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Create ResumeThe best format for your CV is usually PDF when applying directly to an employer and Word when a recruiter specifically asks for it. That is the honest answer. In the UK job market, most candidates should keep both versions ready because the right choice depends on who is receiving the CV, how it will be processed, and whether anyone needs to edit or anonymise it before submission.
A PDF protects your formatting and looks more professional when a hiring manager opens it. A Word document is easier for recruiters, agencies, and some applicant tracking systems to process. The mistake candidates make is assuming there is one perfect format. There is not. There is only the format that creates the least friction for the person reviewing your application.
For most UK job applications, send your CV as a PDF unless the job advert asks for a Word document.
That sounds simple, but the reality is slightly more annoying, because hiring processes are rarely as neat as career advice makes them sound. Your CV may be seen by an applicant tracking system, an internal recruiter, an external agency recruiter, a hiring manager, HR, and sometimes an interviewer who opens it five minutes before speaking to you.
Each of those people may interact with your CV differently.
A hiring manager usually wants something clean, readable, and easy to open. A PDF works well for that. A recruiter may need to remove contact details, add a cover sheet, format your CV into a client template, or upload it into a database. A Word document often works better for that.
So my practical recommendation is this:
Use PDF when applying directly through a company website, LinkedIn Easy Apply, email, or a job board unless told otherwise
Use Word when an agency recruiter asks for your CV in Word format
Keep both versions ready so you are not scrambling later
Never send a file format that the employer did not request, just because you personally prefer it
A PDF is usually the safest choice when you are applying directly to an employer because it preserves the structure of your CV.
When I open a PDF CV, I see it how the candidate intended it to appear. The spacing does not collapse. The headings stay where they should be. The bullet points do not suddenly turn into strange symbols. The margins do not decide to have a small breakdown because someone opened the file on a different version of Microsoft Word.
This matters more than candidates realise.
Recruiters and hiring managers do not always read CVs in ideal conditions. They may be reviewing applications quickly between meetings, on different devices, or from within an ATS. If your CV opens cleanly and is easy to scan, you have already removed one small obstacle.
A PDF is particularly useful when your CV has:
Carefully structured sections
Consistent spacing and alignment
A clean professional layout
Multiple pages that need to stay in order
A design that may shift in Word
This is not about being precious with formatting. It is about making the hiring process easier for the person who has to move your application forward.
That said, a PDF only helps if the CV itself is built properly. A messy CV does not become impressive because it is saved as a PDF. It just becomes a messy CV that is harder to edit.
The best PDF CVs are not overly designed. They are clear, ATS friendly, readable, and easy to scan. Think professional document, not marketing brochure.
A Word CV is often better when you are working with a recruitment agency, being represented for a role, or asked directly to send an editable version.
This is where candidates sometimes get suspicious. They ask, “Why does the recruiter want my CV in Word?” Sometimes there is a good reason. Sometimes the reason is admin. Sometimes the reason is control. Welcome to recruitment, where three things can be true at once.
Recruiters may ask for a Word CV because they need to:
Format your CV into a client template
Remove your contact details before sending it to the employer
Add notes, salary expectations, availability, or reference codes
Upload the CV into a recruitment system that handles Word better
Correct obvious formatting problems before submission
Create a clean version for the hiring manager
In agency recruitment, some clients prefer receiving CVs in a standardised format. That is not always candidate friendly, but it happens. If the recruiter is representing you properly, they should not rewrite your experience or change the substance of your CV without your permission.
Here is the line I would draw clearly: formatting edits are normal, content changes should be discussed.
A recruiter adjusting spacing, removing personal contact details, or adding a submission note is normal. A recruiter changing your responsibilities, exaggerating achievements, rewriting your job titles, or adding skills you do not have is not normal.
Most candidates think the file format is the big issue. It is not. The bigger issue is whether the CV is easy to understand quickly.
When I open a CV, I am not thinking, “What a stunning PDF.” I am thinking:
What does this person do?
Are they relevant for the role?
Is their most important experience easy to find?
Does the CV match the job they applied for?
Are there unexplained gaps, confusing job titles, or vague responsibilities?
Can I confidently present this person to a hiring manager?
The format matters because it affects how quickly those questions can be answered. That is the whole point.
A clean PDF can help because it controls presentation. A clean Word document can help because it is easy to process. A badly built CV in either format still creates doubt.
