PDF or Word: Which Format Should You Use?
Should you send a PDF or a Word document? The short answer: send a PDF when the document is finished, and a Word file when someone else needs to change it. Here's why, with common examples.
The difference in one sentence
A Word document is built to be edited: text reflows as you type, and it can look different depending on the computer, the fonts installed and the program used to open it. A PDF is built to be looked at: each page is fixed, so it looks and prints the same everywhere.
| Word (.docx) | ||
|---|---|---|
| Looks the same everywhere | Yes | Not always |
| Easy to edit | No | Yes |
| Opens without special software | Yes, in any web browser | Needs Word or a compatible app |
| Good for printing | Yes | Usually |
| Track changes and comments | Comments only, in most readers | Yes |
| Hard to change by accident | Yes | No |
Common situations
CVs and job applications: PDF, unless told otherwise
A PDF guarantees the recruiter sees your layout as you designed it. The exception is when
the job advert or an agency asks for Word: some recruitment systems and agencies prefer
.docx because they read or edit the text. Always follow the instructions in the
advert.
Contracts and agreements: PDF
Send the final version as a PDF, so everyone signs the same thing. While you're still negotiating the wording, swap Word files with track changes on.
Invoices, quotes and receipts: PDF
They look professional, can't be accidentally changed, and print cleanly.
Forms for someone to fill in: it depends
A fillable PDF form works well if you've made one. Otherwise a Word document is easier for the other person to type into than a flat PDF.
Drafts and shared writing: Word
Reports, essays and minutes that other people need to comment on or edit belong in Word (or a shared online document), where track changes and comments make reviewing easy.
Documents to keep for years: PDF
PDF is an international standard (ISO 32000), and there's a version made for long-term archiving called PDF/A. A PDF made today should still open in decades.
Need to switch?
You don't have to choose for ever. Keep your Word original, and make a PDF whenever you send a finished copy. SwapDoc converts Word to PDF and PDF to Word for free.