PDF is the safe default for most applications. It keeps your layout, fonts and spacing exactly as you designed them, and every recruiter can open it. Word has its place too — mainly when someone specifically asks for it. Here is how to choose without overthinking it.
PDF is the default for a reason
Send your CV as a PDF unless you are told otherwise. A PDF looks the same whether it is opened on a laptop, a phone, or printed out for a panel interview. Margins do not shift, fonts do not substitute themselves for something ugly, and your careful formatting stays exactly as you left it. That consistency matters more than people think — a Word document can render differently depending on the software and fonts installed on the other end.
The PDF-and-ATS myth
There is a persistent claim that applicant tracking systems cannot read PDFs. This was true of some older systems years ago, but it is not a fair description of how modern ATS platforms behave. Most current systems parse text-based PDFs perfectly well, extracting your name, dates, job titles and skills just as they would from a Word file. The problems people run into are usually not about PDF versus Word at all — they are about how the PDF was made.
When a PDF actually causes trouble
A PDF becomes hard to parse when it is built from a scanned image rather than real text, when it is exported from unusual design software that embeds text as graphics, or when it uses a heavily columned, graphics-driven layout that confuses text extraction. Avoid these and a standard PDF exported from Word or Google Docs will read cleanly in almost any system.
When you should send Word instead
Give Word (.docx) when it is specifically requested. Some recruitment agencies and older internal portals ask for a Word document so they can edit or reformat it onto their own template before sending it to a client — that is a normal part of how agency recruitment works, not a red flag. If a job advert or application form says "Word format only," follow it. When in doubt and nothing is specified, PDF remains the safer choice.
Formats to avoid
Steer clear of .doc (the old pre-2007 Word format), .pages (Apple's format, which most UK employers cannot open), .odt, .rtf, or anything unusual. Stick to .pdf or .docx and you will be compatible with virtually every system and every reader.
Name the file properly
Whatever format you use, name the file clearly: Firstname_Surname_CV.pdf. Recruiters and hiring managers often handle dozens of CVs at once, frequently saved into one folder — "CV final v3" or "document1" gets lost or overwritten. A clear, consistent file name is a small courtesy that makes you easier to shortlist.
Keep a master copy in Word
Even if you send PDFs, keep your working master in Word (or Google Docs). It is far easier to edit, tailor and update than a PDF. Make your changes there for each application, then export a fresh, clean PDF to send. That way you always have an editable original and a polished, locked-down version to submit.
Common questions
Should I send my CV as a PDF or Word document?
PDF, unless the application specifically asks for Word. A PDF keeps your formatting exactly as you designed it and opens the same way on every device. Only switch to Word if a recruiter, portal or job advert requests it.
Do PDFs cause problems with ATS software?
Modern ATS platforms read text-based PDFs without issue. Problems only arise with PDFs made from scanned images or unusual design software. Export a standard, text-based PDF from Word or Google Docs and it will parse correctly.
What file name should I use for my CV?
Use your full name and the word CV, for example Firstname_Surname_CV.pdf. Avoid vague names like 'CV final v3' or 'document1' — recruiters handle dozens of files and a clear name makes yours easy to find again.