Send a branded, text-based PDF to clients. Send Word (.docx) only when the employer ATS or application portal explicitly requires it. That one rule covers almost every case, because a text-based PDF locks your layout and agency branding so the client sees the document exactly as you built it.
The rest of this guide breaks the rule down by situation, so you know exactly which format to send to a client, to an ATS, and to the candidate.
Key takeaways
- Send a branded, text-based PDF to clients by default. It locks your layout and branding, and it looks identical on any device.
- Send Word (.docx) only when the employer ATS or application portal explicitly requires it, or when the client tells you they want to edit the file. Their stated format always beats your default.
- As of 2026, most modern applicant tracking systems read text from both PDF and Word. Format is rarely the blocker now. The failure cases that remain are scanned or image PDFs and heavy multi-column layouts.
- Send an editable Word file to a candidate when you want them to update it; send a locked PDF when it is the final version. Keep both an export-ready PDF and an editable .docx master of every CV.
Why the format matters
The format you choose decides two things: whether your branding survives, and whether an automated parser can read the CV at all. Both matter because large employers commonly screen a CV with software before a human ever opens it. When you send a candidate into a big corporate process, that CV is usually parsed first. Pick the wrong format, or send a scanned image instead of selectable text, and a strong candidate can drop out of the search before anyone reads a word.
Which format for each situation
The decision is easier when you split it by where the CV is going. Here is the rule for the three cases you meet most: emailing a client, uploading to an ATS or portal, and sending the CV to the candidate.
| Situation | Send this | Why |
|---|---|---|
| Emailing a CV to a client or hiring manager | Text-based PDF | Locks your branding and layout, and looks identical on any device. |
| Uploading to a client ATS or application portal | Whatever the portal states; a text-based PDF if it gives no preference | The stated format always wins. A text PDF parses in most modern systems, and .docx is the safe fallback when Word is required. |
| Sending to the candidate to review or update | Editable Word (.docx) | The candidate can make changes. Send a locked PDF instead if it is the final version they keep. |
ATS compatibility in 2026
As of 2026, most modern applicant tracking systems read text from both PDF and Word files, so the file type itself is rarely the blocker. Two edge cases still cause trouble. First, a scanned or image PDF: systems without OCR read nothing from it, so never rely on it. Second, heavy multi-column designs, text boxes, tables and graphics, which confuse parsers in either format. A clean, single-column, text-based PDF parses reliably in most systems, and a .docx is a safe fallback when a portal specifically asks for Word.
For more on how parsers read a CV and why layout matters more than file type, see our guide to ATS-friendly CV formatting for recruitment agencies and how CV parsing works for recruiters.
PDF vs Word at a glance
| Dimension | Word (.docx) | |
|---|---|---|
| Branding and layout lock | Locks your layout. Columns, fonts, spacing and your agency header stay exactly as you set them. | The client can change anything. Layout can also shift on their machine if they do not have your fonts. |
| Editability by the client | Hard to edit. Good when you want the CV presented as-is. | Easy to edit. The client can add notes or paste into their own template, but can also remove your branding. |
| How ATS and parsers handle it | Most modern ATS read a text-based PDF fine. A scanned or image PDF is unreliable, since parsers without OCR read nothing from it. | Widely parsed, and some older systems handle its heading and style structure more predictably. A safe fallback for an unknown system. |
| Corporate portals and ATS uploads | Accepted in most setups if the PDF is text-based. Export from Word or Google Docs, not a scan or design tool. | Accepted by both. Some upload screens name a preferred or required format. Follow whatever is stated there. |
| File integrity across devices | Renders the same on almost any device because fonts and layout are embedded. | Can reflow or substitute fonts on a different machine or Word version. |
| Risk of accidental data leakage | Lower. No tracked changes or hidden edit history travel with a clean export. | Higher. Tracked changes, comments and history can travel with the file if you do not clear them. |
| File size | Usually small for a text CV. Larger if it holds high-resolution images or a scan. | Usually small too. Both are fine for email in normal use. |
When to send each
Send a PDF when
- You are sending the CV straight to a hiring manager or client contact by email and want your branding and layout to hold.
- You want the CV presented exactly as you formatted it, with no edits on the client side.
- You do not know what device or software the client uses and you want it to look identical everywhere.
- The CV is the final version, whether it goes to a client or to the candidate as a record.
- A portal accepts PDF and gives no preference for another format, and your PDF is text-based (selectable text, not a scan).
Send Word (.docx) when
- The client or job posting specifically asks for a Word or .docx file.
- An application portal lists .docx as the preferred or required format. Send whatever the upload screen names.
- The client needs to edit the CV, add internal notes or paste it into their own submission template.
- You are sending the CV to the candidate to review or update themselves.
- The client plans to strip your branding and submit the candidate under their own format (agreed in advance).
