Know Your Email Etiquette

It is always important to know and understand the basics of email etiquette. This is even more important when you are looking for a new job. 

When you are using email to job search, network or to send your resume - it's critical that all your communications are as professional as possible.  It all makes a difference – The email account you use, the subject line, the message, the files you attach, and your signature are all a reflection of you.

Here are a few tips to help your job search emails and how to make sure your email message stand out:

Your Email Address:  Choose your email address appropriately. This alone will make the first impression and in many cases reflect how you are perceived as a professional. 

Where You Send Your Email:  Whenever possible; you should always try to send your email to a contact person and address them accordingly.  If you are sending your email to a general email box – then your salutation and opening statement should be adjusted accordingly. 

Your Email Subject Line:  All emails require a subject line.  Make sure you list the position you are applying for or the reason for your inquiry in the subject line of your email message.  The subject line should reflect the purpose of your email so the employer is clear as to what job you are applying for or the reason for your email. 

·       Example: Communications Director Position

·       Example: Marketing Associate Position / Your Name

Email Message: If you have a contact person, address your email to Dear Mr./Ms. Last Name. If you don't, address your email generically to Dear Hiring Manager or Prospective Employer.  When in doubt - you can simply start with the first paragraph of your message. 

A good tip is to copy and paste your cover letter into the email message or write your cover letter in the body of an email message. When you're inquiring about available positions or networking, be clear about why you are writing and the purpose of your email message.

If the job posting asks you to send your resume as an attachment, send your resume as a PDF or a Word document.

Email Signature and a Way to Contact You:  Include an email signature with your contact information, so it's easy for the potential employer to get in touch with you. Including a link to your LinkedIn profile is a good way to give the hiring manager more information and insight into you background and experience.

·       (Sample Email Signature)

First Name, Last Name
Email Address
Direct Contact (Phone)
LinkedIn Profile (Optional)

Email Length:  Very similar to a cover letter; your e-mail should be short and to the point. The only purpose of the email - just like a cover letter, is to get them to read your resume or solicit a response. Keep your email short and to the point of what skills and experience you bring to the position.  Have short paragraphs and make sure it is easy to read.

Double Check Your Email:  Make sure you spell check and check your grammar and capitalization. Also make sure that the format and font all match.  Formatting is just as important as your message.