Finding the Best File Format for Resumes

Understanding resume file formats

When it comes to electronic resumes, there are two commonly used file formats. The first is Portable Document Format (PDF). This file type was invented by Adobe Systems in 1992 as a way to preserve the appearance and integrity of documents across platforms.(2) A PDF file captures text, pictures, spreadsheets, and slides just as you intended them to look.

Word documents are another commonly used file type for a resume or cover letter. This type of document is a product of Microsoft’s most popular word-processing software. These XML-based files can contain text, images, charts, and graphs and require a word processing platform that can open and read .DOC or .DOCX files.

There are also a few less common resume file types. These include:

These file types are not widely used or even accepted when it comes to electronic job applications. You should only use them if the job description, recruiter, hiring manager, or applicant tracking system specifically requests it. Otherwise, you run the risk of not having your resume format look the way you intended. You’ll also come across as lacking experience with widely used business applications and files.

PDF vs. Word: pros and cons

You may wonder which is the best file format for resumes. Both have their advantages and drawbacks. The best choice will depend on several factors, including job description or employer instructions and method of resume submission.

PDF files standardize documents so they look exactly the same regardless of the program or device they are viewed with. With a PDF resume, any fonts, images, or formatting you use will remain intact. It’s like taking a picture of your resume and distributing it.

PDF files also offer the advantage of being less susceptible to viruses, especially if you have JavaScript disabled in your browser or PDF reader. 

Finally, PDFs are widely accessible because they don’t require any special software to open and read, as most modern browsers already have built-in capabilities. 

However, PDF documents also have disadvantages. If your PDF file contains complex formatting or is heavy on images instead of text, some ATS systems won’t be able to parse and read it. This can stop the ATS system from detecting essential keywords that help get your resume past electronic filters and land on the hiring manager’s desk.

The main advantage of creating your resume on Word is that it will be universally compatible with ATS systems. Word documents are sometimes easier for these systems to read, so it’s more likely the system will pick up on important terms and information. Your recipients can also edit your Word documents, marking important details or taking notes about you directly in the file.

Unfortunately, the formatting of your Word document can vary depending on the version, device, and platform on which it is opened. There is no guarantee that it will look the way you intended when the recruiter or hiring manager opens it. Additionally, Word documents can have security concerns, and hiring managers sometimes worry about them containing malware that can execute malicious code.

The best file format for resumes you submit is always the one requested by the employer.

Applicant tracking systems (ATS) and file format compatibility

ATS systems play a crucial role in modern recruitment by allowing hiring managers to automate and streamline the candidate screening process right from the start of an application. These systems store applicant information in robust databases and scan and filter resumes based on predefined criteria and keywords to find high-quality candidates whose skills are a match for the role.

Whether you submit your resume in PDF or Word, Most ATS systems process different file formats by converting them into plain text so the system can read the words on a document, disregarding any special formatting. These systems accomplish this goal using optical character recognition (OCR) technology to extract text and convert documents so that they are searchable. 

There are a few guidelines to follow that can help you create ATS-compatible documents, regardless of what you think is the best file format for resumes:

• Use a resume sample with a clean format that doesn’t contain images, charts, or tables
• Include skills or experience-related keywords precisely as they appear in the job description
• Avoid the use of headers or footers, which can make it challenging for the system to parse information correctly
• Avoid overly stylized fonts, as they can appear unprofessional and be difficult for ATS systems to convert into plain text

Whether you create new application materials or start with resume and cover letter templates, following these tips is crucial in ensuring your documents actually make it to the hiring manager’s desk. 

When to use each format

The best file format for resumes you submit is always the one requested by the employer. You should adhere to any specific file format requests in job postings, ATS instructions, and communications from recruiters and hiring managers. This shows not only that you can follow instructions but also that you respect the company, its systems and processes, and the person receiving your resume.

If you haven’t received any specific instructions, choose your ideal file type based on the method you’re using to send it. If you’re submitting your application through a company’s ATS system, consider using a Word resume. 

Because Word documents store text in a more structured format than PDF files, it’s easier for these platforms to extract and interpret your information. Use a more straightforward, text-based layout to ensure it looks professional when the hiring manager opens your document.

If you are emailing resume directly to hiring managers, you may have more flexibility in choosing your resume submission format. In this case, sending a PDF file may be best. Because this file type preserves your formatting and visual elements, you can be confident that your resume will look the same on the hiring manager’s end. 

PDF files are also a good idea if you work in a field that welcomes visual resumes, such as graphic design, advertising, or multimedia production. PDF files will preserve all of the different elements of your document and ensure your resume retains its visual appeal. You can seamlessly pick a template that matches the role you are applying for on Jobseeker's resume builder, and download them as a PDF file.

Best practices for saving and submitting your resume

As you craft your application and contemplate the best way to send it, consider the following best practices:

• Choose a common file format, such as a PDF or Word document
• Use an ATS resume format that leans heavier on text to avoid issues with the system reading your documents
• Select a professional file name that sufficiently identifies you and the contents of your document
• Email your resume to a friend before submitting it to the hiring manager to find out whether it looks professional on devices other than your own
• Follow any verbal or written instructions from the recruiter or job description to avoid frustrating the hiring manager reading your application

Adhering to these resume formatting tips can help ensure that your materials are seen and well-received by the hiring manager.

Choose a file format that delivers a polished and professional resume

What format should a resume be in? Your best bet is to follow instructions given by the company or job description. In the absence of any preferences, stick to common file types like PDF and Word documents. 

Whether you create your documents from scratch or start with a resume and cover letter sample, knowing how and when to use specific formats will help you apply to roles with confidence — every element of your document will highlight your professionalism and show why you’re perfect for the job.

Sources:

(1) CNBC: 75% of resumes are never read by a human—here’s how to make sure your resume beats the bots

(2) Adobe: What does PDF mean?