The real problem with many CVs is not PDF versus Word. It is that the candidate has made the reviewer work too hard. The CV may include dense paragraphs, unclear job titles, irrelevant detail, inconsistent dates, or a personal profile that says a lot without actually saying anything useful.
Hiring is full of small friction points. Your CV format should not become one of them.
There is a lot of dramatic advice online about applicant tracking systems. Some of it makes ATS sound like a mysterious robot gatekeeper sitting in a dark room rejecting candidates because their bullet points looked slightly too stylish.
The reality is more boring, and more useful.
Modern ATS platforms can usually read both PDF and Word documents, especially if the CV is created properly. The issue is not simply the file type. The issue is how the CV is built.
A PDF can cause problems if it is:
Created from a scan or image
Designed with heavy graphics
Built with text boxes that confuse parsing
Saved from a design tool in a way that makes text hard to read
Full of columns, icons, tables, or unusual formatting
A Word CV can cause problems if it is:
Over formatted with tables and text boxes
Built using inconsistent styles
Full of strange symbols or broken bullet points
Poorly structured with unclear headings
Saved in an outdated or unstable format
So when people say, “Use Word because ATS cannot read PDF,” they are often repeating outdated advice without understanding the real issue. A simple, text based PDF is usually readable. A badly formatted Word CV can still parse badly.
For UK job seekers, the safer strategy is to create a CV that is structurally simple in both formats. Use standard headings, clear job titles, normal fonts, readable spacing, and sensible formatting. Do not rely on design to explain your value. Your experience should carry the weight.
If a job advert says “submit your CV as a Word document,” send a Word document. If it says “PDF only,” send a PDF. This is not the moment to show independent thinking.
Candidates sometimes ignore instructions because they have heard one format is better. That can create an unnecessary problem. In hiring, following basic application instructions is part of the screening signal. It is not the main thing, but it is noticed.
If an employer asks for a specific CV format, it may be because:
Their ATS handles that format better
Their internal process requires it
Documents are shared with multiple stakeholders
They need to anonymise applications
They use a standard review workflow
They are trying to reduce admin issues
You do not need to love the reason. You just need to avoid creating extra friction.
I have seen candidates damage otherwise good applications by being oddly stubborn about simple instructions. Hiring managers already have enough reasons to hesitate. Do not donate another one.
Your CV file name matters more than people think. Not because it will get you hired on its own, but because it helps recruiters and hiring managers manage your application without confusion.
A good CV file name should be clear, professional, and easy to identify.
Good Example
Simar Malhi CV Marketing Manager.pdf
Weak Example
Final CV updated newest version 3.pdf
The weak version looks harmless, but it creates small doubts. It suggests the candidate may not be organised, or at least has not thought about how the file looks when received.
Use a file name like:
First Name Last Name CV.pdf
First Name Last Name CV Job Title.pdf
First Name Last Name CV Company Name.pdf
For UK applications, I usually prefer a simple file name with your name and the role type. It is clean, searchable, and easy to forward internally.
Avoid file names that include:
“Final final”
“New CV”
“Indeed CV”
“Old version”
Random numbers
Nicknames
Unprofessional email handles
Salary details
This sounds basic, but basic things are often where candidates quietly lose polish.
If a recruiter asks for your CV in Word format, it is reasonable to ask why, especially if you are concerned about changes being made.
You do not need to be defensive. Just be clear.
Good Example
“Of course. Are you using the Word version for formatting or client submission? I am happy to send it over, but please do not make content changes without checking with me first.”
That is professional, reasonable, and protective without sounding difficult.
A good recruiter should understand that your CV represents you. They may need to adjust the document for process reasons, but they should not misrepresent your experience.
If you feel uneasy, send both versions and say:
Good Example
“I have attached both PDF and Word versions. The PDF is my preferred final version, and the Word version is included in case you need it for submission formatting.”
This gives the recruiter what they need while making your preferred version clear.
Sometimes, yes. But do not overdo it.
Sending both formats can be useful when emailing a recruiter or applying for a role where the format requirement is unclear. It gives the recipient flexibility and reduces the chance that your application gets delayed because of a technical preference.
However, when applying through an online portal, you usually only upload one file. In that case, choose the format requested. If there is no instruction, PDF is usually the safer direct application choice.
