How to Format a Candidate CV for Client Submission

Start with factual accuracy, not appearance

Keep the source document open while you work. Confirm the candidate's name, contact details, job titles, employers, dates, qualifications and any numbers before you edit prose or apply a template. If the parser is uncertain, flag the field for human review rather than silently choosing a plausible value.

Treat salary, notice period and availability as placement data. They may be useful to the recruiter but inappropriate in the version sent to every client, so decide deliberately whether each field belongs in the export.

• Check employment dates for gaps and overlaps
• Keep quantified achievements exactly as supplied
• Confirm whether a role is current before writing ‘Present’
• Never invent software, certifications or sector experience

Use a predictable information hierarchy

Put the candidate's name and current positioning first, followed by a short profile, recent experience, relevant skills and education. Recruiters usually benefit from reverse chronological experience because it gives the client immediate context.

Use consistent labels and spacing across submissions. A hiring manager who receives several CVs from the same agency should be able to find the same information in the same place every time.

Edit for clarity without rewriting the candidate's history

Remove duplicated statements, fix broken line wrapping and turn dense responsibility blocks into readable bullets. Preserve the meaning of each claim. If a sentence is ambiguous, ask the candidate instead of strengthening it.

A useful quality check is to compare every date, number, employer and qualification in the formatted document with the source. Presentation can change; factual tokens should not.

Apply the agency brand with restraint

A logo, two brand colours and a consistent type system are usually enough. Avoid decorative layouts that compress the employment history or create awkward page breaks. The document should still print cleanly and remain legible when a client views it on a laptop.

Export both PDF and editable DOCX when your workflow needs them. Open the final file, check page breaks and verify that the downloaded version contains the latest edits—not an earlier preview.

Frequently asked questions

Should recruiters remove candidate contact details?

That depends on the submission agreement and agency process. Use an explicit anonymisation setting so names and contact fields are removed consistently, and review the result before sending.

How long should a client submission CV be?

There is no universal page limit. Prioritise recent, relevant evidence and readable spacing; two to four pages is common for experienced candidates, but accuracy and relevance matter more than an arbitrary limit.