Send a text-based PDF unless the posting or the recruiter asks for something else. A PDF keeps fonts, spacing and layout identical on every device, and current applicant tracking systems read it reliably as long as the text can be selected. Use Word (docx) if the instructions require it, or if you apply through a recruitment agency that edits resumes. Name the file with your name and the word resume, and test it by copying the text out of the PDF before you upload it.
There is no format that guarantees a good result, but there are a few that cause avoidable problems.
PDF: the default
Advantages:
- The layout looks the same everywhere.
- Fonts are embedded, so a missing font does not change your page.
- It is harder to alter by accident.
Cautions:
- It must be a real text PDF, exported from a word processor or design tool. A PDF made by scanning or photographing a page contains an image, and software cannot read it.
- Some design tools export text as shapes or in an odd order. Always test.
- Some employers' forms accept only certain file types.
Word: when it makes sense
- The posting asks for .docx.
- You are working with a recruiter or agency who will reformat your resume.
- The company's portal rejects PDFs, which is rare.
Advantages: easy to edit, widely accepted, and parsed reliably by most software. Cautions: layout can change on another machine or version, and fonts may be replaced. Use standard fonts, and open the file on a different device before sending. See fonts and margins.
Other formats
| Format | Verdict |
|---|---|
| .doc (older Word) | Use only if asked |
| .rtf, .txt | Plain text is safe but loses layout; use only if asked |
| Google Docs link | Do not share a link unless asked; export to PDF instead |
| Image (.jpg, .png) | Do not use |
| Web page or portfolio | Include as a link, not as the resume file |
| Pages (.pages) | Export to PDF first |
Test before you send
- Open the PDF and press Select All. Can you highlight the text?
- Copy and paste into a plain text editor. Is the order right, with nothing missing?
- Search for your email and phone number in the file.
- View it on a phone and on a different computer.
- Check that links work and the file size is small, ideally under 1 MB.
A parser or a screening tool sees roughly what a plain paste shows, so use that as a proxy. Layout problems that make the paste jumbled are the same ones that confuse software. For details on how reading breaks, see resume parsing explained and ATS-friendly resumes.
File name
Use "Firstname-Lastname-Resume.pdf" or "Lastname-Firstname-Resume.pdf". For multiple versions, add the role or company only if you manage them yourself: "Maria-Lopez-Resume-Product.pdf". Do not use spaces if you can avoid them, which can cause trouble in some systems, and do not include "final", "new" or dates. A recruiter who saves your file among fifty others needs to find it quickly.
Metadata
Documents carry hidden properties such as author and title. Remove stray information from a template or a previous employer's document. Set the document title to your name and the word resume, which also helps accessibility tools. Do not leave comments or tracked changes in a Word file.
When the application form asks for pasted text
Some portals have a text box instead of an upload. Paste from a plain text version, check the line breaks and avoid special characters. Keep the same headings and order as your resume.
When the system re-asks for everything
Many portals parse your resume and prefill a form, then ask you to confirm. Check every field, since parsers make mistakes, especially with dates and employers. Correcting them takes a few minutes and avoids an error in the record the recruiter sees. If the portal fills in a field wrongly because your layout was unusual, simplify the layout for next time.
One version per file
Keep a master file, then export a targeted version for each role. Save each in a folder with the date, so you can find what you sent if you are invited to an interview. The method for tailoring is in the targeted resume, and a final check is in the resume checklist.
Applying through different channels
| Channel | What to send |
|---|---|
| Company careers portal | Follow the upload instructions; usually PDF or docx |
| Email to a recruiter | PDF, with a short message and your name in the file name |
| Job board quick apply | Check the preview, since boards re-parse your file |
| Recruitment agency | Ask whether they want Word so they can add their cover sheet |
| Referral | PDF, sent to your contact, who may forward it as is |
If a portal shows you a preview of the parsed text, read it. If the preview is garbled, the layout is the problem, not the file type, and simplifying the layout is the fix.
Accessibility and file hygiene
A tagged PDF, which most word processors can produce with an export option, preserves headings and reading order for assistive software. If your tool offers "tagged PDF" or "accessible PDF", use it. Also remove any password protection, since some portals cannot open protected files, and avoid embedding large images that raise the file size.
Common inquiries regarding this topic.
Is PDF or Word better for a resume?
Send a text-based PDF unless the employer asks for Word. PDFs keep your layout and fonts the same on every device. Use Word when the instructions require it or when a recruiter may need to edit the file, as some agencies do.
Send a text-based PDF unless the employer asks for Word. PDFs keep your layout and fonts the same on every device. Use Word when the instructions require it or when a recruiter may need to edit the file, as some agencies do.
The Resume World Team
VerifiedProduct & hiring research, Resume World
We build the screening engine behind Resume World. Everything here comes out of working on resume parsing, scoring and hiring workflows day to day — including the parts that turned out harder than expected.
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