Send both versions when:
A recruiter may need to edit or format the CV
The employer has not specified a format and you are applying by email
You want to preserve your preferred version while allowing an editable option
You are dealing with an agency submission process
Do not send both versions when:
The application portal only requests one CV
The job advert clearly asks for one format
You are attaching multiple documents and risk creating clutter
The two versions do not match exactly
That last point matters. If your PDF and Word CVs contain different dates, job titles, or wording, it can create confusion. Keep both versions aligned.
Use this simple framework when deciding whether to send your CV as PDF or Word.
Choose PDF when the CV is going directly to an employer, hiring manager, or online application system that accepts PDF. This is usually the best option for preserving layout and creating a polished first impression.
PDF is usually best for:
Direct company applications
LinkedIn applications
Emailing hiring managers
Professional roles where presentation matters
CVs with clean formatting that should not shift
Choose Word when a recruiter, agency, or employer specifically needs an editable version. This is practical rather than glamorous.
Word is usually best for:
Recruitment agency submissions
Client formatting requirements
Anonymised CV processes
Internal HR workflows
Situations where the recipient requests Word directly
If the employer gives instructions, follow them. The best CV format is the one that gets accepted into the process without creating admin problems.
This is the most practical answer. Do not wait until a recruiter asks for Word and then rush to create a version that breaks the formatting. Build your CV properly, then save clean versions in both PDF and Word.
The format decision is simple. The execution is where candidates get messy.
A scanned CV is one of the worst options. It may look like a document to you, but to some systems it behaves like an image. That can make parsing difficult and create accessibility issues.
Your CV should contain selectable text. If you cannot highlight the text in the PDF, that is a warning sign.
A visually designed CV can look attractive but perform badly in real hiring workflows. Recruiters are not judging your CV like a poster. They are trying to extract evidence quickly.
If your design makes the reader hunt for dates, job titles, skills, or achievements, it is working against you.
A Word CV can look perfect on your laptop and strange on someone else’s screen. Different software versions, fonts, and settings can affect layout.
That is why I would not usually send Word directly to a hiring manager unless they asked for it.
Stick to professional, widely supported fonts. If the recipient does not have your chosen font, the document may display differently. This is not the place for creative typography.
Tables and columns can create parsing issues and make the CV harder to scan. A simple structure usually works better.
A polished PDF will not fix vague responsibilities, missing achievements, or unclear positioning. Format supports the message. It does not replace the message.
For most UK job applications, I would use a clean, ATS friendly PDF CV unless the employer or recruiter asks for Word.
That is the practical middle ground. It protects your formatting, presents professionally, and works well for most direct applications.
The UK hiring market still has a mix of modern systems and very human, very imperfect processes. Some employers have slick recruitment platforms. Others still have hiring managers forwarding CVs by email with comments like “thoughts?” and no context. Some recruiters use advanced databases. Others are working from messy inboxes and client templates.
Your job is not to predict every system perfectly. Your job is to remove avoidable problems.
A strong UK CV should be:
Clear enough for a recruiter to understand quickly
Structured enough for an ATS to parse sensibly
Specific enough for a hiring manager to see relevance
Professional enough to forward without embarrassment
Simple enough not to break when opened or uploaded
That is why I recommend building your CV in a simple Word document first, checking that the structure is clean, then saving it as a PDF for most direct applications. Keep the Word version available for recruiters and situations where editability is requested.
If you are applying for jobs in the UK and are unsure whether your CV should be PDF or Word, use this rule:
Send PDF by default for direct applications. Send Word when a recruiter, agency, or employer asks for it. Keep both versions ready and make sure they match exactly.
This is not about chasing a perfect format. It is about understanding how your CV moves through the hiring process.
A CV is not just a document. It is passed around, uploaded, parsed, skimmed, forwarded, compared, questioned, and sometimes judged far too quickly. The right format helps your CV survive that journey without unnecessary damage.
But remember this clearly: the format only gets your CV opened properly. The content gets you shortlisted.
If your CV is vague, generic, badly targeted, or full of empty phrases, PDF versus Word will not save it. A strong CV format removes friction. Strong positioning creates interest.
That is the part candidates should care about most.
Written by Simar Malhi, a recruiter and headhunter with international recruitment experience. I write about CVs, job applications, hiring decisions, and the reality behind recruitment processes. My goal is to help candidates understand more honestly how employers, recruiters, and hiring managers actually select candidates.
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