In today’s digital-first hiring world, most companies require applicants to submit their resumes and cover letters through online portals, company websites, or popular job boards. While the process might appear straightforward, several important factors should be considered to ensure your documents are received, read, and taken seriously by hiring managers.
Let’s break down the key considerations and steps you should take when submitting your resume online—and how to avoid common pitfalls that could hurt your chances.
Tailor Every Resume and Cover Letter
One of the most important things you can do before submitting your resume online is to tailor both your resume and cover letter for each job application. Generic documents are rarely effective and often get lost in applicant tracking systems (ATS) or are overlooked by hiring managers.
Why Tailoring Matters:
Many companies use ATS software to scan resumes for specific keywords from the job description. If those keywords are missing, your resume may never make it to a human reader.
Example:
Let’s say you’re applying for a position as a Digital Marketing Specialist. The job posting mentions skills like “SEO optimization,” “Google Analytics,” and “email marketing campaigns.” If your resume doesn’t clearly include these terms, assuming you have the experience, you might not pass the initial screening.
Tip:
Keep a master resume on file and create tailored versions for each job by adjusting the objective statement, skills section, and bullet points to reflect what the specific employer is seeking.
Choose Compatible Document Formats
Before submitting your application, double-check the file format requested by the employer. Most commonly, companies prefer resumes in .doc, .docx, or .pdf formats. However, each has its pros and cons.
.doc/.docx Files:
- Widely used and accepted.
- Editable, which can be risky if the recipient unintentionally alters your file.
.pdf Files:
- Maintains your formatting.
- Universally readable on all systems.
- Cannot be easily edited, preserving your original work.
Example:
Oliver, a graphic designer from Halifax, once sent a beautifully formatted Word resume to a potential employer. When opened on the recruiter’s older system, the text shifted, images overlapped, and his carefully planned layout was ruined. Since then, Oliver has only sent resumes as PDFs to maintain the integrity of his documents.
Submitting Through Company Websites or Job Boards
Many employers ask applicants to submit their resumes via dedicated career portals or third-party job boards. In these cases:
- Follow instructions carefully.
- Adhere to the requested file format.
- Be aware of file size limits and naming conventions (e.g., “FirstName_LastName_Resume.pdf”).
If you’re uploading a document from a Mac, verify that your files are compatible with PC systems, as some Mac-based file formats don’t always translate well.
Tip:
Use simple file names without special characters or spaces (e.g., Jane_Doe_Resume2025.pdf).
Copying and Pasting into Online Forms
Some applications require you to paste your resume and cover letter text directly into a text box. This can be tricky because formatting like bold, italics, bullet points, and tables often won’t carry over.
How to Handle This:
- Save a copy of your resume as a plain text (.txt) file.
- Remove extra formatting and adjust spacing.
- Paste the cleaned text into the form.
- If asked to reformat it for readability, take the time to do so.
Example:
Alina, an event coordinator from Calgary, ignored formatting instructions when pasting her resume into a job portal. The result was a cluttered, unreadable block of text. After learning the importance of clean formatting, she now uses a plain text version for online forms, ensuring her skills and experience are presented clearly.
Complete All Required Fields Accurately
Don’t overlook additional form fields within an online application. These may request details about your employment history, education, or specific qualifications, even if this information is already in your uploaded resume.
Why It’s Important:
Recruiters often filter applications based on these fields, and incomplete submissions may be discarded without review.
Tip:
Even if it feels redundant, fill out every required field accurately and completely. This demonstrates attention to detail and willingness to follow instructions.
Confirm Submission and Follow Up
After submitting your resume, you might receive an automatic confirmation message or email. If you don’t, it’s perfectly acceptable to follow up after a few days.
How to Follow Up:
Send a polite email to the company’s HR department or the hiring manager. Mention the position you applied for and inquire if your application was received. This demonstrates initiative and interest in the role.
Example Follow-Up Email:
“Hello [Hiring Manager’s Name], I recently submitted my application for the [Job Title] position via your company website. I wanted to confirm that it was successfully received, as I did not receive a confirmation message. I’m very enthusiastic about this opportunity and look forward to the possibility of contributing to your team. Thank you for your time and consideration.”
Track Your Job Applications
Keep a record of each job you apply for, including:
- Job title and company
- Date submitted
- Contact person (if applicable)
- Application method (website, job board, email)
- Follow-up dates and outcomes
Why Tracking Helps:
It keeps you organized, ensures timely follow-ups, and prevents duplicate applications.
Example:
Marcus, a sales manager from Winnipeg, created a simple Excel sheet to track his applications. This helped him stay on top of deadlines, follow-ups, and job leads, resulting in three interviews within a month.
Wrapping It Up
Submitting your resume online may seem as simple as attaching a document and clicking “send,” but there’s more to it if you want to stand out from the competition. By tailoring your documents for every job, choosing the right file format, carefully following online submission instructions, and proactively following up, you present yourself as a thorough and serious candidate.
Remember, hiring managers notice small details, and applicants who submit messy, improperly formatted, or incomplete applications can be quickly disqualified, even if they have the right qualifications.
The extra time you take now to perfect your submission process can significantly improve your chances of landing an interview.
Need Help? Reach Out for Support
Submitting resumes online can feel tedious and impersonal. If you’re struggling with tailoring your documents, choosing the right format, or navigating online applications, don’t hesitate to reach out for assistance. I’m here to help you make a strong impression and land that job!