PDF or Word resume, Pros of a PDF resume, Cons of a PDF resume, Pros of a Word resume, Cons of a Word resume

Should you send your resume as PDF or Word in 2025? Discover the pros and cons of each format and choose the best option to impress recruiters.

Did you know 75% of all resumes fail ATS screening? Your resume may be perfect in every way. However, if the text is out of alignment, has images, tables, or random bullet points, you may be rejected. Even if your resume gets through ATS, poor formatting means recruiters may not get key information at a glance. Oddly enough, you may format the resume correctly when writing it. However, the formatting may still break—uneven margins, poor text alignment, bullets, and page breaks.

The best resume format locks in these elements for a clean and professional look across devices. Most people swear by PDF while others prefer Word as the best resume format for job applications. How do you determine which is right for you? In this blog, we bring the answers you’ve been searching for:

We’ll discuss:

  • How resume formats affect your job prospects

  • Pros and Cons of a PDF resume

  • Understanding PDF or Word resume formats

  • Pros and Cons of a Word resume

Understanding PDF vs Word Resume Formats

PDFs have been a popular option for resumes in India. Why? They appear the same across devices and are difficult to modify or change. On the other hand, resumes in Word are easy to customize for different job applications and are accepted across job sites and business portals. The best resume format for a resume depends on multiple factors like layout, margins, alignment, bullet points/icons, font size, etc.

Choosing the right resume format helps make sure that both ATS and recruiters can read your resume and capture key information correctly. It helps you create a positive impression on recruiters.

  • Pros of a PDF Resume

    With a PDF resume, you never have to worry about misplaced margins, fonts or special characters. PDF automatically adjusts for different text, graphic and layout elements for a consistent look across mobile and desktop devices. If you are in a creative field, PDFs provide greater flexibility in terms of custom designs, fonts, page breaks and so on.

    Whether you use a resume template or an online resume builder, downloading your resume as a PDF file ensures that it looks exactly like the preview version.

  • Cons of a PDF Resume

    Many ATS or recruitment platforms auto-populate application forms, pulling information directly from your resume. However, a PDF resume that was not created correctly could cause some fields on the application form to not fill correctly. This can potentially make the difference between selection and rejection. Secondly, some ATS systems may find it hard to parse through your resume, affecting your resume score and potentially resulting in rejection.

    PDFs are also larger files which means attaching and downloading them can be problematic. If you are attaching a PDF resume to your cover letter, make sure you don’t have xx.

  • Pros of a Word Resume

    Word resumes are an all-time classic. These resumes are easier to edit, modify and tailor for various job roles. They do not require sharing permissions by default. If you are in the middle of a job search, Word resumes can save precarious time—in terms of updating and formatting.

    Word also offers some handy resume templates to help you craft the perfect resume without worrying out fonts, structure, or page breaks and so on. Most recruiters prefer resumes that open quickly, have search functionality for keywords and can be annotated—Word offers all of these functionalities and more.

  • Cons of a Word Resume

    Often, Word resumes can be overwritten, have uneven spacing between lines, inconsistent margings, file save errors—many of which can occur out of the blue. Unless you have a backup resume, you may have to spend hours rewriting entire sections or reformatting your resume to keep it in one piece.

    Word-based resume templates often have formatting errors which can carry over to your resume. While many errors are fixable, you may not have enough time to address them all.

PDF Or Word Resume?: How Do You Choose?

When deciding on the best format for resume, take the following factors into consideration:

Platform requirements:

Most job boards or recruitment platforms accept both Word and PDF resumes. There may also be file size limits for faster uploads. For example: ‘Upload Word docs only’ or ‘PDF files only’.

Read the job description carefully for specific submission guidelines before uploading your resume. Without it, some parts of your resume may not be captured correctly in application forms. Depending on the requirement, you can change formats from Word to PDF and vice versa.

For example, you can either save a Word resume as a PDF in Microsoft Word or use an online file convertor tool to change formats. Check for any formatting errors before submitting your resume to the platform.

Employer’s guidelines

If applying directly via a company website or responding to a LinkedIn job post, double check for any submission guidelines for resumes. The application form may have file format instructions for candidates to follow when submitting resumes.

For example: ‘Word and PDF documents only. Maximum file size is 2MB’.

If there are no specific guidelines, both PDF and Word formats are safe to use. However, make sure you review the application form carefully for any missing information before clicking ‘submit’. When naming your file, keep it simple. Include your name and the role you apply for so that the recruiters can easily identify you.

ATS compatibility

ATS compatibility

While ATS requirements vary from platform to platform, sticking to the basic formatting do’s and donts can increase your odds of success:

  • Simple, single-column resume structure

  • Standard fonts (Calibri, Arial)

  • Standard headings (Summary, Skills, Work Experience, Education, Certifications

  • Avoiding tables, images, graphics, colors and other design elements

  • Length of no more than one to two pages

What is the Best Resume Format for Job Seekers in 2025?

Whether you’re applying via a job portal, company website or sharing your resume with a recruiter via email, the best resume format depends on the following:

Use a Word-based resume format if:

  • Eligible for multiple roles: You qualify for multiple open positions and need to tailor your resume for each position. For example, you are an associate at a fintech company and are eligible for two manager-level roles within your organization. Using a Word-based resume allows you to update your resume frequently, without limitations on file size. Make sure you check the submission guidelines carefully before sending in your resume.

  • Applying for jobs via a recruitment portal: Updating your resume or profile information reqgularly can help you appear more often in search results. For example, Naukri.com’s algorithm priortizies profiles with recent activity such as uploading a new resume, updating work experience, education, etc. A Word resume is easier to update compared to PDF.

  • Pitching for work on freelance sites: If you’re a freelancer or consultant, you often need to pitch clients with unique needs and requirements. This means you may have to customize your portfolio, resume and profile details frequently. Word-based resumes are a better bet as they can be customized quickly with minimal formatting changes or easy integration of keywords.

Use a PDF-based resume if:

  • Applying directly via a company website or replying to a LinkedIn job posting: A PDF-based resume reflects confidence. It shows that you have understood the job requirements and consider yourself a good fit for the role.

  • You’re required to add a photograph to your resume: Depending on the industry, you may be required to include a photo on your resume. PDF does a better job of locking down photo position, quality, size and alignment. This gives your resume a professional appearance, across devices.

  • You suspect ATS is rejecting your resume due to formatting issues: If you’ve been struggling to get interviews, it’s possible that existing resume has formatting issues. PDF-based resumes are known to get higher scores in ATS screening. This means that your chances of getting through successfully are higher with a PDF-based resume.

Pro Tip: When filling out applications, upload both PDF and Word-based versions of your resume. This can overcome ATS screening barriers and get through to the HR interview round.

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