Sending a resume in the wrong file format might seem like a minor detail, but it can make the difference between getting an interview or being overlooked. With so many options available—PDF, Word, RTF, and more—how do you know which resume file type to choose? This guide breaks down everything you need to know about selecting the best file format for your resume in 2024.
Understanding Resume File Formats: PDF vs. Word vs. Others
The battle between PDF vs Word resume formats continues to dominate discussions among job seekers, and for good reason. Each format offers distinct advantages depending on your situation:
- PDF (.pdf): Preserves design integrity and formatting across all devices
- Microsoft Word (.docx): Widely accepted by Applicant Tracking Systems (ATS)
- Rich Text Format (.rtf): Compatible with most word processors
- Plain Text (.txt): Stripped-down format for online application systems
According to research, over 95% of Fortune 500 companies use ATS software to screen candidates, with Word documents being the most reliably parsed format. While preferences vary by industry and region, understanding format compatibility is crucial for getting your resume past the initial screening.
PDF: When to Use It and When to Avoid It
PDF resumes offer several compelling advantages:
- Formatting remains consistent regardless of who opens it
- Appears professional and polished
- Cannot be accidentally edited by recipients
- Works across all operating systems and devices
However, PDFs aren’t always the ideal choice. Avoid using this format when:
- Applying through older ATS systems that struggle with PDF parsing
- Using complex designs with text overlaid on images
- The job posting specifically requests another format
About 15% of ATS systems struggle with PDF parsing, particularly with older systems or when the PDF contains design elements that interfere with text recognition. If you’re set on using PDF, ensure it’s properly optimized with searchable text (not images of text).
PDF works best for roles in graphic design, academia, or when applying directly to human recruiters where format preservation is critical.
Word Documents (DOCX): Advantages and Limitations
Microsoft Word’s .docx format has become the standard for many recruiters and hiring managers for several reasons:
- Universal ATS acceptance: Supported by virtually all tracking systems
- Easy customization: Allows quick tailoring for different positions
- Recruiter-friendly: Enables hiring managers to add notes and comments
According to industry data, approximately 82% of recruiters prefer .DOCX files for resume submissions. This preference stems partly from the ability to easily annotate and edit these documents during the review process.
The main limitations of Word resumes include potential formatting inconsistencies when opened with different software versions and the possibility that content could be accidentally altered. To minimize these risks, stick with standard fonts and avoid complex formatting elements.
Alternative Formats: When to Consider Them
While PDF and Word dominate the resume landscape, other formats serve specific purposes:
| Format | Best Use Case | Potential Issues |
|---|---|---|
| .RTF | Legacy systems and universal compatibility | Limited formatting options |
| .TXT | Online application forms requiring plain text | No formatting whatsoever |
| Google Docs | Collaborative editing and sharing | Should be exported to PDF/DOCX before submission |
Avoid using image-based formats like JPEG or PNG for resumes, as they fail ATS scans approximately 78% of the time according to resume formatting experts.
For specialized fields, consider industry-specific formats. For example, programmers might benefit from a GitHub profile link, while designers could include a portfolio URL alongside a traditional resume.
File Naming Conventions and Size Considerations
How you name your resume file matters almost as much as the format. Follow these professional naming conventions:
- Use
FirstName_LastName_Resume.docxformat (US) - Or
LastName_FirstName_CV.pdfformat (UK) - Include the position if applying to multiple roles at the same company:
Smith_John_Marketing_Resume.pdf
Keep your file size under 4MB to avoid email filters and ATS rejection. If your resume includes images or graphics, compress them to 150dpi to maintain quality while reducing file size.
Avoid generic names like “Resume.docx” or “CV.pdf” which make your file difficult to find and appear unprofessional to recruiters handling hundreds of applications.
Final Recommendations and Best Practices
Based on current industry standards and ATS requirements, here are our recommendations for what file type should a resume be:
- Default to Word (.docx) unless specifically instructed otherwise in the job posting
- Keep a PDF version ready for situations where formatting preservation is critical
- Always check the job description for specific file format requirements
- Test your resume’s ATS compatibility using online tools like ResuFit‘s free resume analyzer
For maximum success, maintain both an ATS-optimized Word document and a visually appealing PDF. ResuFit‘s resume builder automatically creates both formats, ensuring your resume passes ATS systems while still looking professional when it reaches human eyes.
Rather than guessing which format works best, many job seekers now use specialized tools like ResuFit that optimize resumes for ATS compatibility while maintaining professional design standards. This approach ensures your resume maintains the perfect balance between machine readability and visual appeal.
Remember that even the best-formatted resume needs strong content. Focus on tailoring your skills and experiences to each position while following the appropriate formatting guidelines for your industry and the specific application requirements.
By choosing the right resume format and file type, you’ll maximize your chances of getting past the initial screening and into the interview chair.