The best file format for a resume

Popular Resume File Formats

PDF (Portable Document Format)

Pros:

• Consistency: Maintains formatting across different devices and operating systems
• Professional Appearance: Appears polished and professional
• Security: Can be password-protected
• Preserves fonts, images, and layouts exactly as designed
• Cannot be easily altered by recipients

Cons:

• Some older Applicant Tracking Systems (ATS) may have difficulty parsing PDF files

When to Use: Ideal for direct submissions to hiring managers and when you want to ensure formatting remains intact.

Microsoft Word (.doc or .docx)

Pros:

• Widely accepted in most workplaces
• Easily editable for notes or comments
• Compatible with most ATS systems
• Good for quick updates between applications

Cons:

• Formatting issues between different versions or operating systems
• Potential security concerns with viruses

When to Use: Use when specifically requested by employers or when applying through ATS systems.

Plain Text (.txt)

Pros:

• Highly ATS-friendly
• No formatting issues
• Perfect for online application systems
• Works well for email body text

Cons:

• Lacks visual appeal
• Limited formatting capabilities
• Cannot include tables or bullet points

Best Practices for File Naming

Use clear, professional naming conventions:

FirstName-LastName-Resume.pdf

or

LastName-FirstName-Position-Resume.pdf

Format Compatibility with ATS

For optimal ATS compatibility:

1. Use standard fonts (Arial, Calibri, Times New Roman)
2. Avoid tables and text boxes
3. Minimize graphics and special characters
4. Use standard headings
5. Include both spelled-out and acronym versions of important terms

Special Situations

Portfolio-Based Positions

For creative roles, consider:

• Interactive PDF with portfolio links
• Personal website URL
• Digital portfolio platforms

International Applications

When applying internationally:

• Check country-specific format preferences
• Consider including international date formats
• Be aware of A4 vs. Letter size standards

File Size Considerations

Keep your resume file size manageable:

• Aim for under 1MB
• Optimize images if included
• Use online PDF compressors if necessary

Choosing the Right Format

Consider these factors when selecting a format:

• Employer's specific instructions
• ATS compatibility requirements
• Professional appearance needs
• Need for editing capability

"The best format is the one that makes your resume most accessible to the hiring manager while maintaining its professional appearance."

Final Recommendations

For most situations, follow this priority list:

1. PDF (primary choice)
2. Word document (when requested)
3. Google Docs (for collaboration)
4. Plain text (for specific systems)

Always test your resume by:

• Opening it on different devices
• Viewing it in different applications
• Checking for formatting consistency
• Verifying all links work (if included)

For more information about resume formatting, visit Resume.com's Format Guide, LinkedIn's Resume Tips, The Balance Careers, or the Purdue Online Writing Lab.