Resume formatting mistakes and ATS filters: what software can and can't read

Many companies receive applications through software that reads the file, stores it and lets a recruiter search by words. Spain's public employment service notes that automatic selection through software that tracks keywords is becoming common, and recommends using the same words that appear in the job ad: the search engine will retain them.

The same service gives a practical warning: designed resumes made with tools that add graphics, boxes or tables look more attractive, but if you register one in company databases that sort by words, your application loses visibility, because those systems don't read graphics or tables.

• Tables, boxes and columns that split the text into pieces a program reads out of order.
• Skill bars and icons instead of words: “Excel ●●●●○” says nothing to a program. Write the level in words.
• Text inside images, or contact details only in the header or footer.
• Unusual section titles. “My journey” won't be recognised as work experience. Use the standard names.
• Abbreviations nobody explains. Spain's service advises avoiding them or explaining what they mean.
• A file named “CV.pdf”. Name it after yourself and the role.

1. 1A single column with plain headings and bullet points.
2. 2Standard headings: Experience, Education, Skills, Languages.
3. 3Real words for levels and tools: “Advanced Excel (pivot tables)”.
4. 4The words of the ad, where they are true for you.
5. 5A readable font at a normal size and enough white space for a human reader too.

Prospects advises checking the job advert or the application instructions for the format the employer wants, or asking the recruiter. When there is no instruction, careers services in Spain and France recommend PDF, which keeps your layout. Keep the email and its attachments under 1 MB, as Spain's service recommends.

If you apply on a company portal that asks you to paste or upload text, use the plain version: it parses better than a designed one.

• Open your PDF and try to select the text with the cursor: if you can't, a program can't read it either.
• Copy and paste the whole resume into a plain text editor. If the order is scrambled, the layout is too complex.
• Check that your name, email and phone appear in the body, not only in the header.

FastCV AI includes a single-column template designed to read cleanly. You can also run the free review to check structure and wording.