Should you send your resume as a Word file or a PDF?
Published
Short answerSend a PDF (made from a text document, not a scan) by default because the layout cannot shift, and keep a Word file for edits. If the employer or portal asks for Word or for a specific format, send that.
"Which format should I send?" has a short answer and a few exceptions. Here are both.
Short answer
- Follow the instructions in the job post or portal. If it says Word, send Word. If it says PDF, send PDF.
- If nothing is said, send a PDF made from a text document (not a scan or a photo).
- Always keep a Word file, so you can edit in two minutes when a new job needs a change.
The free resume builder gives you both from the same data: Download PDF and Word (.docx), with no sign-up and no watermark.
PDF vs Word
| Word (.docx) | ||
|---|---|---|
| Layout | Stays exactly as you made it, on any device | Can shift in a different version of Word or in Google Docs |
| Editing | Hard to edit | Easy to edit |
| ATS and portals | Read well when it has real text | Read well, and some portals prefer or require it |
| Fonts | Embedded, so they always look right | Depends on the fonts on the reader's computer |
| Recruiters who edit your file | Cannot easily | Can easily (some agencies ask for this) |
| File size | Small | Small |
| Scripts other than Latin (Hindi, Tamil, Arabic…) | Limited in some simple PDF makers | Kept in Word |
When to send a PDF
- Most online applications and emails to recruiters.
- When the look of the page matters.
- When you do not want the file changed.
When to send Word
- The advert, portal or recruiter asks for Word.
- A recruitment agency says it will format or add its own cover page.
- Your name or text is in Hindi or another script and the PDF maker cannot print it. The PromptUp builder's PDF prints Latin letters only, so use the Word file for those.
Tips that apply to both
- Real text only. A scanned page or a photo saved as PDF cannot be read by ATS software.
- Name the file
Firstname_Lastname_Resume.pdf(or.docx), notresume final final 2.pdf. - Open the file once on your phone and your computer before you send it.
- One column, plain fonts, standard headings. See what makes a resume ATS-friendly.
- Keep it small. Under 1 MB is plenty for a resume.
What if a portal only accepts one format?
Some portals accept only certain types and sizes. The builder's two downloads cover the two most common. If a portal asks for a different type (such as .doc or .rtf), open the Word file and use Save as in your word processor.
Make your resume free
No sign-up, no watermark. Eight templates, a free ATS check, and PDF and Word downloads. Made on your device.
Frequently asked questions
Is a PDF or a Word resume better?
A PDF keeps the layout fixed, so it is the safe default. Word is better when you need to edit or when the employer asks for it. Keep both.
Does ATS read PDF resumes?
Yes, when the PDF has real text (you can select the words). A scanned or image PDF cannot be read by ATS.
Can I get a Word resume for free?
Yes. The PromptUp resume builder gives a free .docx download with eight templates, with no sign-up and no watermark.
Will my Word resume look different on another computer?
It can, if the other computer does not have your fonts or uses a different version. The builder's Word file uses Arial, which is on almost every device. For a fixed layout, send the PDF.
Do I need to make a different resume for each format?
No. Make one resume and download it in both formats from the same builder.