In which situation would a PDF be preferred over a DOCX file format?

A PDF is preferred for distributing a finalized legal document because it preserves the formatting, layout, and overall appearance of the document exactly as intended, regardless of the software or operating system used to view it. Legal documents often need to maintain a specific structure and consistency for compliance and legal reasons, which is one of the strengths of the PDF format.

When a document is converted to PDF, it becomes a static representation that cannot be easily altered, making it ideal for official and legally binding documents. This ensures that recipients see the document in the way it was intended, mitigating any risk of unauthorized changes that might occur with editable formats such as DOCX. Additionally, PDFs can be secured with passwords and restrictions, adding an extra layer of security that is often essential in the context of legal documentation.