Cover letter format: PDF or Word? Which to choose and why

PDFs and Word documents are two of the most popular styles of cover letters. But, does one work better than the other? When deciding whether to send your cover letter in PDF or Word, there are several factors to consider, including compatibility, formatting, and the hiring company’s preference. You want your document to be accessible across devices. However, your cover letter also should work with applicant tracking systems. Understanding these factors will help you choose the right format for your cover letter. 

In this article, we will cover:

• PDF vs Word: advantages of each

• Choosing the best format for a cover letter

• Formatting tips for both document types

PDF vs Word: advantages of each

Although there are many formats available for cover letters, PDFs and Word documents are by far the most popular among job seekers and employers alike. Both are widely recognized as professional options, each offering its own set of advantages. 

Before you decide which format is the right option for your cover letter, learn about those advantages and consider important factors, such as the industry you’re applying to, the job description, and the hiring manager’s preferences. Of course, if a job description instructs you to use a certain file type, always use that one!  

If it doesn’t, once you understand the strengths and drawbacks of each format, you can make a better-informed decision that will enhance your chances of making a good first impression with your cover letter. 

Advantages of PDF cover letters

PDF stands for Portable Document Format and is a file format created by Adobe. The company created this file format to help people exchange documents with one another. Regardless of the type of operating system, software, or hardware available, the person receiving the document should be able to view it as the creator intended. 

Naturally, there are several benefits to this format for job seekers who are creating cover letters, including:

• Formatting preservation. Since the format is preserved with a PDF, you won’t have to worry that your cover letter will look different than you designed when a hiring manager opens the file. With a fixed format, your cover letter will look professional and be easy to read.

• Small file size. PDFs are compressed, which means the overall file size is smaller. They can be sent easily without losing any quality. There will be no concern that your file is too large for the application you are uploading it to.

• Security. Various security options are available for PDFs, such as password protection and restrictions for copying and editing. Using this format allows you to protect your data from unauthorized access.

• Non-editable feature. While you can edit a PDF if you have the right software, it is much more difficult to do. This feature ensures your content isn’t edited in the submission process, which ensures a potential employer will see your original content without the ability to make unintended edits.

Advantages of Word cover letters

Word cover letters are created using Microsoft Word, which is part of the Microsoft Office Suite. Files created in Word all have the file extension .doc or .docx and are designed for creating, editing, formatting, and sharing text-based documents. Every aspect of a Word document, such as the font, paragraph formatting, and text alignment, can be customized. There are also multiple templates you can use to create your document. 

Most cover letters, even when you submit via PDF, start as a Word document. This type of file is versatile and comes with numerous advantages, including:

• Ease of editing. One of the great things about creating a Word document is that you can easily make changes. Since cover letters need to be customized for each role, being able to make quick edits is important.

• Flexible formats. With the document completely customizable, you can easily make adjustments to the margins, fonts, and layout, ensuring a professional-looking cover letter.

• Integration of Microsoft templates. Other Microsoft tools and templates, such as Excel and Outlook, can be integrated into your cover letter document, making it versatile across platforms. It is also compatible with both Windows and macOS operating systems.

• Accessibility. When compared to other word processor applications, Microsoft Word is readily available and easy to access for just about everyone. It is also the program that most computer users are familiar with, which means you probably have experience using it. This is beneficial to you when creating the document and to the hiring manager when viewing it.

Choosing the best format for a cover letter

Now that you know the advantages of each file type, it’s time to decide which format works best. Sometimes, when deciding whether to send a cover letter as a PDF or Word document, preference is key. However, there are also other factors to consider. For example, some employers have a preference as to which file type you send. Sometimes, you can find this information in the job description, but often the potential employer’s application system will require a particular document type when uploading your documents.

Another factor is whether or not the company uses an applicant tracking system or ATS. For potential employers, an ATS makes the applicant search faster. A hiring manager will designate keywords and the system will search cover letters and resumes for those terms. Most of these systems tend to work better when a Word document is uploaded. Submitting in this format is best if you suspect the employer uses an applicant tracking system. Your own formatting needs may also dictate which file format will be the best option. For example, if your cover letter includes graphics or special fonts, a PDF is likely the best option. On the other hand, if you have a simple, text-only cover letter, a Word document will probably work better. There isn’t one answer as to which format is correct, but weighing these factors against the advantages will help you make a better-informed decision about whether you should design your cover letter as a PDF or Word document.

Formatting tips for both document types

Regardless of which file type you choose for your cover letter, there are some important formatting factors to consider. Most importantly, your cover letter should be professional and readable. 

Here are a few formatting tips to help with that goal:

1. Start in Word. Even if you plan to submit a PDF, it’s much easier to write your cover letter in Word. You can easily design the document, store your files, and access them for editing this way.

2. Format for easy reading. Use a professional font and a size that is easy to read, keep a balanced appearance by adjusting your margins, and include your contact information at the very top to make it easy for a hiring manager to contact you.

3. Keep your cover letter concise. Most cover letters should only be one page, so focus on including the most relevant information. Avoid unnecessary details or filler that isn’t pertinent to your resume.

4. Proofread before sending. Spelling and grammar are crucial elements, so always complete this task before sending off a cover letter. Check for any formatting inconsistencies, punctuation errors, or font changes.

If you’re looking for a great cover letter template, Career.io’s cover letter builder can help you find a great option.

Key takeaways

1. When deciding whether to send a cover letter as a PDF or Word document, first check to see if the employer has stated a preference.

2. PDFs preserve the document’s format and enhance security, while Word documents are more flexible and accessible.

3. Regardless of the file format you choose, prioritize professionalism and readability when crafting your cover letter.