PDF or Word: Best CV Format for Job Applications

You've written the perfect CV, double-checked your contact information, and tailored it to the job posting. All that's left to do is submit. Before you close your laptop, though, there's one more decision to make: PDF or Word document? The format you select for your CV can have an impact on your chances of application success. Using an unsuitable or incompatible format can make your CV less secure, disrupt formatting or even render it unreadable depending on the software used by the recruiter.

Should you submit your CV as a PDF or Word document?

PDF and Word file formats are the most common for CVs, and each have their pros and cons. Both are relatively universal, so the recipient should be able to open and read your CV in either of these formats. However, PDF tends to have greater advantages over Word formats, making it the most reliable and, therefore, sensible choice for your job application in most cases. According to Jobseeker's research, most HR professionals agree, with 77% preferring CVs submitted as PDFs, while only 12% prefer Word files.

Pros and cons of a PDF CV

PDFs are one of the most popular ways to submit CVs, so it's worth considering the pros and cons of this file type first. Here are some of the benefits and drawbacks of a PDF CV.

Pros of a PDF CV

• Formatting changes remain the same: Whether viewing your CV on a smartphone or a desktop, the formatting of your CV will remain the same when you send it as a PDF. That’s not the case with Word, where different devices, different programmes and different versions of Word may throw margins, spacing and other formatting choices out of sync. A messy, cluttered CV can give the impression that you’re disorganised and don’t pay attention to details.
• More secure: PDF files are more secure and less prone to viruses. If you want to keep certain information private, you may want to send your CV as a password-protected PDF. However, be careful not to share sensitive personal details as they are not required on a CV and can come across as unprofessional.
• More presentable: Microsoft Word and other programmes often place spelling and grammar warnings under words and sentence structures they don't recognise. These words might not be spelling mistakes or grammatical errors but your name, companies or other industry jargon. By sending your CV as a PDF, you remove the possibility of these distracting additions to the document. Below you'll find a variety of CV templates to help you get started creating your own.

Cons of a PDF CV

• ATS compatibility: While PDF files are compatible with applicant tracking systems (ATS) in most cases, there can be occasional compatibility issues. If you've created your PDF CV by scanning a physical document, or exported it as an image, the text won't be selectable or scannable, so your PDF CV could fail the ATS screening stage. Therefore, exporting your CV in the right PDF format is essential.
• Image problems: Creating a PDF with images in it can cause similar problems when it comes to ATS screening. Images containing text aren't readable by ATS software, and adding too many images to a PDF document can make it harder for the ATS to navigate the document and scan it in the right order.
• Not editable: Once you've created a PDF of your CV, it is very difficult to edit it. This can cause issues if you don't have access to the original document and need to make last-minute changes to your CV before submitting it.

Pros and cons of a Word CV

Microsoft Word documents are another popular choice for submitting CVs. Let's take a look at the benefits and drawbacks of using a Word file for your job application:

Pros of a Word CV

• ATS compatibility: Word documents are most easily read by ATS. In fact, some older ATS may not support PDF files or have trouble scanning them. What’s more, you could accidentally save your CV as an image PDF, rendering it useless for ATS. That's not a risk with a .doc file.
• Easily editable: If you’re applying through a recruitment agency, there’s a good chance they’ll want to edit your CV. Sending your CV as a Word document allows them to correct any errors and optimise it for ATS. Recruiters may also want to remove your contact information before forwarding to employers to eliminate bias.
• Takes up less storage: When compressed, Word documents are generally smaller than PDF files. This is because PDFs contain a lot more information (fonts, images, graphics, etc.) embedded within them.

Cons of a Word CV

• Formatting shifts: By creating your CV in Word, there's always the possibility of formatting shifts that could break your document and make it harder to read. This could occur either by human error (someone accidentally changing the formatting of your CV as they read it), or because of compatibility issues, such as using an out-of-date version of the software to create your CV.
• Unprofessional appearance: Sending a CV as a Word document can give the look and feel of an unfinished document, which can make you appear unprofessional. If your CV retains spelling and grammar suggestions, tracked changes, comments or unresolved formatting issues, this will all detract from your chances of success.
• Less secure: Word documents are typically less secure than PDFs and are more at risk of tampering or unintended changes occurring. While you can password-protect a Word document, just as you can a PDF, once the reader has gained access, there's always the potential for them to change the content of your CV, either deliberately or by accident.

Quick comparison of PDF vs Word CVs

Rules to follow when submitting your CV

Following these basic rules when drafting and submitting your CV will ensure you use the most suitable file format for your application:

Always follow application instructions

If the job posting includes specific instructions about which CV file type to submit, you should always follow those directions. Read the entire listing carefully to see if the employer mentions a preference for CV and cover letter file formats, and if you're submitting your application via a job portal, check the compatible formats before uploading your CV.

Stick to PDF in most cases

In most cases, PDF is the most secure file format for submitting your CV, and should ensure compatibility with ATS software. If your application is going direct to the employer, this file format is almost always the best choice. However, if you're sending your CV via a recruiter, they may prefer a Word document so they can lightly edit your CV before sending it on.

Name your file professionally

Whichever template you choose for your CV design, make sure your application doesn’t get lost in the pile by picking a suitable filename that includes your name, job title and the date (or month and year). Including these details lets busy recruiters and employers know at a glance who you are and which position you’re applying for. Entering the month and year (or date) is useful for making new versions of your CV, so you can quickly identify the version you need.

Make sure your CV is ATS-friendly

There are many ways you can make your CV more ATS-friendly, but your file format is one of the most important decisions. Choosing a PDF or Word file format should ensure your CV is compatible with most ATS software applications. If you're saving your CV as a PDF and the programme gives you the option to export it as a picture, or optimised for printing, avoid these options. Make sure you select an option that retains selectable text. This can be labelled as “best for electronic distribution and accessibility”.

Double-check formatting before sending

Whichever file format you select for your final CV example, just remember to check it for formatting before sending it. Make sure none of the fonts, margins, spacing or other formatting elements of the document have been broken or altered in the process of finalising your CV. Using an up-to-date version of Word can help you avoid potential issues with formatting.

Which format is better for each application method?

The ideal file format for your CV may depend on the job application method. Let's review the best approaches to sending your CV in different circumstances:

Sending your CV via email

When sending your job application via email, PDF is typically the safer, more secure option. Using PDF preserves your CV's formatting, fonts and layout across different operating systems, so it doesn't matter what type of device the email recipient opens your CV on.

Uploading through job portals

Be mindful when using websites and portals for submitting your job application, such as LinkedIn or major jobs websites. A Word document can be better for automated scanning and parsing, meaning the system is more likely to read the contents of your CV accurately. However, always check the preferred file formats for the portal before you upload your CV, as some may stipulate PDF formats.

Submitting to a recruiter

When submitting your CV via a recruiter, Word tends to be the best file format as the recruitment agent can lightly edit your CV before they forward it on to the employer. This might mean removing your personal information, correcting errors or adding vital information the employer requires. All this isn't possible, or is much harder to do, when working with a PDF document.

Key takeaways for deciding your CV file format

When sending your CV in electronic formats, there are reasons to use both PDF and Word formats, though PDF is generally considered to be more secure, reliable, and professional. Remember to consider the following when deciding on your CV file format:

Creating a PDF CV is simple and effective with Jobseeker. You can design your application in minutes using Jobseeker's CV and cover letter templates, and export your documents easily as PDFs. Sign up for Jobseeker today and access a wealth of tools and CV resources to help you gain the upper hand with your job applications.