The Best File Format for Submitting Job Applications with a Cover Letter and Resume

When applying for a job online, the format in which you submit your application is crucial. While different employers may have different preferences, this guide will help you choose the right file format to optimize your chances of success. The preferred file format for submitting job applications with a cover letter and resume is PDF, especially if the employer does not specify an alternative. PDFs are universally compatible and prevent any formatting issues that can arise with other file types.

Why Use PDF for Job Applications?

PDFs are a safe and reliable choice because:

Compatibility: PDFs are compatible across all devices and operating systems, ensuring your application looks as you intended regardless of the viewer's setup. Security: PDFs allow you to lock the document, preventing any alterations by the receiver. Professional Appearance: PDFs maintain consistent formatting, making your application look neat and organized.

When Should You Use Separate Documents?

The preferred method for submitting a job application online depends on the employer's instructions. If they do not specify, it is safest to submit your CV and cover letter as separate documents. This ensures that hiring managers or applicant tracking systems (ATS) get a clear view of your qualifications and the specific reasons you are applying for the position.

Separate Documents: It is generally better to send a cover letter and resume as separate attachments. Employers often pay more attention to the cover letter, which highlights your qualifications and why you are a good fit for the role. Including a cover letter can make your application stand out and increase your chances of being considered.

When to Combine into a Single PDF

However, if the employer requests a single document, it is crucial to combine your cover letter and CV into a professional-looking PDF. This ensures a clean, well-presented application that can pass through screening more easily.

Single PDF: For a single document submission, ensure the document is clean, well-organized, and professional. A combined PDF will make it easier for ATS systems and hiring managers to review your application without missing any critical details.

Is It Possible to Exclude a Cover Letter?

While a cover letter is traditionally a crucial part of the application process, some employers may request a CV only. In such cases, it is essential to understand the reason behind this request and tailor your approach.

CV Only Requests: If an application states "CV only," it does not mean a cover letter is unimportant. In my 40-year career, I have encountered an instance where a "CV only" policy was explicitly enforced. It was the first and only time I had to exclude a cover letter from my application. In such situations, I recommend including an introductory section at the top of your CV that serves as a cover letter, showcasing your qualifications and motivation for the specific role.

Conclusion

Using the appropriate file format and following the employer's instructions are key to a successful job application. PDFs are a reliable and professional choice for most applications, while separating documents can highlight the essence of your application. By choosing the right format and adhering to the employer's guidelines, you can increase your chances of standing out to hiring managers and ATS systems.

Keywords: job application, cover letter, resume, PDF