Let the application instructions decide first
Some employers accept several résumé formats, while others ask for one. Use the file type the employer requests. If both PDF and DOCX are available, compare the versions you can actually produce and open. The choice is most useful when you account for both readability and layout. A readable PDF keeps the layout you intended, while a well-structured DOCX may make editing simpler when the application asks for a Word document.
Check whether text can be selected
Open the PDF and try selecting your name, job title, and a bullet point. Paste the selected text into a plain-text editor. Check the order and punctuation. A PDF created from a scan or an image may look correct but provide no selectable letters. If the output is missing text, return to the original document and export a text-based version. If the source file is unavailable, re-create the key content in a simple document rather than trying to rely on a screenshot.
Compare sections after conversion
A text extraction check can reveal information that was visible on the page but appears out of order. Look at the sequence between employer names, dates, and responsibilities. If one job’s dates appear beside a different job’s text, simplify the layout and repeat the check. Put contact information in the main document area and use consistent headings. A design that works on screen should also make logical sense when the decorative elements are removed.
Use the checker as one piece of evidence
The ATS Resume Checker can help spot formatting issues and test the text against a posting. Its score is a tool estimate. An employer’s system may parse differently, ask additional questions, or use different screening criteria. If an application auto-fills fields from your file, examine the employer’s form and correct the information there before submitting. This is the opportunity to catch mistakes that your own extraction test could not detect.
Worked example and revision
Practice example: Compare an export with the source document, including accent marks in names and the digits of the phone number.
Start by looking at an exported résumé that looks correct on screen. Identify which part can be supported with the plain text extracted from each version, then make a note of anything that remains unclear. The example above is for practice. In a real application, the details that matter are the ones you can explain to a reader or verify independently. When uncertain about a claim, narrow it to the action or fact you can stand behind. You can always add context later if you find reliable supporting information.
Starting point: A two-column document with a sidebar.
Revision to try: Create a single-column copy retaining conventional Experience and Education headings.
The revision shows where to focus if the first draft leaves a reader guessing. Before using it, consider contact details placed in a header or textbox. Ask what the reader needs to know and what information would change their interpretation. A sentence may feel stronger because it has a precise term in it, but that term only helps if the reader can connect it to your evidence. Look for an unnecessary adjective or a claim that goes beyond what you know, and replace it with relevant context.
A short exercise you can do today
- Save a copy of the job description and any instructions that came with it. If this is a practice exercise, mark the draft clearly so it will not be mistaken for a real application. Choose one posting or conversation as your reference. Comparing several at the same time can make it harder to tell which requirement you are trying to address.
- Gather plain text pasted from the file the employer will receive. Keep it brief enough to review in a single sitting. Where the material belongs to a former employer or another person, describe the relevant part instead of sharing the original. If you are preparing a sample, use fictional data and label it. The goal is to explain your reasoning without exposing someone else’s information.
- Check the first and last lines of each section. Inspect the actual preview if the form rewrites headings or dates. Write down the change you made and why it helps. If you find that the issue depends on something only the employer can answer, identify a specific question or check on its official page. Decide whether you need the answer before submitting or whether it is appropriate to ask later.
- Run the ATS checker on both versions and investigate differences rather than picking the higher score blindly. Save your own copy of the final text so you can review it if an employer contacts you. Reopen any exported file, check that you selected the intended version, and make sure you can explain its contents in your own words. If you changed a term to match the posting, check that the sentence still accurately describes what happened.
Review the result before you use it
A final review should establish whether all sections appear in the expected order. Read your draft from the perspective of someone who has never seen your project, job, or original correspondence. They should be able to tell what the example is about without getting your entire work history. If the document contains a role title, location, or other detail that can change, verify it against the employer’s latest instructions. If your own timeline is uncertain, leave room to clarify it rather than giving someone a date you cannot commit to.
Try a second pass with a different question: what might a reader assume incorrectly? A job title can imply a scope you did not own. A number can imply that you measured more than you did. A tool name can suggest professional proficiency when all you have is a course project. These are often easy fixes. Add the setting, identify the team’s actual role, or explain what you did personally. Make sure the corrected version is as easy to understand as the original.
Use the JobCraft AI tool for this step
Open the JobCraft AI PDF vs. DOCX resource and work on one part of the application at a time. For this exercise, keep the posting and your evidence beside the output. Compare the two before accepting any suggestion. Copy across what clarifies your experience and revise or remove anything that sounds broader than the facts. The tool can help you prepare, but the final version needs to reflect your own judgment and the instructions in the actual vacancy.
For further reading, see Greenhouse notes on résumé parsing.
