The resume format question comes up every job application cycle. Should you send a PDF or a Word document? The short answer: almost always PDF. But there are exceptions worth knowing about.
Why PDF Is Usually Better for Resumes
Consistent Formatting
PDFs display identically on every device and operating system. The recruiter sees exactly what you designed, regardless of whether they use Windows, Mac, or a mobile device.
Word documents (.docx) can shift formatting when opened in a different version of Word, LibreOffice, or Google Docs. Your carefully aligned columns, custom fonts, and spacing can all break — making you look disorganised.
No Accidental Editing
When you send a PDF, the recipient can read it but can't accidentally modify it. This matters when a document is forwarded through multiple people or uploaded to an HR system.
Professionalism
PDFs signal that you've put care into your application. Most modern professionals and hiring managers expect a PDF unless explicitly told otherwise.
When to Send a DOCX Instead
There are specific situations where Word format is the right choice:
- The job listing explicitly requests it — some applicant tracking systems (ATS) parse Word files more reliably
- A recruiter asks for it — they may want to make edits or remove contact info before forwarding
- You're applying through a portal that converts files — some HR systems only handle .docx
If in doubt, ask. Many recruiters are happy to specify.
ATS Compatibility
Applicant Tracking Systems scan resumes for keywords before a human ever sees them. Both PDF and DOCX can work well with modern ATS software, but:
- Use simple, single-column formatting (avoid tables and text boxes)
- Embed fonts when saving as PDF
- Avoid headers/footers for key content — some parsers miss them
Creating a PDF Resume
The best way to create a resume PDF is to design it in Word, Google Docs, or a design tool, then export as PDF:
- In Word: File → Save As → PDF
- In Google Docs: File → Download → PDF Document
- Verify the exported PDF looks correct before sending
Need to make last-minute edits to an existing PDF resume? Docento.app lets you add or adjust text directly in the browser — see how to edit PDF text without Acrobat.
Final Checklist
- [ ] File name includes your name:
FirstName-LastName-Resume.pdf - [ ] PDF opens correctly and fonts display as intended
- [ ] File size is under 2MB
- [ ] All links (LinkedIn, portfolio) are working
For more on choosing the right document format, see PDF vs Word — which should you use?.