Emails are a key way to communicate with potential employers, giving you time to articulate your thoughts. However, poor email etiquette can hurt your chances, so it’s important to keep them professional and effective.
Tips for Proper Email Etiquette
Use a Professional Email Address
Your email address is one of the first things employers notice. Avoid jokes or unnecessary characters—stick to a simple format like your first initial and last name. Use Gmail or other secure email providers to set up an address that sounds professional.
Have a Clear Subject Line
In reality, it’s impossible for you to open every email received in a single day, which often results in neglecting numerous emails and potentially missing out on important ones. Keep the subject line direct and specific to avoid being ignored or deleted. Make sure that your subject line is concise and be sure to proofread it to avoid errors.
Include a Signature
Every email should have a signature with your name and contact details. Setting this up automatically ensures employers can easily reach you without searching for your information.
Keep it Concise and Straightforward
Long emails can be overwhelming and are often only skimmed through. State your purpose within the first two sentences, and keep your message clear and to the point. Maintain enough white space and have your purpose stated within the first two sentences.
Your Email is a Reflection of You
A well-structured email shows professionalism, while a cluttered one suggests disorganization. First impressions matter—make sure yours is polished and professional.
Pick up the Phone
There will be times when long conversations require more clarity, which requires a call. However, emails should not be used for last minute cancellations of meetings and/or interviews.