PDF or Word: which file to send, and how to name and check it

Few choices in a job application get more confident advice than this one, and most of it is half true. "Always send a PDF." "Never send a PDF, the software cannot read it." Both are too sweeping.

The honest answer is that it depends on where the file is going and who has to handle it. This guide lays out the trade-offs so you can decide, and gives a short check to run before you send anything.

The first rule: do what the application says

If a posting or a form names a file type, use that one. If it lists accepted types, choose from the list. If it says "no PDFs" or "Word only", there is usually a reason, such as an older system or a recruiter who edits files, and arguing with it will not help you.

Only when no instruction exists do you need to choose for yourself.

What a PDF does well

A PDF is built to look the same everywhere. The fonts, spacing and layout you chose stay as they are, whether the reader opens it on a laptop, a phone or a printer. For a resume, that is a real advantage. A Word file can shift when it meets a different version of the software or a missing font, so a careful layout can end up with broken lines.

A PDF is also harder to change by accident, which suits a document you want to arrive exactly as written.

The caution is how it was made. A PDF created by exporting from a word processor or a resume builder keeps its text as real, selectable text. A PDF made by scanning a printout or taking a picture of a page contains only an image, and software cannot read it. If you cannot select the words, neither can a program.

What a Word file does well

A Word document can be edited. Some recruiters and agencies prefer it for that reason, because they may add notes, reformat it to their own template or copy parts into a system. Some older application systems also handle Word files more predictably.

The cost is less control over how it appears. Fonts that are not installed on the reader's machine get swapped, which may change the spacing and push text onto another page. Complex layouts with columns, text boxes or drawn shapes are the most likely to move.

So which one?

A simple guide:

• Instruction given: follow it.
• Applying by email or through a company site, with no instruction: a PDF made from a text-based file is usually the safe choice.
• Applying through a recruiter or agency: ask whether they want Word. Many do, and a short question costs nothing.
• Unsure: keep both versions ready, built from the same source, so you can send either within a minute.

Keep one master document and produce both files from it, so they never drift apart.

Name the file well

A file name is the first thing a recruiter sees. A clear name helps them find yours among dozens.

Use your name and the word resume or CV. Skip version numbers and words like "final", "new" or "latest". If you apply for different roles with different versions, you can add the role, such as "Maya-Fernandes-Resume-Maintenance.pdf", but keep it short. Avoid spaces and unusual characters that some systems handle badly. Hyphens are fine. The same habit helps when you send a cover letter by email.

Check the file before you send it

Do these four things with the actual file you plan to send, not the one you edited.

1. Open it fresh. Close your editor and open the exported file in a viewer. Look through every page.
2. Select and copy the text. Paste it into a plain text editor. If it comes out clean and in order, software will probably read it correctly.
3. Check on a phone. Some recruiters open applications on a phone between meetings. Make sure nothing is cut off or microscopic.
4. Click every link. Make sure each one goes where it should.

Also look at the file size. Most resumes are well under a megabyte or two. A huge file may mean embedded images or fonts you do not need, and some systems reject large uploads. How software reads your resume explains what to look for, and the free ATS check can test the file for you.

Metadata and privacy

Files can carry information you do not see, such as your name as the author, the software used and edit history. Before sending, look at the document properties and make sure nothing there is a surprise. If you used someone else's template or copied from an old file, check that no other person's name or an old employer's details remain.

For Word files, accept or remove tracked changes and comments, so a reader does not see your drafts.

Mistakes to avoid

• Sending a scan or a photo of a printed page
• Sending a file with the editor's draft marks or comments in it
• Locking a file with a password, which stops software and people alike
• Uploading a file named "Resume (3) copy.docx"
• Sending a different version from the one you checked

Layout choices matter as well, so see formatting basics.