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How you communicate can greatly impact an employer’s perception of your skills, qualifications, and fit. Email has revolutionized global communications but also blurred the line between personal and professional. Email’s ease and informality make it easy to forget that many traditional rules of communication should still apply.
For all its benefits, email isn’t always the best platform for sensitive communications. Many times, what is trying to be communicated doesn’t translate well into writing and can be misinterpreted.
The rule of thumb for email is to treat it like a traditional letter. Keep to the tips below to maintain proper email etiquette.
Before giving in to your impulse to hastily type and send an email communication to a recruiter or hiring manager, it may be prudent to ask yourself, “Is this appropriate as an email, or will a phone call serve my purpose better?” For example, salary negotiations are usually clearer, more effective in conveying nuance, and less prone to misunderstandings on a verbal, person-to-person basis.
Always maintain a professional tone in your written communications. Be polite and express yourself in a measured and thoughtful manner.
Be timely. Respond to messages as quickly as possible without compromising the content. Employers run on their own hectic schedules. He or she is not sitting by his or her computer waiting for you. Messages will be seen and answered in the order they are received, so reply promptly. Responses or “thank you” notes should ideally be sent on the same day.
If possible, type your notes out on your computer rather than on your mobile phone. Using your phone may leave the impression that your reply is an afterthought and giving the process short shrift while you’re on the go. Your computer is more conducive to writing business communications; not only is it usually easier and faster to type, but you’ll have fewer typos and greater visibility when proofreading.
Don’t get cute or overly familiar. Stay away from abbreviations, emojis, slang, multiple fonts, colors, and any other type of informal content. This is not the place, time, or audience. Be professional.
Use the formal greetings and salutations you would on a business letter. For example, end your email with, “Sincerely,” “Thank You,” or “Best Regards.” It’s recommended to avoid signing off with “Later,” “Cool,” or “Stay Gold, Ponyboy!”
If you become engaged in a back-and-forth conversation, know when to transition to a phone call. Email is great for a quick and convenient exchange, but if it becomes too involved, speaking to the person can be more effective.
Make sure you have an appropriate and professional email address. If your email address is very informal, you may benefit from having a separate email address for business communications. You don’t want something like an email address – such as, oldcrazyguy23@gmail.com – to leave the impression that you’re not to be taken seriously. And pay attention to how your name is displayed in the email header – don’t use nicknames (i.e., Mom, Cousin Louie, Dog Walking Dude).
Check your spam folder! You do not want to inadvertently miss a message because it’s been filtered into your spam folder. That’s an acceptable excuse to an employer.
Lastly, keep in mind that an email is a permanent record of your communications. Even if you delete it, there is a copy somewhere, so choose your words with care.
Philip Roufail contributed to this article.
Scott Singer is the President and Founder of Insider Career Strategies Resume Writing & Career Coaching, a firm dedicated to guiding job seekers and companies through the job search and hiring process. Insider Career Strategies provides resume writing, LinkedIn profile development, career coaching services, and outplacement services. You can email Scott Singer at scott.singer@insidercs.com, or via the website, www.insidercs.com.
