3 min read
PDF vs DOCX: which resume format should you use?
The file format you submit your resume in affects whether it parses correctly in ATS software and whether it looks right when a recruiter opens it. Here is when to use each one.
When to use PDF
PDF is the safer default in most situations. It preserves your formatting exactly as you designed it: fonts, spacing, columns, and layout stay intact across every device and operating system. When a recruiter opens your PDF, it looks the same as when you exported it.
Use PDF when: the job posting does not specify a format, you are submitting through an online application portal, you are emailing the resume directly to a recruiter, or your resume has any multi-column layout, custom fonts, or design elements that would break in Word.
When to use DOCX
Some companies and staffing agencies explicitly ask for a DOCX file. There are two main reasons: they want to add their own header or branding before forwarding your resume to a client, or their ATS parses Word documents more reliably than PDFs.
Use DOCX when: the job posting specifically requests a Word document, a recruiter at a staffing agency asks for it, or the company uses an older ATS system that is known to have trouble with PDFs.
How ATS systems handle each format
Modern ATS platforms handle both PDF and DOCX reasonably well, but with caveats. PDFs generated from design tools like Canva or Adobe InDesign often parse poorly because the text is embedded as part of a graphic rather than as searchable characters. Simple, text-based PDFs (exported from Word, Google Docs, or a tool like Forte) parse much more reliably.
DOCX files parse well in most systems, but complex formatting like tables, text boxes, headers, and footers can confuse parsers. A clean single-column DOCX with standard section headings is safer than a highly designed one.
The safest approach
Keep a clean, ATS-friendly version of your resume in both formats. Export from the same source so the content is identical. If the job posting says nothing about format, send a PDF. If you are working with a recruiter, ask what they prefer.
Forte exports both PDF and DOCX from the same tailored resume. The PDF is designed for direct applications; the DOCX is there when a recruiter or portal specifically needs it. Both are formatted to parse cleanly in standard ATS systems.
You can try resume tailoring to see both export options after your resume is tailored.