When you’re job hunting, especially in fields like technical writing, formatting can make or break your resume. Not just in style, but in whether it even reaches a hiring manager. Many companies use Applicant Tracking Systems (ATS) to sort and filter resumes. These systems scan documents and sometimes struggle with certain formats, which means picking the right file type is essential.

But how do you know which format is best? Let’s break down the options and help you make the right choice.

Why File Format Matters for ATS

Think of an ATS like a gatekeeper. It scans your resume for keywords, skills, and sections. But it also needs to read the file correctly. If it can’t, your resume may be ignored—no matter how qualified you are.

Here’s a quick look at common resume formats and how they perform with ATS software.

.docx: The Gold Standard for Most ATS Systems

For most job applications, the .docx file format is your best bet. This is the format used by Microsoft Word and has broad compatibility with ATS software. Most systems can read .docx files without issues, which means your skills, keywords, and achievements get the attention they deserve.

• Pro Tip: Unless the job posting specifies a different format, save your resume as .docx.
• Why: It preserves your formatting and is easily readable by ATS systems.

.pdf: Sometimes Perfect, Sometimes Problematic

PDFs are popular for resumes. They keep your formatting consistent, which means your design and layout won’t change. However, not all ATS systems read PDFs well. Some systems might skip over essential information, and that’s a risk you might not want to take.

• When to Use PDFs: Only if the job posting requests it. Otherwise, it’s safer to stick with .docx.
• Special Note: Even if ATS reads PDFs, they can struggle with heavily formatted documents. So, if you use PDF, keep it simple.

Plain Text (.txt): The Backup Option

Plain text files are ATS-friendly because they contain no formatting. Every ATS can read them, but they lack style. This can make your resume look plain or even unprofessional if formatting is stripped away.

• Good for: Online application forms that ask you to paste in your resume text.
• Drawback: Limited design options mean it’s best as a last resort.

Do’s and Don’ts for Resume File Formats

Choosing the right format is step one. Here are a few more tips to make sure your resume reaches the right eyes.

Do:

• Stick to .docx unless the job ad requests another format.
• Test your resume with ATS preview tools if possible.
• Use standard fonts like Arial or Times New Roman.

Don’t:

• Use complex tables, images, or columns.
• Submit a PDF if the job posting specifies a different format.
• Overdo formatting. Keep things clean and simple.

Final Thoughts

The right file format can make a big difference. Choosing .docx is usually the safest route to ensure ATS compatibility. Avoid fancy layouts that might confuse the system. Keep it simple. Stick to proven formats. This approach increases your chances of getting your resume seen by a real person. And that’s the whole point, isn’t it?

In technical writing—and any job application—details matter. A compatible, easy-to-read file might be the first step to landing your next role.