Email In today’s business environment, email
• When forwarding an email, if you cannot take the time to type a personal comment to the person you are forwarding the email to, then do not bother sending it. • Choose your email address wisely. It will determine, in part, how you are perceived. A professional email address should use some format of your given name. (dcarey@gmail.com) • Do not add emojis to your email or use text wording and abbreviations. • Adding quotes or philosophical statements at the end of your email will appear unprofessional. • You must respond to an email promptly (within 24–48 hours). • If you have applied for a position, check your spam folder for replies and correspondence. • Formality reflects respect. Assume the highest level of formality with new email contacts until the relationship dictates otherwise. Refrain from getting too informal too soon in your email communications. • Take the time to review each email before clicking “Send” to ensure your message is clear, contains no errors and that you are relaying the tone that you desire. • Never use an old email to hit reply and start typing about an entirely new topic. • Do not send or post anything that you are not willing to take responsibility for saying. • A note of caution: EMAIL IS A PERMANENT FORM OF COMMUNICATION that the sender has no control over. It can be forwarded, searched for and retained in numerous places. For this reason, you should never include inappropriate subject matter, profanity, confidential information, or criticisms of colleagues, management or the company. Sending Resumes and Cover Letters by Email When you are sending documents by email, you must also write text in the body of the email. This is to notify the recipient of the purpose of the email and attached documents. Do not repeat items that are in your cover letter and remember that professional writing guidelines apply. Title the subject line of the email with the job posting title and job ID number.
communication is often preferred by many companies and organizations. Job seekers are often directed to submit application materials via email. Employers expect applicants to be well -experienced in this form of communication. To ensure you are conveying a professional image, follow the guidelines provided below. Sending Emails • Make sure your email includes a courteous greeting and closing. Address the recipient with the appropriate level of formality and make sure you have spelled names correctly. • Are you using proper sentence structure? Have you capitalized the first word of each sentence and used appropriate punctuation? Multiple instances of !!! or ??? are perceived as rude or condescending. • Be sure your name is reflected properly in the “From:” field. Jane A. Doe (not jane, jane doe or JANE DOE) • Always include a brief statement in the subject line that accurately reflects the content of your email. Leaving the subject line blank can get your email flagged as spam. • Keep emails brief and to the point. Avoid long sentences. • Do not use URGENT or important in the subject line and do not request delivery and read receipts. • Always end your emails with “Thank you,” “Sincerely,” “Regards”—some closing remark. • It is suggested you proofread emails for spelling, grammatical and typing errors. • Make one last check that the address or addresses in the “To:” field are those to whom you wish to send your message. • Do not type in all capital letters. This indicates yelling or reflects a shouting emphasis. • Typing your emails in all lower case letters gives the perception of a lack of education or laziness. • Do not use patterned backgrounds. This makes your email harder to read. • Stay away from fancy fonts—only use the standard fonts that are on all computers. • Refrain from using multiple font colors in one email. It makes your email harder to read and can add to misinterpretation of your intent.
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