Should your CV be a Word document or PDF file?

After hours of writing and revising your CV, you're finally ready to apply for that dream job. But before you click “send,” there's one more thing to consider: the file format for your CV. Especially when the job listing doesn't specify a file format to use, which one do you send – the Word (.doc or .docx) or PDF (.pdf) file? Let our list of pros and cons of each help you decide.

CV file format 1: Word document (.doc or .docx)

Emailing your CV as a Word .doc or .docx file is among the most popular choices for many candidates and hiring companies. It's the default file format for CVs, as basically everyone can open and read a Word document, which means the recipient's likelihood of receiving and accessing your CV is high.

Advantages of sending your CV as a Word document

Here are the advantages of using the Word file format for your CV:

  • Industry-standard format. A Word document is the standard and most popular file format for CVs, ensuring compatibility with the expectations of recruiters and hiring managers.

  • Universal ATS compatibility. All applicant tracking systems (ATS) can read Word documents without compatibility issues, maximising the chances of your CV being properly processed and considered for the job.

  • Efficient storage. Word documents typically take up less storage space compared to PDF files when compressed, making it easier for hiring managers to store multiple CVs without consuming excessive storage space.

Disadvantages of sending your CV as a Word document

Here are the disadvantages of using the Word file format for your CV:

  • Cross-platform formatting risks. Word documents may display minor formatting differences between Mac and PC versions. If a recruiter opens your CV on a different operating system, this could disrupt the layout and impact the presentation of your CV.

  • Compatibility concerns. Different versions of Microsoft Word or other Word processing software may not render your CV accurately, leading to unintended formatting changes or errors in appearance.

  • Security risks. Word files are more susceptible to viruses or malware compared to PDFs, posing a potential security risk to both your personal information and the recipient's system.

How to save your CV as a Word document

To save your CV as a Word document, go to File > Save As, choose your file location, and click Save. By default, the file should be a .doc or .docx file.

If you're using Google Docs, select File > Download > Microsoft Word (.docx). Then name the file, pick a location to save it, and click Save.

CV file format 2: PDF (.pdf)

Along with Word files, Adobe .pdf files are a common file format option for a CV. PDFs are a great choice for several reasons. Most notably, they eliminate the risk of sending a virus-infected file. They also preserve your formatting so that the recipient will receive your CV exactly as you saved it. 

However, PDFs also have their faults, mainly due to their lack of compatibility with some ATS. 

Advantages of sending your CV as a PDF

Here are the advantages of using the PDF file format for your CV:

  • Cross-platform compatibility. PDF documents are compatible with both Mac and PC operating systems, ensuring your CV can be easily viewed by prospective employers regardless of the device they use.

  • Enhanced security: Sending a PDF eliminates the risk of viruses, safeguarding your personal information and the integrity of your application.

  • Preservation of formatting: Saving your CV as a PDF file ensures that the formatting stays as it was intended. It also prevents any unauthorised changes to the document, maintaining its professional presentation during the application process.

Disadvantages of sending your CV as a PDF

Here are the disadvantages of using the PDF file format for your CV:

  • ATS compatibility concerns. Some ATS cannot read documents in Adobe .pdf file format. If your CV is in PDF and the ATS cannot parse it, there's a risk it might not reach the recruiter, limiting your opportunities.

  • Limited editability. Sometimes, hiring managers like to annotate CVs while reviewing them to aid candidate selection. However, editing a PDF can be trickier than a Word file, making it harder for hiring managers to do their job.

How to save your CV as a PDF

To save your CV as a PDF from Word, select File > Save As and choose your file location. In the Save As Type list, select PDF and click Save.

If you're using Google Docs, select File > Download > PDF document (.pdf) > Export. Then name the file, pick a location to save it, and click Save.

What's the best file format for a CV?

At TopCV, we recommend saving your CV as a Word (.doc or .docx) file. Word documents can be opened, edited, and read easily by both hiring managers and an ATS. They're familiar and more common in the workplace than a PDF. 

Expert tip: Use widely available fonts to ensure that your .doc or .docx CV can be opened and read across a variety of devices and operating systems.

How about a PDF? While a PDF file might look more polished because the formatting is locked, an ATS may struggle to read it. The potential for issues with the ATS makes submitting a PDF a gamble that's likely not worth taking. However, not all companies use this software. If you happen to know that your CV will go directly to human eyes, the PDF file format for your CV remains to be a viable option.

Expert tip: If you do need to send your CV in .pdf format, keep its content optimised for possible ATS parsing by ensuring a clean, keyword-rich layout.

Choosing a CV file name

Another, often overlooked, detail regarding saving your CV is the file name. This is something that the hiring manager will see regardless of the file format you've chosen for your CV. So make sure to use a clear and professional one.

Avoid generic names like “cv.doc” or “updatedcv2.doc”. Instead, include your name in your CV to make it easy to identify. We recommend structuring it as “firstname_lastname_CV” or “firstname_lastname_CV_vacancy-job-title.” 

So you've figured out the right file type, but how's your CV itself? Submit it for a free CV critique and maximise your job search success.

This article was originally written by Rikki Winner and has been updated by Laura Slingo. 

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