Mastering Applicant Tracking Systems

If you are applying for vacation schemes, training contracts or solicitor roles, you are not just writing for humans anymore; you are also writing for Applicant Tracking Systems (ATS). Steph Day, Careers & Employability Manager at BARBRI, discusses ATS in more detail and how you can give yourself the best chance of getting through the initial sift. 

 

Many law firms and other organisations now use Applicant Tracking Systems (ATS) as the first gatekeeper in the recruitment process. Understanding how these systems work can make the difference between being shortlisted and being filtered out before a recruiter ever sees your name. 

What is ATS? 

An Applicant Tracking System is software used by employers to manage and screen job applications. Large and mid-sized law firms tend to use ATS to handle the high volume of CVs and applications they receive for vacation schemes, training contracts, paralegal roles, and newly qualified solicitor positions. 

An ATS scans and organises applications before a recruiter reviews them, and some systems may rank candidates based on how closely their CV and application match the job description.  

 

Others may flag required criteria (such as academic results or work experience) and automatically reject applications that do not meet those requirements. 

 

It’s worth understanding how these tools work because your application may be screened by software before it is reviewed by a recruiter, HR manager or partner. 

How do you know if ATS is being used? 

• You upload a CV and then must re-enter the same details into an online form 

• It asks for your CV in a specific format 

• The application portal looks structured and there are multiple steps to complete, rather than a simple email submission 

• The careers site or URL mentions another platform 

• You receive an instant confirmation email or automated status updates 

• Rejection emails are generic  

• The job description repeats specific skills or criteria using similar wording 

• You must complete eligibility, right to work, or diversity questions before submitting 

Assume most large and medium law firms and organisations use an ATS and write your application clearly, use job description language, and keep formatting simple. 

When it is less likely: 

• The firm asks you to email a CV and cover letter directly to a named person 

• There is no online portal  

• They are a smaller firm  

Why do firms/organisations use ATS? 

Law firms use ATS for practical reasons as recruitment teams can receive thousands of applications each year, particularly for training contracts. An ATS allows firms to: 

• Filter candidates against criteria 

• Identify relevant skills and experience quickly 

• Ensure consistency and reduce human bias at early stages 

• Manage deadlines, interviews, and communications efficiently 

Some firms will use a pre-recorded interview format first, where an applicant must answer set questions on camera, never speaking to a human. AI chat bots are also being introduced, asking the candidate to answer questions and transcribing answers. At one stage, some employers even wanted video CVs, where candidates produced a short video talking about their experience etc. 

Many firms/organisations use different screening tools, so as a careers adviser it can be difficult to say exactly what each employer’s process includes. It’s a good idea to understand the process generally and keep this in mind when you start applying. 

What do ATS test for? 

ATS do not usually test intelligence or legal reasoning; they assess how closely your application aligns to the role. 

ATS scan for keywords drawn directly from the job description. For solicitor roles, this could include terms such as: 

• Legal research 

• Drafting 

• Client communication 

• Case management 

• Commercial awareness 

• Advocacy or dispute resolution 

If your CV does not include relevant terms, the system may assume you are not a strong fit, regardless of your actual ability. 

 

Use wording from the job advert/description and weave it naturally into your cover letter, CV and/or application form. If they are asking for soft skills, include those too. and evidence them with examples. 

Formatting 

ATS can struggle with overly creative documents, so use a simple, readable format. Complex layouts, graphics, tables, text boxes and unusual fonts can confuse the software. Avoid underlining and excessive colour. If the system cannot read your CV properly, it may not assess it accurately. 

 

Minimum criteria  

Many law-firm ATS are set up to screen out applications that do not meet baseline criteria. This can include: 

• Degree classification 

• LPC, SQE, or Qualifying Work Experience (QWE) status 

• Right to work in the UK 

• Completion dates / academic background 

If these details are missing or unclear, the system may reject the application automatically. Again, check what is in the job advert / description.  

Consistency and clarity 

An ATS may look for consistency across your application (for example, dates, job titles and qualifications should align logically). Gaps are not necessarily a problem, but unexplained gaps can raise questions. 

Mirror the job description 

You do not need to copy and paste the job description, but you should reflect its language. If the role emphasises client-facing work, make sure your experience shows client interaction clearly. If it highlights commercial awareness, demonstrate this through examples rather than vague claims. If your CV or application form is packed with buzzwords but you do not back them up with evidence, you may be screened out when a human reviews it. Always demonstrate, don’t just declare. 

 

Some ATS may “score” applications based on repeated, role-relevant terms. For example, if the job description uses a word or phrase several times, it’s likely to be important. Consider including it (where true) in your profile and key skills section, then support it in your career history with a specific achievement that shows evidence of that skill. Do not assume the system will infer what you mean; make it explicit. 

Keep your CV simple and professional 

Use a traditional CV layout (normally reverse-chronological) with clear section headings such as Profile, Key Skills, Education and Career History. Avoid columns, logos, photos or anything overly designed. 

 

Word or PDF is usually acceptable but always follow the firm’s/organisation’s instructions. 

Do not hide key information 

Make your degree, institution, grades, and professional qualifications easy to find. The same applies to work experience and dates. If the ATS has to hunt for it, it may simply move on. 

Quality still matters  

Passing the ATS does not mean lowering standards. A recruiter will still read your application. Clear writing, tailoring and showing your motivation remain essential. Think of the ATS as an initial sift: your documents need to get through it, but they also need to read well for a human. 

Final thoughts 

An ATS is designed to manage high volumes of applications, not to catch candidates out. The applicants who tend to lose out are those who do not know an ATS is in use, misunderstand what it can and cannot assess, or fail to tailor their documents to the role. 

 

AI tools are becoming more common in recruitment, so treat ATS awareness as a basic application skill. Keep your formatting simple, mirror the job description language where it is accurate, and make key information easy to find. Do that, and your application is more likely to reach a human reviewer in the best possible shape.