Quick answer: Send your resume as a PDF unless the employer asks for Word. A PDF keeps your formatting exactly as you designed it on any device, looks professional, and is read correctly by most modern applicant tracking systems (ATS), as long as it's a text-based PDF created from Word or Google Docs (not a scanned image). Use a Word (.docx) file when the job posting, recruiter, or application system specifically requests it, or when a recruiter needs to edit your resume. Keep both versions ready, and always follow the employer's instructions.
It's one of the smallest decisions in your job search, but it can still cause a surprising amount of stress. You've spent hours perfecting your resume, and now you're staring at the "Save As" menu wondering if one wrong click will ruin everything.
Relax. Both formats work in most situations. But there are good reasons to choose one over the other, and a few mistakes worth avoiding.
This guide explains when to use PDF, when to use Word, how each works with ATS, how to save your resume correctly, and how to name your file.
PDF vs. Word: The Short Version
Use PDF when:
- The posting doesn't specify a format
- You're emailing your resume directly to a recruiter or hiring manager
- Your resume has careful formatting you want to preserve
- You're uploading to a modern ATS that accepts PDF
Use Word (.docx) when:
- The job posting or application portal asks for Word
- A recruiter or staffing agency requests an editable version
- An older application system only accepts .doc or .docx
Never use:
- Scanned PDFs or images (JPG, PNG) of your resume
- Pages, .odt, or other uncommon formats unless requested
- Old .doc files when .docx is available
Pros and Cons of a PDF Resume
Pros
- Formatting stays locked. Fonts, spacing, and alignment look the same on every device
- Looks polished and professional
- Harder to accidentally edit
- Opens on almost any device without special software
- Widely accepted by modern ATS
Cons
- Harder to edit if a recruiter needs to make changes
- Image-based or designed PDFs can break ATS parsing, especially if exported from design tools like Canva with text as graphics
- Some older systems handle PDFs poorly
Pros and Cons of a Word Resume
Pros
- Easy to edit for you and recruiters
- Universally accepted by ATS
- Good for staffing agencies, which often reformat resumes for clients
Cons
- Formatting can shift depending on the device, Word version, and installed fonts
- Easy to alter by others
- Can display tracked changes or comments if you forget to clean them up
- Looks less polished on phones and in some previews
Which Is Better for ATS: PDF or Word?
Most modern ATS can read both formats. What matters more is how your resume is built:
- Text-based PDFs (exported from Word or Google Docs) parse well in most systems
- Image-based PDFs (scans, screenshots, or graphics-heavy design exports) may not parse at all
- Simple Word files parse reliably, but complex layouts with text boxes or tables cause problems in either format
Quick ATS test: open your PDF, select all text (Ctrl+A or Cmd+A), copy it, and paste it into a plain text editor. If the text comes out in a logical order, an ATS can likely read it. If it's jumbled or nothing copies, fix your layout or use a Word version.
See ATS-friendly resume templates, what is a resume parser, and plain text resume.
How to Save Your Resume as a PDF
Microsoft Word: File > Save As (or Export) > choose PDF > Save
Google Docs: File > Download > PDF Document (.pdf)
Mac (any app): File > Print > PDF dropdown > Save as PDF
Canva or design tools: download as "PDF Standard," and make sure your text is real text, not images. Check with the copy-paste test above.
See Google Docs resume templates and Microsoft Word resume templates.
How to Save Your Resume as a Word Document
Microsoft Word: File > Save As > Word Document (.docx)
Google Docs: File > Download > Microsoft Word (.docx)
Before sending a Word file:
- Accept all tracked changes and delete comments (Review tab)
- Use standard fonts like Calibri or Arial so it looks right on other computers
- Open it on another device or in Google Docs to check formatting
- Remove hidden personal metadata if needed (File > Info > Inspect Document)
How to Name Your Resume File
Whatever the format, use a clear, professional file name:
- Good: Jane-Smith-Resume.pdf or Jane_Smith_Marketing_Manager_Resume.pdf
- Bad: resume_final_v7_REALLY_FINAL.docx or Document1.pdf
See how to name your resume file.
Special Cases
Emailing a resume
Attach a PDF unless the recruiter asks otherwise. Mention the attachment in your email and keep the file under a few MB. See sample email for job application.
Staffing agencies and recruiters
They often prefer Word so they can add their branding or remove contact details. Send Word if asked.
Government and online forms
Some require you to paste text into fields or upload a specific format. Follow the instructions exactly, and keep a plain text version handy.
Printing for an interview
Print from your PDF so the formatting matches what you designed.
International applications
PDF is standard almost everywhere. For European formats, see Europass CV.
Frequently Asked Questions
Is it better to send a resume as a PDF or Word?
PDF is usually better because it preserves formatting and looks professional. Send Word only when the employer asks for it.
Do ATS systems read PDF resumes?
Most modern ATS read text-based PDFs well. Problems usually come from scanned or image-based PDFs and complex layouts, not the PDF format itself.
Why would an employer ask for a Word resume?
Some older ATS parse Word more reliably, and recruiters or staffing agencies may need to edit or reformat your resume.
Can I send my resume as a Google Doc link?
Only if the employer asks for it. Otherwise, download it as a PDF or Word file and attach it.
Should my cover letter be the same format as my resume?
Yes. Use the same file type and matching fonts and styling for a consistent, professional application. See cover letter template for Word.
Download Your Resume in the Right Format
Our Resume Builder creates clean, ATS-friendly resumes you can download as a polished PDF, so your formatting looks perfect wherever it lands.