PDF vs Word: Which Format Should You Send?
CVs, invoices, contracts, drafts — when should you send a PDF, and when is Word the better choice? A simple guide with real examples.
PDFixed Team
4 min read
Key takeaways
- Send a PDF when the document is final and must look the same for everyone.
- Send a Word file when the other person needs to edit or comment on it.
- PDFs keep fonts, layout and images exactly as you designed them.
- For official archives, use PDF/A — a version of PDF made for long-term storage.
Send a PDF when the document is final and must look the same for everyone, and send a Word file when the other person needs to edit or comment on it. A PDF keeps your fonts, layout and images exactly as you designed them.
You've finished a document and you're ready to send it. Should you attach the Word file or save it as a PDF? It sounds like a small choice, but it affects how your document looks on the other person's screen, whether they can change it, and how professional it appears.
Here's a clear comparison, with simple rules for the documents people send most often.
What is the main difference between PDF and Word?
- Word (.docx) is an editing format. It's made for writing and changing documents. The layout adapts to the device, fonts and settings of whoever opens it.
- PDF (.pdf) is a presentation format. It's made for sharing finished documents. It looks the same on every computer, phone and printer.
In short: Word is for working on a document; PDF is for sending the finished version.
PDF vs Word at a glance
| Word | ||
|---|---|---|
| Looks the same everywhere | Yes — fonts and layout are fixed | Not always — fonts and spacing can change |
| Easy to edit | No, needs a PDF editor | Yes |
| Comments and tracked changes | Comments only | Full track changes |
| Opens on any device | Yes, in any browser | Needs Word or a compatible app |
| Prints exactly as designed | Yes | Usually, but not guaranteed |
| Can be password-protected | Yes | Yes |
| Best for | Final documents | Drafts and collaboration |
When should you send a PDF?
Send a PDF when the document is final and appearance matters:
- CVs and cover letters — your layout stays exactly as you designed it.
- Invoices, quotes and receipts — amounts can't be changed by accident.
- Contracts ready to sign — everyone sees the same version.
- Reports, brochures and presentations — fonts and images stay sharp.
- Forms that people fill in on screen — see how to make a fillable PDF form.
When should you send a Word document?
Send Word when the other person needs to change the content:
- Drafts you want someone to review with tracked changes.
- Templates that others will reuse and adapt.
- Documents for an editor or translator who will rewrite the text.
- Job applications where the employer specifically asks for Word.
A good habit is to keep the Word file as your "master" copy and send PDFs of the finished versions.
Does PDF or Word look more professional?
For final documents, PDF usually wins. When someone opens a Word file, missing fonts can be swapped, line breaks can move and images can jump to the next page. A PDF avoids these surprises, so your document looks polished no matter who opens it.
Is PDF more secure than Word?
PDFs are harder to change by accident, and both formats support passwords. But neither format is automatically "secure":
- Hidden information such as comments, tracked changes and document properties can stay inside both Word and PDF files.
- Black boxes drawn over text don't remove it — read how to redact a PDF properly before sharing anything confidential.
Practical tips
- Combine attachments into one PDF. Instead of sending five separate files, merge them into one PDF — it's tidier and easier to read.
- Send only what's needed. Use Split PDF to share just the relevant pages.
- Name files clearly, for example
Invoice-1043-PDFixed.pdfinstead offinal_final2.pdf. - Check before you send: open the PDF on your phone to make sure it looks right on a small screen.
- Archiving long-term? Use PDF/A, a version of PDF designed for documents that must stay readable for decades.
Need a document turned into a perfect PDF?
If your Word file has layout problems when exported, or you need a PDF with bookmarks, links, fillable fields or print-ready settings, our PDF experts can prepare it properly for you.
Frequently asked questions
Is it better to send a CV as PDF or Word?
Usually PDF, because it keeps your layout and fonts exactly as you designed them on any device. Only send Word if the job advert specifically asks for it — some application systems prefer it.
Can a PDF be edited?
Yes, but it's harder than editing Word. PDFs are designed to look fixed. Small changes need a PDF editor, and bigger edits are often easier in the original document.
Which is smaller, PDF or Word?
It depends on the content. Text-only documents are small in both formats. Documents with many images are often smaller as PDF, because images can be compressed when the PDF is created.
Should I send invoices as PDF?
Yes. Invoices should be sent as PDFs so the amounts, layout and details can't be changed by accident and look the same for your client and their accounts team.
How do I convert Word to PDF?
In Microsoft Word choose File → Save As and pick PDF, or use File → Export. Google Docs and Pages can also download documents as PDF.
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