PDF or Word? Choosing the Right Format Before You Send

Before you press send, ask one question: what does the recipient need to do with this document? The answer usually decides the format.

Choose PDF when you want it to look the same everywhere

PDF keeps fonts, images and page breaks exactly as you designed them on any device. It is the safest choice for:

• Proposals, quotes and invoices
• Contracts and signed documents
• Brochures, reports and anything with a designed layout
• Documents that should not be edited by accident

Choose Word (DOCX) when others need to edit

If you are asking for comments, tracked changes or a rewrite, send an editable file. Word is better for:

• Drafts and collaborative documents
• Templates people will fill in
• Letters and resumes that will be customised

Send both when unsure

A common approach is to share the editable file for collaboration and a PDF for the final version. If you use a hosted link, you can put both files under one link, and recipients download them together as a single ZIP.

Quick decision table

1. Needs signing or printing? PDF.
2. Needs editing? Word.
3. Contains a spreadsheet? Send the XLSX if people must calculate, a PDF if they only read.
4. Sensitive? Prefer PDF and set an expiry.

You can browse our free document templates in both formats to get started.