This is one of the most searched questions about resumes, and the usual answer ("always send a PDF") is right most of the time but skips the part that matters. There are two very different kinds of PDF, and only one of them is safe to send.
The short rule
- Default to PDF. It preserves your layout exactly, embeds your fonts, and cannot be accidentally edited.
- Send Word (.docx) when asked. If the posting, the application form or the recruiter asks for Word, send Word. Following the instruction matters more than any format preference.
- Send Word to agencies that reformat. Many recruitment agencies put your details onto their own branded template, and they need an editable file to do it.
- Never send the old .doc format, or Pages, or OpenDocument files, unless specifically asked. Convert them.
Why PDF is usually the better default
A Word document is rendered by whatever software opens it. Different versions of Word, Google Docs, LibreOffice and phone apps all lay text out slightly differently, and fonts you used may not be installed on the reader's machine. The result can be a second page that was not there when you saved it, or a heading stranded at the bottom of a page.
A PDF fixes all of that. What you saw is what they see, on any device, which matters because a recruiter may open your resume on a phone between meetings.
The PDF problem nobody checks: real text versus a picture
A PDF is a container, and it can hold two very different things.
- A text-based PDF stores the actual characters of your resume, along with the fonts to draw them. You can select the text, search it, and copy it. Parsers read it easily.
- An image-based PDF stores a picture of your page. It looks identical on screen, but there are no characters inside, only pixels. A parser extracts nothing, and your candidate record is left empty.
Image-based PDFs happen more often than people realise. Scanning a printed resume produces one. So does "printing" to an image format, and so do some online resume tools that draw your resume on screen and then save a picture of it. You would never know by looking.
How to tell which one you have
- Try to select the text. Open the PDF and drag across a line. If it highlights word by word, it is text. If it draws a box or selects nothing, it is an image.
- Copy and paste it. Paste into a plain text editor. You should get your resume back, in order, with no gibberish.
- Search it. Press Ctrl+F or Cmd+F and search for your surname. If the viewer cannot find it, a parser cannot either.
- Glance at the file size. A one-page text PDF is usually small, often well under 200 KB. An image PDF of the same page is frequently much larger. This is a hint, not a test, since embedded photos and fonts also add size.
The builder on this site typesets its PDFs as vector text using the standard PDF fonts, which is why its files are selectable, searchable and only a few kilobytes. Whatever tool you use, run the checks above before you apply anywhere.
When Word is the better choice
- The posting asks for it. Some employers and many public sector applications specify Word.
- An agency will reformat your resume. They need to copy your content onto their own template.
- Someone is helping you edit. A mentor or career coach can add comments and tracked changes to a .docx far more easily.
- An older system struggles with PDFs. This is now rare, but if an application portal mangles your PDF when it previews it, upload the .docx instead.
If you send Word, send a real .docx, not a PDF renamed to .docx and not the legacy .doc format.
PDF versus Word at a glance
| PDF (text-based) | Word (.docx) | |
|---|---|---|
| Looks the same everywhere | Yes | No, depends on software and fonts |
| Read by modern ATS | Yes | Yes |
| Editable by a recruiter | Not easily | Yes |
| Risk of layout shifting | None | Moderate |
| Risk of an unreadable file | Only if it is an image PDF | Low |
| Best for | Most applications | When asked, agencies, collaboration |
How to name your resume file
Recruiters download dozens of files called "resume.pdf". Make yours easy to find again:
- Good: Priya-Sharma-Resume.pdf, Daniel-Okafor-Product-Designer-Resume.pdf
- Avoid: resume.pdf, CV_final_FINAL_v3.pdf, document(2).pdf
Use your name, optionally the role, and no spaces or special characters that some systems replace with odd codes.
Should you send both?
Only if the application allows two attachments and nothing specifies a format. Otherwise pick one: PDF by default, Word when asked. Sending both to a single-file upload field just means one of them is ignored.
Frequently asked questions
Can an ATS read a PDF resume?
Yes. Modern applicant tracking systems read text-based PDFs reliably. The files they cannot read are image-based PDFs, such as scanned documents, which contain no text at all.
Is a Google Docs resume downloaded as PDF safe to send?
Yes. Google Docs exports a text-based PDF, so the text stays selectable and searchable. Check it with the copy and paste test anyway, especially if your document uses tables or text boxes.
Is it bad to send a resume as a Word document?
No. Word is perfectly acceptable and sometimes required. The main risk is that your layout shifts on the reader's computer, so keep the formatting simple if you send Word.
What if the application form only accepts one format?
Use the one it accepts. If it only takes Word and your resume is a PDF, export or rebuild it as a .docx and check the layout before uploading.
Does a PDF resume need to be a specific version or setting?
No special setting is needed. What matters is that the text is real text and that the fonts are embedded, which almost every modern export does by default.