Why Do Recruiters Ask for a Resume in Word Format?

If you’re dealing with recruiters, via email or LinkedIn, then you’re sure to hear the famous phrase: “would you please send me your resume in word format”.

But why? Why do recruiters always ask for a resume in word format. The answer is pretty simple.

Why Your Resume Should Always Be in Word Format

Recruiters almost always ask for a resume in word format because that’s the standard document format. When they send a resume to a client, they are going to send it via email or via their ATS in word.

More importantly, word documents are easy to alter. And that is another reason that recruiters want to have resumes in word format. To fix them!

Depending on the level of role you are seeking, a recruiter might fix your resume for you. This is most common in low skilled job areas where a recruiter might punch up or correct bad grammar.

This is obviously not something that is standard for higher level executive searches. But it’s been known to happen. If there are glaring typos on a resume, or some other issue, a recruiter might want to quickly fix them before sending them off to the client.

Another issue is that not all files can be opened on all computers. There are people who use incompatible files who never get their resume looked at. If you send anything besides a word doc or a pdf, odds are the recruiter won’t even look at it.

Finally, the other reason that recruiters like to have resumes in word format is so they can remove personal info. When they are blind sending resumes to the client, they remove person info. (this is to protect them from being undercut or circumvented by unscrupulous clients).

If your resume is in word format, the resume can easily be altered in MS word. However, if the resume is in PDF, then you need a costly Adobe program. And honestly, there are many recruiting firms that do not licenses those programs for all recruiters.

What About PDF?

The problem with sending a recruiter your resume in PDF is twofold.

One, if a recruiter asks for your resume in Word, and you send it in a PDF, then you’re going to annoy them. You’re ignoring their request.

Second, the resume in pdf is also an issue when it comes to altering the resume. As mentioned above, not all recruiters have access to adobe acrobat with edit function. Some recruiters only have access to the basic adobe where they can read PDFS.

If a recruiter doesn’t specific that they need the resume sent in Word format, then a PDF is fine. However, some recruiters really prefer Word, so it’s a good idea to have your resume in both PDF and Word.

Why Some Recruiters Hate PDF Resumes

As a rule, most recruiters don’t mind PDF. Along with word format, it’s the most common resume format out there.

And for the vast majority of recruiters, the idea of editing a resume for grammar issues is just too much of a bother. The idea is that if the person is too lazy to fix their own resume, they won’t make a great direct hire.

Recruiters who work on short turn around, manual labor do often times have to fix resumes that have glaring mistakes, so they tend to be the ones who want word. It makes sense. Someone who is in the medical field or works in facilities or works construction is not going to need a spectacular resume when compared to an executive assistant, financial analyst, or marketing account manager. Those last three people will surely be dinged major points for a sloppy resume. Basically, if your job involves tons of emails and admin work, you should have a stellar resume. If you’re someone who works on machines, is a nurse, or does something else that is unrelated to admin or office work, it’s less of an issue.

What If You Don’t Have a Word Version of Your Resume?

If you don’t have a word version of your resume, you should try and get one. Especially if you also don’t have a PDF version.

There are plenty of online sites that can help you create a resume, and there are also local libraries that have resume writing programs designed to help people create a resume

You could sign up for a local libraries class and bring a flash drive with you and save the word doc.

Nowadays MS Word is a subscription service. It’s actually pretty important to have a good working knowledge of MS Office (word and excel especially). If you can afford it, it’s a good idea to sign up and have access to MS Office Products. That way you can draft up your resume and make as many revisions as you want. Not to mention becoming familiar with perhaps the most common office software in the world.

What are the Worst Formats to Send A Recruiter?

Ask a recruiter for resume horror stories and you’re likely to hear about the crazy formats.

There are very few recruiters who haven’t been sent a text file. Or worse, a JPG or HELC photo of a resume.

Text files are bad, but the worst forms of resume are the photos or scans. If you send someone a resume in a photo format, you’re basically asking that your resume gets sent to the trash.

When a recruiter gets a photo in their email, they basically write off the sender as someone who isn’t a professional. This goes across job fields.

It’s not hard to acquire a copy of a PDF or Word version of your resume (there are entire non-profits who receive millions of dollars a year from the government in order to do this).

And there is no excuse to not have a resume in word or PDF. There are free services online, and as mentioned, some Non-Profits employee people whose only job it is, is to write resumes for job seekers. Most of these programs are income based, so they are not available to working people, but there are free classes at most local libraries for people who are not technology savvy.

Should You Send a Recruiter Your Resume in PDF and Word?

Now that we’ve determined that you should only ever send a recruiter a resume in word or PDF, the next question is if you should send in both formats?

As a general rule, no.

I would suggest never sending two resumes unless it was requested. Remember, rule one of recruiting is to maximize time and be efficient. If you’re flooded with resumes, that creates noise.

Now, two forms of a resume isn’t flooding (there are people who send multiple versions of their resume tailored to different career tracks—something covered elsewhere) but it’s still unnecessary.

At most, you could send your recruiter a resume in word and also add a tag line (let me know if you’d like it in PDF as well!). Something quick and to the point that also builds rapport.

The worst thing to do is send the resume without saying anything at all.