You’ve crafted your resume, optimized it with keywords, and had at least three people review it. Now it’s time to save and send your document. But have you chosen the best resume file format for staffing agency recruiters and hiring managers to easily process?
Although it’s common knowledge that resumes should be polished, divided up into understandable chunks, and avoided using the first person, what about the actual fire format? It is a detail that is never addressed. Which file format is suggested for uploading, emailing, and submitting resumes by job seekers? The response varies based on the circumstances.
How are you uploading your resume?
Make sure you properly follow the employer’s instructions whether you’re emailing, posting to a job board, or using application software to send your resume. For instance, an employer’s preferred file format might change depending on the applicant tracking system (ATS) used by the business, which might or might not support PDF files or Mac Pages.
Also, they can require you to upload a specific file type, depending on how they want you to submit your resume. As a case study:
If you’ve posted your resume up on the internet, Which file types are acceptable will be specified on the job site. This can be a simple.txt,.rtf,.html, and.odt file, or it can be a Word document, a PDF file (made as an image or from a plain text document).
If you send your resume by email, The business will specify exactly how they want it sent. Most likely, they will request that it be sent as an email attachment and make clear if they would prefer a Word or PDF file. They might also ask for a direct copy of your resume in the body of the email.
If the job posting doesn’t specify a preferred resume upload format, here are the pros and cons of each file type to help you choose the best one for your resume, especially for a staffing agency, and how to save them correctly.
Word document
Since Microsoft Word is still widely used, most employers accept Word versions of resumes from applicants, particularly if they use an applicant tracking system (ATS). Play it safe and stay with a Word document unless the employer says you can upload another file type.
Written documents in Word are saved as.doc or.docx files, which are commonly used as email attachments. Simply click File > Save As (selecting where to save it on your computer) > and name your document if you’re saving a Word document to your Mac or PC.
You can save a Google Sheet as a Word document even if you don’t have Microsoft Word. Select Word Document (.docx) under File > Download As. But there can be formatting problems during this conversion, so it’s a good idea to get your resume reviewed by a Word expert to make sure the formatting is still correct.
Pros of Word documents:
- Word is commonly used in corporate settings.
- They preserve the same mood and the general formatting.
- It’s more likely that they’ll work with ATS.
Cons of Word documents:
- The format of your resume may change due to issues with compatibility between different Microsoft software versions (.doc versus.docx and Mac against PC).
Emailing a PDF of your resume guarantees that the company will view it just as you intended, even though Word has its ups and downs. Additionally, as hiring managers or other staff members are unable to edit or change PDFs at any time, you may be sure your original copy will arrive undamaged. If you store your CV on your website or online portfolio, where it is readily available, this extra security helps.
A PDF resume is frequently the best option if you are emailing it straight to a staffing agency or contact.
It’s still simple to write your resume in Google Docs or Microsoft Word and save it as a PDF. Go to File > Save As > and choose PDF from the Format drop-down option to save from a Word document. Go to File > Download As > and select PDF Document to save from Google Docs.
Pros of PDFs:
- They remove the possibility of viruses.
- They work well with both PCs and Macs.
- Once the resume is saved as a PDF, it cannot be changed by anyone.
Cons of PDFs:
- This format may not be supported by all applicant tracking systems (ATS), therefore your resume may be rejected before it reaches the hiring manager.
- Having your resume stored in both Word and PDF forms is the greatest option when it comes to picking between the two; you never know when you might need one of them.
HTML
Resumes can be readily saved as an HTML file, which is similar to an internet bookmark and can be shared on a website or sent as an email attachment. The file is then opened by hiring managers in their browsers, who see it similarly to a web page.
Pros of HTML:
- When the resume is delivered as an email attachment, the formatting and layout are preserved.
- Without downloading anything, the receiver can view the resume directly in the email browser.
- You can put the résumé up on your website.
Cons of HTML:
- If you want to convert the document to HTML, you might need to use a different piece of software.
- HTML documents are not supported by all browsers.
- The résumé file might be confused with spam, which is frequently distributed in HTML format.
Simple text
A text resume lacks special formatting like bold, italics, or centering; it includes only plain-text characters created from a standard keyboard. This format is ideal for older ATS software, as it simplifies sorting and reading without design elements or conditional formatting. However, a plain text resume may not be as attractive to a human hiring manager at a staffing agency.
When applying for jobs directly online, plain text files will typically function better than resumes sent over email. Some resume gathering systems will convert your Word or PDF document to TXT format on your behalf. The resultant plain text resume is then filled in another text box.
If you decide to do this, though, you’ll have to carefully reread the text that shows up in that box to make sure it seems as clear as possible—even without any formatting added. To edit or update your file before posting, it might be easier to save it in TXT format.
Pros of plain text:
- You can send your resume written in the body of an email.
- Employers find it easier to enter a resume in a searchable database when it is written in plain text.
Cons of plain text:
- All images and special text effects are removed.
- It lacks a lot of visual appeal.
Hard Copy
Although they are becoming less common, hard copy resumes are still relevant. You should think about bringing a hard copy printed on professional-quality paper to your next in-person interview just in case, as some in-person job fairs still require them.
Compared to their electronic cousins, paper copies have less complicated restrictions. The following advice should be kept in mind when publishing your resume:
- Use only white or eggshell paper if you must; other colors appear unprofessional and may make the text difficult to read.
- Use fresh resume paper that hasn’t been colored; office supply stores usually carry it.
- Use paper clips on the résumé instead of staples.
- Put a cover letter at the upper part of every hard copy.
Choosing a resume file name
Once you’ve selected the file format for your resume, you must select a suitable file name. You don’t want the hiring manager to be confused or for your resume to get lost in the shuffle.
That means, instead of using the generic “resume.doc,” use your name; for example, “JaneSmithResume.doc” or “janesmithresume.doc” would work just fine. Make sure you include the word resume in the name so you can distinguish it from your cover letter, which should also take on the same format when saving: “JaneSmithCoverLetter.doc” or “janesmithcoverletter.doc.”
Don’t take naming and saving lightly; even though it just requires a few keystrokes, it can have a significant impact on your job hunt.