When applying for jobs in today’s competitive market, getting past the initial applicant tracking system (ATS) screening is your first major hurdle. Many job seekers wonder whether submitting their resume as a PDF might harm their chances. Let’s clear up the confusion and provide actionable advice on creating ATS-friendly PDF resumes.
How Modern ATS Systems Process PDF Resumes
The good news is that most modern ATS systems can effectively read and parse text-based PDF resumes. According to Teal HQ’s 2025 analysis, today’s sophisticated applicant tracking systems use optical character recognition (OCR) technology to extract keywords, skills, and work history from PDF documents.
In fact, approximately 90% of Fortune 500 companies now use ATS platforms capable of analyzing PDFs properly, provided they follow certain formatting best practices. These systems have evolved significantly over the past decade, moving beyond the limitations of older software that struggled with PDF processing.
However, not all PDFs are created equal from an ATS perspective. While the file format itself isn’t necessarily problematic, how you create and format your PDF resume makes all the difference in whether an ATS can read your PDF resume effectively.
Common PDF Issues That Cause ATS Problems
Despite improvements in ATS technology, certain PDF issues can still prevent your resume from being properly processed:
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Image-based PDFs: Scanned resumes or PDFs created from images are often completely unreadable to ATS systems. The OCR technology simply can’t extract text data from what it sees as an image.
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Complex formatting: Excessive use of tables, columns, text boxes, and graphics can confuse ATS systems and cause them to misread or completely miss important information. According to Jobscan’s 2025 guide, even modern ATS systems can struggle with overly designed resumes.
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Non-standard fonts and headers/footers: Custom or uncommon fonts may not be recognized, and information placed in headers or footers is frequently overlooked by ATS systems.
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Missing keywords: Even with perfect formatting, if your resume lacks the specific keywords from the job description, it won’t rank highly in ATS evaluations. This is true regardless of file format, as noted by Enhancv’s ATS insights.
When crafting your application materials, remember that beating hiring software requires understanding not just the file format but also the content optimization strategies that help your resume pass through automated screening.
PDF vs. Other File Formats: What’s Best For ATS?
When comparing PDFs to other common formats like Word (.docx), each has its advantages and disadvantages:
| Factor | Word (.docx) | |
|---|---|---|
| Formatting | Preserves layout across devices | May shift on different screens |
| ATS Compatibility | Works with modern systems | Universal compatibility |
| Editability | Read-only (prevents accidental edits) | Easily editable by hiring teams |
| Best For | Tech, creative, or senior roles | Industries using legacy ATS systems |
Teal HQ recommends PDFs for most applicants due to formatting consistency, while Word documents might be preferable for roles at smaller companies or in industries that use outdated HR technology.
The key takeaway is that file format matters less than proper formatting and keyword optimization. An ATS-friendly resume generator like ResuFit can help ensure your resume passes through these systems regardless of format.
How to Create an ATS-Friendly PDF Resume
Essential Technical Considerations
To maximize your PDF resume’s ATS compatibility:
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Use standard section headings: Stick with conventional headings like “Work Experience,” “Skills,” and “Education” to improve parsing accuracy, as recommended by Indeed’s template guide.
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Avoid graphics and charts: Replace visual elements with bullet points that quantify your achievements instead.
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Choose standard fonts: Use widely recognized fonts like Arial, Calibri, or Times New Roman to ensure readability.
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Create a text-based PDF: Always generate your PDF directly from a text program (like Word or Google Docs) rather than scanning a printed document.
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Use a clean, single-column layout: While dual-column resumes look attractive, they can confuse ATS systems. A simple single-column format is safest for ATS-friendly resumes.
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Avoid text boxes and tables: These elements often cause parsing errors even in sophisticated systems.
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Skip headers and footers: Place all important information in the main body of the document.
Tools like ResuFit can automatically optimize your resume’s format for ATS compatibility while maintaining a professional appearance that will impress human reviewers once you pass the initial screening.
Testing Your PDF Resume
Before submitting applications, verify that your PDF resume is ATS-friendly:
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Use the copy/paste test: Copy all text from your PDF and paste it into a plain text document. If information is missing or appears out of order, an ATS may experience similar issues.
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Try an ATS simulator: Services like Teal’s ATS Resume Checker can simulate how applicant tracking systems will process your document.
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Check for keyword optimization: Ensure your resume contains the key terms from the job description, as does ATS score matter significantly in determining which candidates advance in the hiring process.
If your PDF fails these tests, consider reformatting or using ResuFit to create an optimized version before applying.
Expert Recommendations for Different Situations
Industry experts provide the following guidance for specific scenarios:
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Default to PDF unless the job posting specifically requests Word format, as recommended by Teal HQ’s YouTube guidance.
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Submit Word files for government positions or industries known to use older HR technologies.
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Always check application instructions: Approximately 12% of U.S. job postings explicitly request Word files for internal editing purposes, according to Resume.io’s 2025 data.
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Creative professionals: Even in creative fields, maintain a cleanly formatted PDF for ATS submissions, saving your portfolio-style resume for in-person interviews or as a supplemental document.
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Online application systems: When uploading to company portals or free applicant tracking software systems, PDF is generally the safer choice.
Understanding how the best applicant tracking systems work can give you valuable insight into optimizing your application strategy.
Conclusion
Modern ATS systems can generally handle PDF resumes effectively, provided they’re properly formatted and keyword-optimized. The format itself matters less than ensuring your resume is text-based, cleanly structured, and contains the relevant keywords from the job description.
By following the guidelines in this article and using tools like ResuFit to optimize your resume, you can confidently submit PDF applications knowing they’ll make it through the ATS screening and into the hands of human recruiters.
Remember that while passing the ATS is your first challenge, your resume still needs to impress the hiring manager once it reaches human eyes. Strike the right balance between ATS optimization and compelling content to maximize your chances of landing that interview.