Email etiquette is vitally important for someone on a job search. An email is often the first time a hiring manager communicates with you, and getting your point across in a professional, polite manner is crucial. HR may spend less than 30 seconds reading your email, so it needs to convey your message precisely and clearly.
Proper email etiquette is not necessarily about the right manners you need around the office. It's more about how to convey an accurate message in as few words as possible. Here are some tips to master this skill during a job search.
1. Correct Subject Line
A hiring manager gets dozens of emails every day. Make yours stand out with your name, the position applied for and the contents of the email. As an example, you would write, "Joe Smith Application and Resume for Inside Sales Manager." This lets the recipient know exactly what's in the email and why it's important.
2. Starting and Ending
Address the person professionally with Mr., Mrs. or Ms. depending on the situation. You might say, "Hello Mrs. Brown" or "Greetings Mr. Williams." The ending of the letter is also important in email etiquette. Conclude with "Sincerely," "Cordially," "Best Regards" or some similar signature line followed by your name.
3. Email Addresses
Double-check the email addresses of the recipients before sending the correspondence. Part of email etiquette is making sure the message lands in the right inbox. Instead of hitting the "Reply" or "Reply All" function, make sure you open a new email and type in the correct contact information. Email overload is a huge problem in businesses because this type of communication is everywhere. Cut down on the clutter by targeting the email to the most essential person who needs to see it. Confirming an email address also avoids confusion if someone receives the wrong item.
4. No Typos
Much like your resume, the email you send to HR should be devoid of typos and grammatical mistakes. A hiring manager that stumbles through a typo might have reservations about hiring someone who does not pay attention to details. Read the email aloud a few times before sending to see if the words sound right. Email etiquette includes getting every detail correct because this communication serves as a first impression of your skills, abilities and assets.
5. Conversation
Write as if you're having a conversation with the other person. You can still be professional and polite while being conversational. This comes down to tone and avoiding certain faux pas. Words written in all capital letters denote shouting, while exclamation points might make it seem you're impatient. Make your sentences friendly as if you have an in-person encounter with the hiring manager at his desk.
Email etiquette is important for one final reason. The initial email you send to HR serves as your cover letter introducing your skills and talents to a prospective employer. As such, it should wow the reader and also make that person want to know more information.
Photo courtesy of Stuart Miles at FreeDigitalPhotos.net
Become a member to take advantage of more features, like commenting and voting.
Register or sign in today!