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PDF or Word: which resume format should you send?

Both formats are widely accepted, and the right one depends on how the employer collects applications. Here is how to choose, and how to avoid the few mistakes that actually cause problems.

2 min read Reviewed

On this page
  1. Short version
  2. When PDF is better
  3. When Word is better
  4. Mistakes to avoid
  5. Frequently asked questions
  6. Try these tools

Short version

Follow the instructions in the job posting first. If they ask for Word, send Word; if they ask for PDF, send PDF. If nothing is specified, a PDF with real text is a safe choice for online application forms, because it looks the same on every device. Keep a Word copy as well, since recruiters and staffing agencies sometimes need to edit or reformat a resume.

When PDF is better

PDF preserves fonts, spacing and page breaks exactly. Nothing shifts when it opens on a phone, a Mac or an older PC. It is also harder to change by accident. Make sure it was exported from a word processor or builder and so contains selectable text, not a scan or a screenshot.

When Word is better

Some older application systems, agencies and recruiters prefer .docx because they can edit it, add their own cover details or reformat it to a house style. A .docx also opens in Google Docs and LibreOffice. Use common fonts and avoid text boxes and tables so that it looks the same in different programs.

Mistakes to avoid

These cause real problems in either format:

  • Sending a scan or a photo of a printed resume (no text to read).
  • Putting contact details in the page header or footer, where some systems skip them.
  • Using an unusual font that is replaced on another computer and shifts your layout.
  • A vague file name. Use something like “Alex_Morgan_Resume.pdf”; the builder names downloads this way for you.
  • A password on the file, which many systems cannot open.

Frequently asked questions

Do ATS prefer Word?

Modern systems read both well. Problems come from layout choices (columns, text boxes, images) and from scanned files, not from the format itself.

Can I get both from one design?

Yes. The free resume builder downloads the same resume as a PDF and as a Word file with one click each.

Try these tools

Free Resume Builder

Build an ATS-friendly resume for free. No account, no watermark, no upload. Pick a template, download as PDF or Word, and keep your data on your own device.

Open tool

PDF to Text

Extract the text from a PDF page by page, then copy it or download a .txt file. Works in your browser. Scanned PDFs have no text layer and need OCR.

Open tool

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