PDF or DOCX: which resume file should you send?

If the employer requests a PDF or a Word document, send that format. The application's instructions are more useful than a blanket claim that one file type always works best.

When several formats are accepted, choose a readable export and check the actual file. A document that looks right on your screen can still contain missing or poorly ordered text.

Distinguish a text PDF from a scan

A PDF exported from a document editor can contain selectable text. A scanned page or an image saved as PDF may need text recognition before software can interpret it.

Try selecting a sentence and copying it into a plain text editor. If nothing can be selected, or the result is unreadable, export a text-based version from the original document if you can. Some application systems can process scans, but you should not assume the employer's system will do so reliably.

Do not convert a photo of your resume into a PDF and assume that conversion restored the original text structure.

Check a Word document after opening it elsewhere

DOCX can be suitable when the employer accepts it, but layout can change across software versions or devices. Open a copy after saving and review page breaks, headings, and bullet placement.

Use ordinary document features and readable fonts. Keep essential information in normal text rather than relying on decorative shapes or floating boxes.

Remove tracked changes, comments, or editing notes that are not intended for the employer. Check any portfolio links included in the file.

Name and size the upload sensibly

Use a recognizable filename, such as a version containing your name and "resume." Avoid leaving a filename that suggests a different employer or an old draft.

Keep within the application's stated size limit. Large embedded images may increase the file size without helping the employer understand your experience. Do not password-protect the document unless the recipient specifically requires that arrangement.

Review the application after upload

If the form extracts dates, contact details, or job titles, inspect them before submitting. A successful upload message may confirm only that the file arrived.

If the permitted format still fails, keep the error message and contact the hiring team through the published route. Ask for an accepted alternative instead of sending repeated applications. Keep the final file you submitted so you can refer to the same information later.

Further reading

• Anatomy of an ATS Friendly Resume Format (Checklist for 2026)
• How to organize your resume sections - Jobscan

Related guides

• Check common formatting problems
• Build a readable resume