The Best File Formats for ATS-Friendly Resumes (PDF, DOCX, and More)

In today's competitive job market, your resume is your first chance to make a great impression. But beyond its design and content, the format of your resume plays a crucial role in ensuring that it gets noticed by the right people. With more companies relying on Applicant Tracking Systems (ATS) to screen resumes, it’s important to understand how different file formats can impact your chances of getting through the automated filtering process.

In this blog, we’ll break down the best file formats for ATS-friendly resumes, including PDF, DOCX, and more. We’ll also cover what ATS is, why file format matters, and tips to help you optimize your resume for ATS compatibility. Let’s dive in!

What is an ATS (Applicant Tracking System)?

Before we delve into the best file formats, it’s important to understand what an ATS is and why it matters for your job search.

An Applicant Tracking System (ATS) is a type of software used by many employers to help manage the hiring process. ATS is designed to filter, rank, and manage resumes based on specific criteria set by employers. The system scans resumes for relevant keywords, skills, experience, and other information that aligns with the job description.

ATS systems typically use a parsing function that extracts data from resumes and organizes it into categories. The system then ranks candidates based on the data it extracts and compares it to the job requirements. Because of this, your resume must be both ATS-friendly and visually appealing to human recruiters when it finally makes it to their desk.

Why Does the File Format Matter for ATS?

File formats play a pivotal role in how well an ATS can parse and process your resume. Some file formats are more easily read by ATS software, while others can cause issues in parsing or even result in the rejection of your resume.

If the ATS can't properly read or interpret the content of your resume, it might not rank you highly—or it might reject your resume altogether. That’s why choosing the right file format for your resume is crucial. Below, we’ll take a look at the most commonly accepted file formats for ATS resumes.

1. PDF (Portable Document Format)

PDFs are widely used for resumes because they preserve the layout, fonts, and formatting across all devices and operating systems. However, when it comes to ATS compatibility, PDFs can be tricky.

Pros of PDF for ATS:

• Preserves formatting: Your resume looks the same on every device, ensuring it appears professional.
• Widely accepted by hiring managers: Many recruiters prefer PDFs because they appear polished and consistent across platforms.

Cons of PDF for ATS:

• Parsing issues: Some older or less sophisticated ATS versions have trouble parsing PDF resumes, which could cause important information to be missed or misinterpreted.
• Possible incompatibility: While most modern ATS systems can read PDFs, it’s still not a guarantee that every ATS will handle it correctly.

When to Use PDF:

• If the job description specifically mentions that a PDF is acceptable or preferred.
• If you're confident the ATS being used is up-to-date and can properly parse PDF files.
• When your formatting is complex and you want to ensure that your resume looks polished on all devices.

2. DOCX (Microsoft Word Document)

DOCX files are another popular file format for resumes. Microsoft Word is the standard for creating resumes, and most ATS are built to parse DOCX files with ease.

Pros of DOCX for ATS:

• ATS-friendly: Most modern ATS systems can easily read and extract data from DOCX files without issue.
• Widely accepted: Employers, especially those using mainstream job boards like LinkedIn, Indeed, or Glassdoor, expect DOCX files and can easily open them.
• Formatting flexibility: You can create an ATS-compatible resume while still having some control over the formatting and structure.

Cons of DOCX for ATS:

• Formatting limitations: DOCX files may not preserve the layout and fonts as consistently as PDFs, especially when viewed on different devices or by different ATS systems.
• Potential compatibility issues: If the employer uses an older version of Microsoft Word or ATS software, you may experience issues with formatting.

When to Use DOCX:

• DOCX is often the safest choice for most job applications because of its ATS compatibility.
• If the job application explicitly asks for a DOCX file.
• If you want to ensure that your resume is parsed correctly without worrying about layout issues.

3. TXT (Plain Text)

A plain text (TXT) resume is stripped of all formatting, and it’s essentially just the content of your resume. This format ensures that the ATS can easily read your resume because there are no complex elements to cause parsing issues.

