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Why Your Resume Should Be a PDF
When applying for a job online, present yourself with professionalism. A PDF keeps your layout exactly the way you designed it: spacing, fonts, margins, and everything else. That means:
- Your resume looks the same on every device.
- Employers won’t see broken formatting.
- ATS (applicant tracking system) software can parse your resume.
Unless a job posting specifically asks for a Word or other type of file, PDF is the safest choice for submitting your resume for a job.
PDF vs. Word: Why It Matters
Word files (.doc/.docx) can look different depending on:
- The version of Word the employer uses
- Whether they use Google Docs, LibreOffice, WPS, etc.
- Mac vs. Windows differences
- Available fonts and spacing settings
If your formatting breaks, your resume may look messy or unreadable — and that can hurt your chances of getting hired, as a hiring manager will have a hard time understanding your experience.
PDFs, on the other hand, keep the layout intact no matter what software is used.
Understanding ATS (Applicant Tracking Systems)
Many employers use ATS tools to scan and sort hundreds of resumes they receive for a position. ATS systems:
- Read your work history, skills, and education
- Look for keywords the employer wants
- Filter out unqualified applicants before a human ever sees the resume
Hiring managers can then filter applicants based on the criteria for a position. Companies don’t have to disclose whether or not they use an ATS, so you may as well always have your resume ATS-optimized to improve your chances of getting through the application.
To help an ATS read your resume:
- Submit a PDF (unless otherwise requested).
- Make sure your text is selectable (not an image).
- Run your resume through an online ATS checker to make sure your experience is legible.
What to Include in Your Resume
Most resumes use a simple structure, so both recruiters and ATS software can scan them quickly.
Identification
- Name
- Phone number
- City/state
Expect employers to Google you, so keep your online presence clean. Recruiters and hiring managers will look at your LinkedIn, Instagram, and any other public social media if they’re interested in hiring you.
Education
- School or program name
- Years attended
- Degrees, certifications
- Optional when relevant: GPA, major/minor
Experience
- Job title
- Company
- Dates of employment
- Key responsibilities and accomplishments
Include roles that highlight transferable skills, even if they aren’t in the same industry. If you have a lot of experience in one area, try to think about how some of the things you know could apply to the position you’re applying for.
Skills
Hard skills, such as:
- Software or application knowledge
- Trainings (e.g., graphic design, project management)
- Languages
- Methods or frameworks (e.g., Agile, Six Sigma)
ATS systems look for keyword matches here, so list skills clearly. If a skill is listed in a job posting and you have it, ensure that it’s on your resume.
Soft skills, such as:
- Written and verbal communication
- Collaboration
- Problem-solving
- Time management
- Adaptability
- Attention to detail
Be prepared to speak to specific examples of your soft skills when you are interviewed. In other words, don’t just include those soft skills because the job posting mentioned them. Make sure you can speak to, “Tell me an example of a time when you showed attention to detail…”
Resume Formatting Tips
A clean, readable resume works best for both humans and ATS scanners.
Avoid images
ATS software can’t interpret photos, icons, charts, or graphics. It’s nice to have a photo of yourself on your resume, but this can break formatting. Not always necessary!
Use standard fonts
Stick with easy-to-read fonts that everyone has on their devices:
- Arial
- Calibri
- Helvetica
- Times New Roman
- Verdana
Don’t rely on fancy formatting
PDFs preserve layout, but extreme formatting (excess columns, text boxes, graphics) can confuse ATS systems. You may find your skills being listed under a job description, for example. Keep formatting simple.
Proofread everything
Typos can cost you interviews. Have someone else look it over, too. Run it through an AI tool like ChatGPT, Gemini, or Claude to check for misspellings, grammatical errors and other potential issues.
If you need layout ideas, check the sample resume database on Indeed.com. If possible, search for resumes of people in the same field or who have the job title you’re aiming for. Ask a mentor or professional for industry-specific tips on resume formats for your position.
How to Convert Your Resume to a PDF
If you’re using a document editor (Word, Google Docs, Pages, etc.):
- Open your completed resume.
- Go to File → Save as or Download as.
- Choose PDF.
- Save the file to your computer.
If your editor won’t export as PDF:
You can still convert it using a tool like PDF.live:
- Head over to the PDF.Live Word to PDF converter
- Upload your .doc/.docx
- Download the converted PDF
To edit your PDF afterward, use either the original document editor or PDF.live’s online PDF editor. We recommend making all of your tweaks to the original document rather than the PDF version. When you print or save your document as a PDF, it should be considered finalized and ready for submission.