Agency Operations

CV Formatting Checklist for Agency Recruiters

Ensure clean, consistent CVs with our checklist for agency recruiters. Spot formatting issues and prepare client-ready CVs quickly. Get the guide.

By Xabi Errotabehere, founder, Distill · Updated 12 June 2026

Recruiters need to send clean, consistent CVs to clients — fast. But messy files, missing details, or formatting quirks slow you down and frustrate hiring managers. This checklist helps you spot and fix the usual problems before you hit send.

TL;DR: Check CV layout, verify content accuracy, remove personal data where necessary, and ensure ATS friendliness. A quick tidy-up here saves hours of back-and-forth later.

Before you start: what you need

  • The client's CV requirements. Some clients want CVs as Word docs, others PDFs. Know the format, file size limits, and naming conventions upfront.
  • Access to the original CV files. If you only have PDFs, you'll likely need to convert or reformat.
  • Your agency's style guide or house style. This may cover font choice, margins, or how to display dates.
  • Time for a final read-through. Even a quick scan for glaring errors helps.
  • Basic formatting tools. Word, Google Docs, or your preferred editor with track changes or comments.

Layout and formatting (12 checks)

  • Use a standard font. Stick to Arial, Calibri, or Times New Roman at 11–12pt. Clients don't want fancy fonts that break on import.
  • Margins and spacing consistent. At least 1.27cm margins, standard line spacing (1.15–1.5), no double spacing unless specified.
  • Avoid tables and text boxes. Many ATS systems and Bullhorn scramble tables. Use simple bullet points and line breaks instead.
  • No headers or footers. ATS scanners often ignore or misread these areas.
  • Clear section headings. Use bold or slightly larger font, but avoid all caps, which some ATS misinterpret.
  • Contact details at the top. Name, phone, email — no full address unless requested.
  • Consistent date format. Use month/year or month–year (e.g., Jan 2020–Dec 2022). Avoid "Present" or "Current"; ATS can trip over these.
  • No photos or logos. These elements break parsing and clutter the CV.
  • Remove bullet styles that don't convert well. Standard solid circles or dashes work best.
  • Keep CV length appropriate. Usually two pages max for mid-level candidates; three for senior roles.
  • Avoid hyperlinks. ATS and some clients strip them or show messy URLs.
  • File name clear and client-friendly. Use "Firstname Lastname - Job Title.docx" format, not "CV_Final_v3.docx."

Content accuracy (8 checks)

  • Check candidate name spelling. Mistakes here look unprofessional and confuse clients.
  • Verify contact details. Phone and email must be up to date and professional.
  • Confirm job titles match the roles applied for. Don't overstate or change titles — clients often check.
  • Dates matches employment history. Look out for gaps or overlaps without explanation.
  • Skills listed reflect the job description. Remove outdated or irrelevant skills cluttering the CV.
  • No unexplained acronyms. Spell out or clarify industry-specific terms.
  • Education and qualifications are accurate and verifiable. Double-check institutions and dates.
  • Ensure achievements are quantifiable where possible. Clients value metrics over vague phrases.

Compliance and PII (6 checks)

  • Remove personal data not relevant to recruitment. Date of birth, marital status, nationality, or religious beliefs generally aren't needed and may raise discrimination risks under the Equality Act 2010.
  • Strip photos to avoid bias. Many UK and EU clients prefer anonymised CVs at early stages.
  • Avoid including full home addresses. Postcodes or town may be enough for location purposes.
  • Check for GDPR compliance. Retain only what's necessary, and anonymise sensitive details before client submission.
  • Remove any social security or national insurance numbers. These should never go to clients.
  • Be cautious with references. Don't share referee contact details without consent.

ATS compatibility (5 checks)

  • Keep CV structure flat. Avoid columns, tables, and multiple sections that ATS struggle to parse correctly.
  • Use standard headings: "Work Experience", "Education", "Skills". Custom headings can confuse ATS software.
  • Avoid special characters and fancy bullet points. Use simple dashes or circles.
  • Save as .docx unless the client specifies otherwise. Some ATS vendors reject PDFs or scramble formatting.
  • Check for hidden characters or formatting glitches. Copy-pasting from LinkedIn or PDFs often inserts invisible breaks.

Try our free recruitment tools

Before going through this checklist manually, you can use our suite of free browser utilities to speed up your process:

You can also view all browser-based utilities on our main Recruitment Tools Hub.

Download the PDF version

You can download this checklist as a print-friendly PDF to keep handy at your workstation: CV Formatting Checklist for Agency Recruiters PDF.

If you regularly send 20+ CVs a week to Bullhorn or other ATS clients, Distill formats them to the spec above automatically. Try Distill free to save time and reduce errors.