolving, so paying attention is worthwhile.

However, the trend is unmistakable.

Those who design their CVs to be ATS-friendly today will have a clear head start — especially when applying to large or international employers.

First things first: What is an ATS, and how does it work?

An Applicant Tracking System (ATS) is a recruitment platform used to manage, organize, and often automate the analysis of incoming applications.

Well-known providers include Workday, SAP SuccessFactors, Taleo, Greenhouse, Lever, and SmartRecruiters. In total, there are now over 1,000 ATS vendors worldwide — a highly dynamic and fragmented market characterized by constant mergers, acquisitions, and new launches.

Not every system is equal, but most share three core functions:

1. Application management – storing, tracking, and communicating with applicants.

2. Parsing – automatically reading and structuring data from CVs.

3. Matching – comparing candidate profiles with the requirements listed in job descriptions.

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To achieve this, most systems rely on specialized parsing engines such as Textkernel, Sovren, or DaXtra. These engines analyze your CV and categorize its content into sections, such as work experience, education, or skills.

The goal: a quick, data-driven pre-selection — often before a human ever sees your application.

After outlining how ATS operates, let’s look at its presence in the DACH region.

While in the US and UK, the majority of job applications are already processed and screened automatically, the use of ATS technology in the DACH region is still moderate and less advanced. The adoption pace varies by company size and sector.

Yes, many large corporations and international companies now use ATS platforms, but:

• The level of automation is often low.

• Parsing and AI-based matching features are only partially activated or used.

• In the SME sector, where most jobs are created, CVs are still manually reviewed.

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In short, people still review most CVs in the DACH region, but technology is gaining ground.

If you create an ATS-friendly CV now, you’ll be ready when these tools become mainstream.

Why layout and format can make or break your application

A CV today must be structured data, not just well-designed. An ATS doesn’t visually “see” your CV; it reads it structurally. It looks for text blocks, headings, and patterns to understand the context. Complex layouts — especially those using tables, text boxes, or multi-column designs — can disrupt this logical flow. The result? Misread or missing information.

What makes your CV less visible to an ATS

1. Tables

Tables appear neat to humans but can often be confusing for machines.

Many parsing engines read them column by column rather than row by row.

That means job titles, companies, and dates can get jumbled. The system may no longer recognize what a role is, what a company is, or what a time period is.

Recommendation: Avoid tables. Use clean paragraphs and spacing instead.

2. Text boxes and shapes

Word text boxes or graphic elements are often ignored entirely by ATS software.

So if your contact details or profile summary sit inside a text box, they might be invisible to the parser. Result: Your CV could be entered into the system without your name or email address attached.

Recommendation: Don’t use text boxes. If necessary, ensure that key details are also present elsewhere in plain text — for example, by repeating important keywords or contact information.

3. Two-column layouts

Two-column CVs look modern, but they make parsing difficult.

An ATS reads the left column first, then the right — regardless of how the content is logically related. That can easily distort your professional history.

Recommendation: Stick to a single-column layout. A professional design doesn’t need columns.

How to create an ATS-friendly CV

1. Choose the right file format

• Word (.docx) is safest.

• PDF is fine as long as it’s text-based (not scanned or image-based).

• → Quick test: if you can highlight and copy text, the PDF is machine-readable.

Pro tip: Always export your PDF using “Save As” rather than “Print to PDF” — this preserves the text layer.

2. Use clear structure and headings

Stick to conventional section titles that parsing engines recognize:

• Work Experience

• Education

• Skills

• Languages

• Certifications

Keep section titles standard and predictable for best results.

3. Maintain consistent order

For each position, always follow the same logical order:

Job Title – Company – Location – Dates – Key Achievements / Responsibilities.

Use the most common order—Job Title, Company, Location, Dates, Responsibilities—even if it feels boring, because it works.

4. Keep formatting simple

• Avoid tables, text boxes, and columns.

• Use standard fonts (Arial, Calibri, Helvetica).

• Use bullet points for tasks and achievements.

• Stick to one or two font sizes (e.g., 11 pt for text, 13 pt for headings).

5. Optimize your keywords

ATS systems look for exact keyword matches. Mirror the language used in the job posting and include relevant skills verbatim.

For example:

• Instead of “Projectleader” → also use “Project Manager.”

• Instead of “SAP HANA experience” → write “SAP S/4HANA implementation.”

Tailor your CV for each application — not only does this improve matching, it also shows attention to detail.

Example: ATS-friendly CV structure

Max Mustermann

max.mustermann@email.de | +49 123 456789 | Munich, Germany

PROFILE

Experienced project manager specializing in SAP implementations within international corporate environments.

WORK EXPERIENCE

Project Manager | SAP AG | Mannheim | 01/2020 – 12/2022

- Led five international SAP S/4HANA implementation projects

- Introduced project management standards across business units

- Managed budgets exceeding €1.2M

Consultant | Deloitte GmbH | Munich | 05/2016 – 12/2019

- Advised DAX-listed clients on process optimization

- Developed rollout concepts and training strategies

EDUCATION

M.Sc. Information Systems | Technical University of Munich | 2016

SKILLS

SAP S/4HANA, Project Management, Change Management, MS Project, English (C1), German (Native)

Simple? Yes. Maybe even a bit dull. But do you want to impress a parser — or land the job? Exactly.

Humans still read your CV — especially in the DACH region

Although many systems can automate pre-selection, in Germany, Austria, and Switzerland, most CVs are still reviewed by real people. Therefore, you currently have a window to refine your CVs before automation becomes more widespread in the region.

That means your CV needs to work on both levels:

• technically sound for machines, and

• visually appealing and well-structured for humans.

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A clean, consistent layout signals professionalism and digital awareness — two qualities every recruiter appreciates.

Why it’s worth the effort now

While the penetration of ATS systems in the DACH region remains relatively low today, this is expected to change rapidly in the coming years as global best practices are adopted locally and the digitization of HR continues to increase.

The combination of AI, semantic search, and data matching will make HR departments more efficient — and CVs will increasingly be analyzed automatically.

By making your CV ATS-ready now, you:

• avoid technical pitfalls,

• benefit in international applications,

• and show that you understand how modern recruiting works.

Final thought

For now, companies where “machines reject your CV” are still rare — but the future is moving in that direction.

A technically well-structured, ATS-friendly CV is the safest way to make sure you’ll be visible to both humans and algorithms.

Tables, text boxes, and design tricks may look nice, but they can confuse parsers.

If you focus on clear structure, relevant keywords, and clean formatting, your CV will perform well across all audiences — HR professionals, ATS, and AI alike.

In short:

The best CV is one that people enjoy reading — and machines can understand perfectly.