How to send a CV in the right format
Step 1: Export a text-based PDF, never a scan
Export straight from your editor or tool so the text stays selectable. Do not print and scan the CV. A scanned image PDF is unreliable: many ATS cannot read it, because only systems with OCR can extract text from an image, and you should never count on that.
Step 2: Keep an editable .docx master
Hold a Word master copy of every CV. If a client or portal asks for .docx later, you can send it in seconds without rebuilding the document.
Step 3: Check the text is selectable
Open the PDF and try to select and copy a line of text. If it highlights as text, a parser can read it reliably. If it acts like an image, re-export it properly.
Step 4: Follow any client or portal instruction first
If the client or the application portal names a format, send that exact format. Their instruction always beats your default preference.
Step 5: Name the file to a clear convention
Use a consistent, professional name like Candidate-Name_Role_YourAgency.pdf. Avoid generic names like CV_final2.pdf so the client can find and file it easily.
Common format mistakes to avoid
Sending a scanned or image PDF
A CV that was printed and scanned, or exported as an image, looks fine to a human but is unreliable for a parser. Systems without OCR read nothing from it, so the candidate can drop out of the search. Always send a text-based PDF where the text can be selected.
Ignoring the portal or client instruction
If Workday, Taleo or the client asks for .docx and you send a PDF anyway (or the reverse), you risk a failed upload or a poor parse. Read the upload screen or the email and match the format they ask for.
Sending an editable file when you wanted branding to stay
Send a .docx and the client can edit it freely, including removing your agency header and branding before they pass it on. If presentation and attribution matter, send a locked PDF instead.
Leaving tracked changes or comments in a Word file
Internal notes, tracked edits and earlier candidate details can travel inside a .docx. Accept or clear all changes and remove comments before you send, or export to PDF to be safe.
Using complex layouts that parsers struggle with
Heavy multi-column designs, text boxes, tables and graphics can confuse some parsers in either format. A clean, single-column, reverse-chronological layout in a standard font reads reliably whether you send PDF or .docx.
Sending only one format and getting stuck
If you only keep a PDF and a client suddenly needs .docx (or the other way round), you scramble to rebuild it. Keep both an editable master and an export-ready version of every CV.
Frequently asked questions
Should a CV be PDF or Word?
Send a text-based PDF to clients by default, because it locks your layout and branding and looks the same on any device. Send Word (.docx) only when the client asks for it, or when an application portal lists Word as the preferred or required format. The receiver's instruction always beats your default.
Do ATS prefer PDF or Word?
As of 2026, most modern applicant tracking systems read text from both PDF and Word, so the file type is rarely the blocker. The bigger risk is the layout: heavy multi-column designs, text boxes and graphics confuse parsers in both. The safe default is a text-based PDF, switching to .docx only when a posting or portal explicitly asks for Word. Never send a scanned or image PDF, which only systems with OCR can read.
What format do recruiters send CVs in to clients?
Most agencies send a branded, text-based PDF to a direct client contact so the formatting and agency header hold exactly as built. They switch to .docx when a client asks to edit the CV, add internal notes, or paste it into their own submission template, or when a corporate portal requires Word. Keeping both an editable Word master and an export-ready PDF of every CV covers both cases.
Is PDF or Word better for a CV?
Neither is better in every case. A PDF is better when you want presentation and branding to stay fixed and the CV is final. Word is better when the receiver needs to edit the file, or when a system specifically wants .docx. Whichever you pick, keep the layout simple and single-column, because design complexity, not the file type, is the main cause of parsing failures.
Can sending the wrong format hurt a candidate's chances?
Yes, in two ways. A scanned or image PDF looks fine to a person but is unreliable for a parser, because only systems with OCR can read it, so the candidate can vanish from the search. And a Word file you meant to keep branded can be edited freely by the client, who may strip your agency header before passing the CV on. Match the format the client or portal asks for, send selectable-text PDFs, and clear any tracked changes or comments from Word files before sending.
The bottom line
The rule is simple. Send a text-based PDF to a direct client contact when you want your branding and layout to hold, and send a .docx when a client or a corporate portal asks for Word. Keep both versions of every CV, follow any instruction on the upload screen first, and keep your layouts single-column so parsers read them cleanly either way. Get those habits right and the format question stops being a worry.
If you would rather not juggle two files by hand, RefineCV turns a raw candidate CV into a branded, client-ready document and exports it as PDF or DOCX from the same template, so you can send a locked-branding PDF to a hiring manager or a .docx when a portal wants Word, without rebuilding anything. You can try it free on 10 CVs, with no card.
One template, every format
Export a branded PDF or DOCX from the same CV. Try RefineCV free with 10 CVs, no credit card.
Related reading: how to format a candidate CV for client submission, ATS-friendly CV formatting for recruitment agencies, and CV parsing explained for recruiters.