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Should Recruiters Format Candidate CVs? A Complete Guide to Best Practices and Tools

Updated: Sep 19, 2024



Spending hours trying to convert a PDF CV into an editable document can be a real headache. So, why do you, as recruiters, trouble yourselves with this task? The truth is, there are several good reasons—ranging from correcting spelling and grammar mistakes to enhancing brand recognition and reducing bias. Formatting CVs helps you present candidates in the best possible light, ensuring your clients get a clear, consistent, and professional impression without needing to dig through a lengthy document.


Why Formatting CVs Matters

  1. Professionalism and Brand Recognition: A well-formatted CV is a direct reflection of your brand as a recruiter. It demonstrates your attention to detail and commitment to delivering top-quality candidates. Imagine a client sifting through a stack of CVs—yours immediately stands out, not just because it’s well-presented and organised, but because the clear, consistent formatting makes the review process smoother and more efficient. This kind of professionalism leaves a lasting impression, reinforcing your reputation as a recruiter who goes the extra mile.

  2. Reducing Bias: By consistently formatting CVs, you reduce the impact of superficial elements like design and presentation, focusing the client’s attention on the candidate’s skills and experience. This ensures that decisions are made based on merit, not aesthetics.

  3. Saving Time: Time kills deals. Candidates often don’t have the time to make last-minute edits, especially if they’re currently working. By formatting their CVs, you save both them and your clients precious time, making the hiring process smoother and faster.


Is It Always Necessary?

The need to format a CV can depend on the industry. In creative sectors, candidates often use the design of their CVs to showcase their skills. In these cases, it’s important to respect their work and avoid unnecessary changes. However, in industries like legal, finance, or tech, a clean, standardised CV format can be crucial. It ensures that your clients get the information they need quickly and without distraction.


Best Practices for Formatting CVs


Clarity is Key: The primary goal of formatting is to ensure that the CV is clear and easy to read.


Here’s what to focus on:

  • Accuracy: Always make sure the information on the CV is 100% accurate. Any inaccuracies can cause significant problems down the line.

  • Content Adjustments: It’s acceptable to tweak the language to make it more concise, convert paragraphs into bullet points, change the order of information, for example place employment after education, update relevant details and even remove details that are irrelevant.

  • Relevance: Focus on the most relevant experience and skills. For example, if a candidate has included a lengthy description of a part-time job from university that doesn’t add value to their current application, it can be summarised or removed.

  • Hobbies and Interests: While these can add personality, they can also lead to misunderstandings. Keep them relevant to the job, or consider removing them if they don’t add value.


What to Include in a Formatted CV

A well-formatted CV should include the following sections, clearly presented with consistent fonts and headings:


  • Personal Profile: A brief overview of the candidate’s professional background, expertise, and career aspirations.

  • Work Experience: A concise summary of core responsibilities, key projects, and achievements.

  • Education: An overview of the candidate’s academic background.

  • Additional Qualifications: Relevant certificates, memberships, licenses, or training.

  • Skills: Both technical and soft skills that are relevant to the role.

  • Achievements: Specific accomplishments, ideally with metrics, that highlight the candidate’s impact.


Other sections, like languages, awards, or interests, can be included as needed, depending on the role and industry.


The Problem with Graphic CVs

Graphic elements on CVs—like skill charts or icons—may look appealing but can cause problems. ATS (Applicant Tracking Systems) often can’t read these elements, which means important information might be missed. To avoid this, keep CVs simple and standard when formatting, ensuring all content is readable by both humans and machines.


Informing Candidates About Formatting

After formatting a candidate’s CV, it’s a good practice to send them a copy. This ensures there are no surprises at the interview and gives the candidate a chance to correct any inaccuracies. Some candidates might feel offended by the changes, so it’s important to explain the process. A simple explanation like, “It’s part of our process to format CVs to reduce bias and ensure our candidates have the best chance of securing an interview,” can go a long way. This not only prevents misunderstandings but also offers valuable feedback that can help candidates improve their CVs for future applications.


How to Format CVs

There are plenty of tools available that can help automate the CV formatting process. These tools allow you to upload a CV, parse the information, and make any necessary changes. However, the quality of parsing and the customisation options vary, so it’s worth exploring different tools to find the one that best meets your needs.


Formatting CVs with AdScribe

We’re excited to introduce AdScribe CV and Candidate Cover Sheet formatting within our platform, developed after extensive research and testing. With AdScribe, you can effortlessly create professional, branded documents in just a few clicks. Choose from three best-practice templates, customise with your branding—logos, colours, and fonts—and simply upload the candidate’s CV. Our platform allows you to review and refine the parsed information, ensuring accuracy and clarity. You can also opt to anonymise candidate details to reduce bias or use AI to improve the CV for effectiveness and clarity. 


It’s a fast, intuitive way to deliver consistent, polished CVs and cover sheets every time. Ready to see it in action? Book a demo and experience automated CV formatting and cover sheets firsthand.


Recap: The Do’s and Don’ts of CV Formatting

  • Do: Ensure information is accurate and relevant.

  • Don’t: Over-edit a CV in creative industries.

  • Do: Use clear, consistent formatting for easy reading.

  • Don’t: Include irrelevant or confusing details.

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