The most common question about document formats: should I send this as a PDF or a Word file? The wrong choice can make you look unprofessional, cause formatting disasters, or create unnecessary barriers for the recipient.
The Golden Rule
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Simple Rule
If the document is final and complete, send it as PDF. If the recipient needs to edit or fill it in, send it as Word (DOCX).
When to Use PDF
- Resumes and CVs โ Your careful formatting is preserved exactly. Word resumes often look different on the recruiter's machine.
- Invoices and receipts โ A PDF cannot be accidentally edited by the recipient.
- Contracts sent for signing โ Both parties see exactly the same document.
- Portfolios and presentations โ Fonts and layout stay intact regardless of the recipient's software.
- Published reports and whitepapers โ Professional appearance on any screen or printer.
When to Use Word (DOCX)
- Collaborative drafts โ When a colleague or manager needs to make edits or leave comments.
- Templates โ Documents people need to fill in and personalise.
- Submission to a publisher or platform โ Many academic, legal and editorial workflows require editable DOCX.
- When explicitly requested โ Some employers and platforms specifically ask for Word files.
PDF Advantages Over Word
- Opens identically on Windows, macOS, iOS, Android, Linux
- No "Word not installed" errors for the recipient
- Prevents accidental edits
- Can be password-protected and signed digitally
- Smaller file size for text-heavy documents
Word Advantages Over PDF
- Easy to edit and update
- Track changes and comments for collaboration
- Better for templates that need to be filled in
- Required by many academic and legal submission systems
Converting Between the Two
Need to switch formats? Use these free tools:
- Word to PDF โ Convert any DOCX to a perfectly formatted PDF in seconds.
- PDF to Word โ Extract the text and basic formatting from a PDF into an editable DOCX.
๐ When converting PDF to Word, complex layouts (multiple columns, tables, decorative elements) may not convert perfectly. Always review the output before using it.