Why send your résumé as a PDF
If the employer doesn’t specify a format, PDF is the best choice. Word or Excel files can lose their layout or fail to open on the recipient’s computer.
- It looks the same on any computer or phone
- It’s harder to edit by mistake
- It’s often smaller than the Word or Excel file
If the employer asks for Word or Excel, follow their instructions.
How to make a résumé PDF
If you made it in Word or Excel
Use Save As or Export in Word or Excel and choose PDF. If you don’t have the software, our Word to PDF and Excel to PDF tools convert files too.
If you wrote it by hand
Scan it with a scanner or the document scanner in the iPhone Files app. If you have photos, combine them into one PDF with JPG & PNG to PDF.
Adding an ID photo
Japanese résumé photos are usually 40mm tall × 30mm wide. Our ID Photo Maker crops a phone photo to that size.
Naming the file
Recruiters receive many applications. Make it clear from the file name whose document it is and what it is.
- Example: Resume_TaroYamada_20261010.pdf
- Example: WorkHistory_TaroYamada_20261010.pdf
If the employer specifies a file name, follow it. Avoid names that say nothing, such as “resume.pdf” or “scan001.pdf”.
File size
Size limits depend on the employer. For example, when you apply online through Hello Work’s job seeker page, you can upload up to 4 documents of up to 2MB each.
By email, the recipient’s mail server may reject large attachments. If your ID photo or scans make the file large, compress it before sending.
Should you add a password?
A résumé contains a lot of personal information, so many people wonder whether to password-protect it. The rule is to follow the employer’s instructions.
- If there are instructions: set a password, or don’t, as instructed
- Hello Work’s job seeker page: applicants are asked not to put passwords on files
- If you do use a password: send it in a separate email from the one with the attachment, so the recipient can open the file
Packing files into a ZIP can get the attachment blocked on the recipient’s side. Unless told otherwise, attach the PDF as it is.
Example email
Make the subject show who you are and what the email is. In the body, state the position and the attached documents. Japanese employers expect a formal tone; this English example follows the same structure.
Subject
Application for the Sales Position – Taro Yamada
Body
Dear Hiring Manager, Human Resources Department, ABC Co., Ltd.,
My name is Taro Yamada. I saw your job posting and would like to apply for the sales position. Please find my application documents attached.
Attachments: Résumé (PDF), Work history (PDF)
Thank you for your time and consideration. I look forward to hearing from you.
- Signature: name, address, phone number, email address
Checklist before sending
- Open the PDF and check that text and the photo display correctly
- Pages are in the right order and orientation
- The file name includes the document type and your name
- The file is smaller than the employer’s limit
- The recipient, subject and attachments are correct