Resume File Formats: PDF, Word or Plain Text?
The right file format keeps your resume looking the way you designed it and readable by the systems that process it. Here is when to use each one.
Your resume content matters most, but the file format decides whether it arrives intact. A resume that looks perfect on your screen can lose its layout in another program, or become unreadable to an applicant tracking system if it was saved as an image.
Quick comparison
| Format | Best for | Pros | Cons |
|---|---|---|---|
| Most applications and email | Layout stays the same everywhere; widely accepted | Harder for recipients to edit; image-only PDFs cannot be read | |
| Word (DOCX) | When the employer or recruiter requests it | Editable; read well by most systems | Layout may shift on other devices or programs |
| Plain text (TXT) | Pasting into online forms | Readable by any system | No formatting at all |
When to use PDF
Use a PDF by default. It preserves fonts, spacing and page breaks, so the recruiter sees exactly what you designed. Make sure it is a text-based PDF, created by exporting from a builder or word processor, not by scanning a printed page. You should be able to select and copy the text.
When to use Word (DOCX)
Send a DOCX when the job posting or a recruiter asks for one. Recruitment agencies sometimes want an editable file to add their own branding. Before you send it, open the file on another computer or in a different program if you can, to check the layout.
When to use plain text
Some online application forms ask you to paste your resume into a text box. Use a plain text version so the formatting does not turn into odd symbols. Check the spacing after pasting.
How to name your resume file
- Include your name:
jane-smith-resume.pdf - Add the role if you send several versions:
jane-smith-resume-project-manager.pdf - Avoid names like
resume-final-v3.pdfordocument1.docx - Use letters, numbers and hyphens; avoid special characters
How to check your file
- Open the file and select all text. If nothing highlights, it is an image and needs to be re-exported
- Paste the text into a plain text editor. The order should make sense
- Check that links work
- Check the file size. Most resumes are well under 1 MB; very large files usually contain big images
The ATS Resume Checker includes an ATS text preview showing the plain text a system is likely to extract from your resume.
Download formats in CVCraftHub
The resume builder lets you download your resume as:
- PDF: text-based with working links, named after you, such as
jane-smith-resume.pdf. If direct download ever fails, use Print / Save as PDF - DOCX: an editable Word document with a simple, single-column structure
- TXT: plain text for pasting into application forms
- Backup (JSON): a file you can import later to continue editing on another device
Put this into practice: build your resume free with ATS-friendly templates. No signup required.
Build My Resume — FreeFrequently asked questions
Is PDF or Word better for applicant tracking systems?
Most modern systems read text-based PDFs and DOCX files well. Follow the employer's instructions. If none are given, a text-based PDF is a safe default.
Can I send my resume as a Google Docs link?
It is better to attach a file. Links can have permission problems and some employers do not open them.
Should I send a resume as a JPG or PNG?
No. Images cannot be searched or read by applicant tracking systems.
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