The Best Format for Your Resume (Hint: It's Not .PDF)

So you want your resume to look pretty. Naturally. But is your pretty format preventing your resume from functioning as well as it should?

Did you know that many corporate and staffing agency ATS's (Applicant Tracking Systems) strip your resume of formatting when the information is imported into your profile? Or that when you forward your resume to a recruiter, they often have to copy and paste it into a new format that follows their protocol before they forward it on to the hiring manager?

Crush the Competition with a Knockout Resume

Resumes that are heavily formatted with tables and graphics don't translate very well when they are pasted into a new document. Your best bet is to use the 97-2003 version MS Word (not my favorite either), minimizing tables and graphics. A Rich Text Format version works well too. Here is a test. Take your resume, select all, copy, and paste it into a blank Word doc. How does it do?

Some ATS systems will translate fancy formatting seamlessly. But many companies, unfortunately, have systems that don't. And your resume is most likely going to be viewed in a browser or system window of some kind, versus on a printed page, or as an attachment (which many companies see as being vulnerable to viruses). Also consider the preview or cached version of your resume, which many recruiters and hiring managers will view to save time or to keep from having to open an application to view your document. Fancy formatting doesn't translate in this instance either.

The information in the resume is far more important than a flashy style. If the info is presented in a professional, straight forward way, you are ultimately better off and will have a portable resume that can be effective in multiple instances.

One of main considerations for your resume should be SEO. That's right, search engine optimization. Each company you apply to, be it corporate or staffing agency, will store your resume in a database of some kind. And the way your resume is retrieved, when someone is searching this database for viable candidates, is by keyword search. So make sure your document contains the proper keywords, that are specific to your skill set, throughout your resume. Also make sure that your name and contact info are not embedded in a header (this also doesn't translate well in some systems).

Think of the world wide web as one big collection of databases. Job seekers should have their resume stored somewhere on the Internet so that it can be found outside of a company's internal database. Again, keywords are the method by which it will be retrieved. And be specific. Not "Manager", but "Six Sigma Program Manager". Use the words that will set you apart in a keyword specific search. And repeat these keywords where they apply in each job description so that the reader will have some context as to where and when you used these skills.

Many resume writing services encourage fancy formatting to "set you apart". Using color in a resume is a popular trend. This is all fine. There is nothing wrong with having a pretty version of your resume. But if you are going to pay a resume service to help you, you might consider asking them for an html version that looks just as nice. This can be the one you keep on your web site or blog.

Also ask for a version that is in Rich Text Format, or MS Word without so much table formatting. These can be the docs that are easily translated in corporate ATS systems and online job boards. Put a link on there to the "pretty" version online if you like. But also put the functional version online somewhere if you want it to be easily found and read.

A note on .PDF formats. Many systems still don't translate .PDF resumes well or at all. Some systems will but require a costly add-on. And if a recruiter is tasked with converting your resume to a different format to comply with company guidelines or branding, yours may very well go to the back of the line if the busy recruiter is in a time crunch (which is often the case).

Some candidates will complain that they don't want their resume altered in any way. All I can say to that is that these candidates also don't want a job very badly.

Here are some additional articles you may find helpful.

Resume SEO: Get Your Resume to the Top

Top 10 Things to Leave OFF of Your Resume

Best Modern Resumes

About the Author

craigbeavercreek Craig Fisher is Co-Founder and Principal of A-List Solutions, an Information Technology Staffing, Executive Search, and Social Recruiting Strategy firm in Southlake TX. His fifteen years in recruiting also include positions as an award-winning Account Manager and Sales Director with Stark Technical Group, and as a top-performing Senior Recruiter with MATRIX Resources. Craig started his nineteen year sales career as a pharma and medsurge rep with Glaxo and Smiths Medical.

Craig is also a speaker and trainer for Social Job Search, Social Recruiting, and Social Branding strategies. He hosts the TalentNet Live social recruiting forum on Twitter, featuring big names in recruiting and social media on the last Wed. of each month from 9-11PM Eastern at #TNL. See for details. Craig blogs at and tweets at

Views: 90783

Comment by Sandra McCartt on February 7, 2010 at 8:48pm
@peddle LOL!!!!!!!!!

That's mild as compared to some of them that i have seen lately. was one that i absolutely refused to deal with as was faroukU2.

I just had to ask permission from a PHD to rename his resume. He had saved it as MYREDRESS. I'm sure it was short for my redesigned resume but he was somewhat stunned when i told him that i felt My Red Dress might not get him taken very seriously.
Comment by Brian Peddle on February 8, 2010 at 6:45pm
I built a cool feature at Jobscience that looks at keyword density in a resume and displays them right on the candidate page up top. You can get a quick glance at some one without sifting through the resume.
Comment by Nancy Mowry on February 10, 2010 at 4:30pm
Extremely useful and helpful!
Comment by Aaron Lintz on February 10, 2010 at 4:58pm
I think we can all laugh about the worst resumes we have seen, but I wouldn't use their private email addresses. I learned early on in recruiting that a properly formatted resume can make all the difference in the world.
In some cultures, people photos, very personal details, religious affiliations, # of children, etc. Parsing this information into an ATS can always be accomplished, but for best results...keep it simple.
Comment by Brad Zirulnik on February 11, 2010 at 9:43am
You really seem to have a beef with the word "pretty" almost to the point where a .PDF file is synonymous with it. You're thoughts make me very sad to know that I should maybe not ever again email someone a .PDF CV. Is this true?
Comment by Roly Ramirez on February 16, 2010 at 10:41am
Great post (and timely too!) and follow up comments. I am a volunteer instructor for a resume writing workshop and have been looking to validate the recommendations that we give to participants. Your post nailed it for me. That said, are tabbed columns preferrable to using a table format?
Comment by Steven Coyne on March 9, 2010 at 1:46pm
Craig...Excellent and timely article for me. Very informative!

Sandra, I too have spent many wasted hours renaming .docs

Amy, I know I may be risking the loss of a great candidate who sends a .pdf file, but If I asked for a word doc and they send a pdf file, they didn't read or follow my instructions.........DELETE!
Comment by chris klinton on March 15, 2010 at 7:18am
To find a job as you want then resume format matter and this blog helps you to find a resume format as u want...........
Resume Writing
Comment by Ken Smith on May 14, 2010 at 9:00am
This topic never gets old and is just as important for recent graduates looking for their first job as it is for seasoned employees. It cuts across all verticals anywhere in the world. Sovren has some experience with this and these are the rules for resumes that candidates should pay attention to. Some of these already have been covered in this post.

Happy job hunting!
Comment by Jeff on June 3, 2010 at 5:12pm
Thanks Craig,

Another thing to look out for is the new .docx extension that is being used in MS Word 2007 and later as the default. This version cannot be read by older systems, and even causes some issues with headers and footers on modern Mac versions of Word.


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