Pros of TXT for ATS:

• Simple and readable: Since there are no complicated formatting elements like tables, images, or fancy fonts, an ATS can easily extract and parse all the text.
• Guaranteed compatibility: Plain text resumes are the most ATS-friendly format because they consist of basic text with no frills. ATS software can easily read and parse the content.
• Low risk of formatting issues: There is virtually no chance of misinterpretation of your resume’s content, and the lack of formatting means no confusion over how the information is displayed.

Cons of TXT for ATS:

• Lack of formatting: The biggest drawback of using a plain text file is that it lacks any form of design, making it appear very basic and unprofessional.
• Not visually appealing: You lose the ability to include bold, italics, underlines, bullet points, or other formatting that can help organize the content of your resume and make it more visually appealing.

When to Use TXT:

• If the job posting requests a plain text resume.
• If you are unsure whether the employer’s ATS will handle more complex formats correctly.
• If you’re submitting your resume to a job board or company that requires you to copy and paste your resume into a text box.

4. RTF (Rich Text Format)

RTF is another file format that is often used for resumes, and it’s slightly more advanced than plain text because it allows for basic formatting.

Pros of RTF for ATS:

• Simple formatting: Unlike plain text, RTF allows you to include some basic formatting like bold, italics, and bullet points.
• Widely compatible: RTF files are supported by most word processors and ATS systems, making it a safe choice for compatibility.

Cons of RTF for ATS:

• Limited formatting options: While RTF supports basic formatting, it lacks the more advanced design options available in DOCX or PDF files.
• Potentially larger file size: RTF files may have a larger file size compared to plain text files, especially if the resume contains many formatting elements.

When to Use RTF:

• When you need a balance between plain text and more advanced formatting.
• If the employer requests an RTF file.
• If you're unsure about the ATS being used but want to ensure some basic formatting.

5. HTML (Hypertext Markup Language)

HTML is the language used to create web pages, and some job seekers use it to create a web-based resume that can be submitted online. However, HTML is rarely used for ATS purposes unless specified.

Pros of HTML for ATS:

• Customizability: HTML allows for highly customizable designs and layouts.
• Can be hosted online: If you have an online portfolio or resume, HTML can be a good option to showcase your skills.

Cons of HTML for ATS:

• ATS compatibility is not guaranteed: Most ATS systems struggle to properly read HTML-formatted resumes, as they are designed to process text-based formats (e.g., DOCX, TXT).
• Complex formatting issues: HTML resumes may look great on a website but can be a headache for ATS parsing, especially if the code is complex.

When to Use HTML:

• When applying for jobs that are web design or developer-related and the application requests an online resume.
• If you want to include an HTML-based portfolio or personal website in your resume submission.

Tips for Making Your Resume ATS-Friendly

Regardless of which file format you choose, there are several best practices you should follow to ensure your resume is ATS-friendly:

1. Use Standard Fonts: Stick to basic fonts like Arial, Calibri, or Times New Roman. Avoid fonts that are too fancy or stylized.
2. Avoid Graphics and Images: ATS systems can’t read images, charts, or graphics. Stick to text-based content.
3. Optimize for Keywords: Ensure your resume includes relevant keywords and phrases from the job description. ATS looks for specific terms, so tailoring your resume is essential.
4. Use Simple Headings: Use standard section headings like “Work Experience,” “Education,” and “Skills.” Custom headings can confuse the ATS.
5. Don’t Overuse Tables or Columns: While tables and columns may look great on a visual resume, they can confuse ATS systems. Use a single-column format whenever possible.

Conclusion

Choosing the right file format for your resume is essential for navigating the ATS and making sure your resume reaches human recruiters. While PDF and DOCX are the most commonly accepted formats, DOCX tends to be the safest choice for ATS compatibility, followed by plain text (TXT) for maximum readability. RTF files offer a balance between formatting and compatibility, and HTML can be a good choice for specific industries but is generally not recommended for ATS applications.

Remember, ATS is just the first step in the hiring process. Once your resume gets past the ATS, it will be seen by hiring managers and recruiters, so make sure your resume is well-structured and visually appealing while also optimized for ATS scanning.

By understanding the best file formats for ATS-friendly resumes and following best practices, you can significantly improve your chances of landing.