How ATS Handles PDF vs DOCX: Which Format Should You Use?
The file format you choose for your resume directly impacts how well the ATS can extract and parse your information. DOCX and PDF are the two most common formats, but they're parsed through fundamentally different processes. Choosing the right format can mean the difference between a perfectly parsed resume and one where your information is scrambled or lost.
DOCX: The Safer Choice for ATS
DOCX files are built on the Open XML format, which stores document content as structured XML data. This structure gives the ATS parser clear signals about text content, formatting hierarchy, paragraph breaks, and list items.
Because the content is stored in a predictable XML structure, DOCX files parse reliably across virtually all ATS platforms. The parser can accurately identify headings, body text, and list items from the XML tags without needing to interpret visual layout.
The main disadvantage of DOCX is that it can render differently across devices and Word versions. The resume you see in Microsoft Word 2019 might look slightly different in Word 2021 or LibreOffice. However, since the ATS doesn't care about visual appearance—only data extraction—this inconsistency doesn't affect ATS performance.
PDF: Beautiful but Risky
PDF files preserve visual appearance perfectly across all devices and systems, which is why many candidates prefer them. However, PDFs store text as positioned characters rather than structured document content, making parsing more complex and error-prone.
The parsing quality of a PDF depends entirely on how it was created. PDFs exported from Microsoft Word or Google Docs typically contain a clean text layer and parse reasonably well. PDFs created from design tools like Canva, Adobe InDesign, or Figma may embed text as vector graphics, making extraction unreliable.
Scanned PDFs (images of paper documents) have no text layer at all. While some ATS platforms use OCR to extract text from images, OCR accuracy is typically 70-85% and can introduce errors. Never submit a scanned resume to an ATS.
| Feature | DOCX | |
|---|---|---|
| Parsing reliability | High (90-95%) | Variable (50-95%) |
| Cross-device appearance | May vary slightly | Identical everywhere |
| Complex layout support | Moderate | Full |
| ATS compatibility | Excellent across all platforms | Good for most, poor for some |
| File size | Usually smaller | Can be larger with graphics |
| Editability | Easy to edit | Harder to edit |
When to Use Each Format
Use DOCX as your default format for ATS submissions unless the job posting specifically requests PDF. DOCX is the safest choice across all ATS platforms and parsing engines.
Use PDF when: the job posting specifically asks for PDF, you're emailing directly to a hiring manager (bypassing ATS), or you're uploading to a portfolio site where visual presentation matters. When using PDF, always create it from a word processor, not a design tool.
Some career experts recommend having both versions ready: a DOCX for ATS submissions and a PDF for direct emails, career fairs, and networking events where visual impression matters.
How to Create ATS-Friendly PDFs
If you need to submit a PDF, follow these steps to ensure it's ATS-friendly. Start by creating your resume in a word processor (Microsoft Word, Google Docs, or LibreOffice Writer) using a simple, single-column layout.
When exporting to PDF, use the built-in 'Save as PDF' or 'Export to PDF' function in your word processor. This creates a PDF with a proper text layer. Avoid using 'Print to PDF,' which may create an image-based PDF on some systems.
After creating the PDF, test it by opening it and trying to select and copy text. If you can select individual words and lines, the text layer is intact. If clicking selects the entire page as one object, the text is likely embedded as an image.
Pro Tips
Default to DOCX for all ATS submissions unless the posting explicitly requires PDF
If submitting PDF, create it by exporting from Word or Google Docs—never from Canva, InDesign, or by scanning
Test your PDF by trying to select and copy text—if you can't select individual words, the ATS can't either
Keep a DOCX version for ATS applications and a PDF version for direct emails and networking
Name your file professionally: 'FirstName_LastName_Resume.docx' or 'FirstName_LastName_Resume.pdf'
Common Mistakes to Avoid
Submitting a Canva-designed PDF that looks beautiful but has no extractable text for the ATS
Using 'Print to PDF' instead of 'Save as PDF,' which can create image-based PDFs
Submitting a scanned paper resume as a PDF without OCR processing
Assuming PDF is always better because it 'looks the same everywhere'—ATS doesn't care about looks
Frequently Asked Questions
Is DOCX or PDF better for ATS?
Can ATS read Google Docs files?
What about RTF or TXT formats?
Does file size affect ATS processing?
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