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ATS · Part of ATS guide: how applicant tracking systems work

PDF or DOCX? Which Resume Format to Upload to an ATS

By RedvicaUpdated October 2, 20266 min read

The honest answer is that both work in the systems that publish their requirements, as long as the file is text-based, small and simply laid out. What matters more than the extension is how the file was made and what the specific employer asks for. This guide shows what's documented, what depends on the employer, and how to check your own file.

What is documented

System / employerWhat the source saysSource
GreenhouseAccepts .doc, .docx, .pdf, .rtf and .txt for resumes. Resumes above 2.5 MB can't be parsed; resumes uploaded as images can't be parsed either.Greenhouse Support
Workday (one employer's guide)The first application screen lets you pick a resume to auto-fill name, location, education and work experience; you can attach it later instead. Total uploads were capped at 5 MB.McGill University candidate guide
Other employersAccepted formats and size limits are set by each employer's configuration, so the posting or upload page is the final word.Read the application page

That table is the whole verified picture. You may read very specific claims elsewhere ("Workday prefers DOCX", "Taleo can't read PDFs"); we couldn't confirm those from vendor documentation, so we don't repeat them. If the employer states a format, use that one.

A text-based PDF vs a scanned PDF

"PDF" can mean two very different things. A text-based PDF, exported from Word, Google Docs or a resume builder, contains real, selectable text. A scanned or image PDF is a picture of a page with no text for a parser to read. Greenhouse names the second case as a cause of failed parses. Test yours: open the PDF and try to select a line. If you can copy it, it's text.

When to choose each

SituationChooseWhy
The posting or upload page names a formatThat formatThe employer's configuration decides what the system accepts
No format named, simple single-column resumeText-based PDF or DOCXBoth are widely accepted; a single column with plain headings parses well either way
Complex layout, columns or design-heavy templateA simplified single-column DOCX or PDF for formsLayout is a bigger risk than file type; keep the designed version for people
Emailing it to a personPDFA PDF keeps your layout exactly as you made it
Recruiter or portal asks for an editable fileDOCXIt can be edited and re-saved

Some career writers prefer DOCX as the default because the text sits in plain reading order. That's a reasonable habit, but we found no vendor documentation that says PDF is penalised. The Greenhouse pages we cite list both as supported.

How to export a clean file

  • From Word: File, Save As, then choose PDF or keep .docx. Avoid "Print to image" options.
  • From Google Docs: File, Download, then Microsoft Word (.docx) or PDF Document (.pdf).
  • From a design tool: check that the result isn't a flattened image, and that columns, text boxes and graphics aren't breaking the text order (see ATS-friendly format).
  • From the Redvica resume builder: export a PDF from any template and run the select-text test on it.

File size, name and extras

  • Stay well below the stated limits: 2.5 MB is Greenhouse's parse limit, and one Workday employer capped total uploads at 5 MB. A text-only resume is usually a fraction of that.
  • Name the file so a recruiter can find it later, for example Firstname-Lastname-Resume.pdf.
  • Upload one resume per application unless asked for more. A cover letter, if required, is a separate file.

A short pre-upload checklist

  1. Does the application page state a file type or size limit?
  2. Can you select and copy text from the file?
  3. Does the pasted text read in the right order?
  4. Is the file well under the size limit?
  5. Did you open the exported file (not just the original) before uploading?

Frequently asked questions

Is PDF or DOCX better for an ATS?

In the documentation we verified, both are accepted. Use what the employer asks for, make sure the file is text-based, and keep the layout simple.

Can an ATS read a PDF?

Yes, if it's a text-based PDF. Image-only PDFs have no text for the parser to read.

Should I upload a Google Doc?

Download it as .docx or a PDF first. Upload forms expect a file.

What if the form lets me pick auto-fill or manual entry?

Either can be fine. Auto-fill saves typing but needs checking, which is covered for Workday in our Workday guide.

Keep reading

GuideATS guide: how applicant tracking systems workWhat an ATS does, how parsing fails, and a practical checklist for a resume that parses cleanly.ArticleATS-friendly resume format: what to do and avoidEight format rules tied to documented parsing problems, plus a two-minute copy-and-paste test.ArticleWorkday resume format: autofill and checklistWhat a Workday application does with your resume, what you can verify, and what to check before you submit.ToolResume builderBuild an ATS-friendly resume with a live preview and PDF export.

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