Most job seekers assume one CV can be sent to any employer or agency. In practice, a CV sent to a recruitment agency goes through a different evaluation process than one sent directly to an employer. Understanding exactly what agencies screen for — and how — can significantly improve your chances of being contacted.
What ATS systems recruitment agencies use
Many large recruitment agencies use their own internal ATS (Applicant Tracking System) to manage candidate databases. Common systems include Bullhorn, Vincere, Mercury xRM, and Recruit CRM. These aren't the same systems as employer ATS platforms — they're designed for managing pools of candidates across many clients.
When you register with an agency, your CV is usually parsed by their ATS automatically: it extracts your name, contact details, job titles, employers, dates, education, and skills into a structured database record. Recruiters then search this database when new roles come in. If your CV isn't parsed correctly — due to poor formatting — your record will be incomplete, making you invisible in searches.
A CV that looks beautiful as a designed PDF may fail entirely when parsed by agency ATS software. Always submit a clean, text-based Word (.docx) or simple PDF file.
Why formatting matters more with agencies
Agency ATS systems are particularly sensitive to formatting issues. The following elements frequently cause parsing failures:
- Tables and multi-column layouts: Text in table cells is often not extracted correctly — skills listed in a table may disappear entirely from your database record.
- Text boxes and headers/footers: Contact information placed in a text box or in the document's header is frequently missed by parsers.
- Non-standard fonts: Stick to standard fonts (Arial, Calibri, Times New Roman). Obscure fonts may cause character encoding errors.
- Graphics and icons: Social media icons, skill rating bars, and decorative elements are ignored by parsers and take up space.
- PDF with selectable text only: If you submit a PDF, ensure the text is selectable (not an image). A scanned PDF cannot be parsed at all.
How to tailor for multiple roles at once
One advantage of working with agencies is that they represent multiple clients simultaneously — which means a single well-structured CV can be submitted to several relevant roles. The key is to make your CV broad enough to be relevant across related roles, while still being specific enough to rank well in ATS keyword searches.
The most effective approach: have a 'master CV' that contains all your experience, skills, and achievements in full. For each role an agency submits you for, ask them to let you tailor the summary and skills section slightly to match the specific job description. Many agencies will do this on your behalf, but you get better results when you do it yourself.
Key sections agencies look for first
When a consultant reviews your CV manually (after it clears the ATS filter), they'll look at these sections in roughly this order:
- 1Current job title and employer — Does it match what the client is looking for? Is the employer recognisable or relevant to the sector?
- 2Summary / personal profile — Is there a clear, professional statement of what you offer? Vague or missing summaries are a red flag.
- 3Most recent role — What level is it? What responsibilities and achievements are listed? Are there numbers and outcomes?
- 4Tenure and gaps — Is there a pattern of short stints? Are any employment gaps explained?
- 5Education — Is there a relevant degree or professional qualification (especially important in law, finance, engineering)?
- 6Skills section — Are specific tools, technologies, or competencies listed clearly?
Common CV mistakes that get rejected by agencies
These are the patterns that cause consultants to pass on a CV, even if the candidate is actually qualified:
- No personal profile or summary: Consultants need to quickly understand who you are. Without a profile, they have to read the whole document — and often don't bother.
- Job descriptions without achievements: Listing responsibilities ('managed a team', 'worked on projects') without outcomes ('grew team from 3 to 9', 'delivered project 2 weeks ahead of schedule') signals a lack of impact.
- Unexplained gaps: A gap of more than 3 months that isn't explained (even briefly) raises questions. A simple note — 'Career break: family relocation' — is enough.
- Overcrowded pages: Trying to fit too much onto one page by shrinking margins and fonts makes CVs hard to scan. Two clean pages outperforms one cramped page.
- Inconsistent dates: 'Jan 2019–Mar 2020' in one role and '2020–2022' in another confuses parsers and recruiters alike. Use consistent date formatting throughout.
- A generic objective statement: 'Seeking a challenging role where I can use my skills' tells the agency nothing. Replace with a specific, targeted professional summary.
Before sending your CV to an agency, run it through a free ATS checker (or use HireSprint's built-in tool). This shows you how it parses, which keywords are present or missing, and where formatting issues exist — before a recruiter sees it.
