Email communication can be an effective tool for any job seeker. People often send emails to companies to inquire about job openings, and after finding a vacancy, it's common to send an email cover letter with an attached resume to begin the job application process.
Some people also send pretty concise emails for networking purposes, scanning professional contacts to find leads in an expanding job market.
If you do manage to stand out from the crowd and the hiring people consider you the right fit for the job, there is still work to be done. After your interview, you will likely send a follow-up email to thank the interviewer.
You might also have to resend your resume and cover letter. There is a lot more email communication to be had, and you need to be on top of your game in every single business email that you send out.
Your tone must be professional, and you should follow all the good email etiquette guidelines to avoid sounding unprofessional. To aid you in your professional development, we have prepared some pro email etiquette tips to help you on your way.
Professional Email Etiquette Tips and Best Practices
The team here at Cirrus Insight has a lot of experience with all types of professional email correspondence, whether we are talking about a simple inquiry, a job search email, a thank-you email, or when you need to email your resume and cover letter, or even a mass email. Whatever the case, there are some unwritten rules to follow.
Well, they are not unwritten anymore! Take a look at our hot takes that will be especially useful for rookie job applicants.
Use a Professional Email Account
Your email account must be appropriate for business use. Typically, this will require an email address with your first and last name only. Some people create a new email account specifically for business purposes. It's a good idea to keep these emails separate from your personal emails. Using a free web-based email provider is a solid option here.
Send an Email to a Specific Person
Always strive to send an email to a specific contact instead of a general inbox. This will go a long way in making a good impression. Always double-check the recipient's email address before sending it and use their full name in the body of the email. Sending a copy of the email to your personal email can help you keep track of everything on two fronts.
Define and Use a Clear Subject Line
Every business email must have a clear subject line. Most recruiters looking for job applicants will give instructions on how to craft the subject line in the job listing. If you don't do it right, you will be seen as unprofessional. A clear subject line will also prevent your emails from going to the spam folder. Just follow these tips, and you will leave a great first impression.
Use a Professional Font
The font you use has a lot of power, and it can actually make or break your chances of getting selected for an interview. Use only professional fonts that are easy to read. Arial, Verdana, and Helvetica are good, and the font size should be 10 or 12. This goes for the email body and all attachments. Steer clear of "alternative" font. This should be a common courtesy.
Compose a Flawless Business Letter
Write the email like a business letter. Avoid using slang, emojis, and social media acronyms. Open the email by addressing the hiring manager, and if you don't know their name, start a simple "Dear Sir or Madam." If you do know their name, it is common to address them by their first name. End your email with a signature, and only use full sentences in the body.
Keep the Email Brief
You should avoid sending lengthy emails. This will increase the chances of your email being read in full. There will be time to elaborate later on if you land the job and get to know the person you're working with. However, until then, you should keep the message brief and on point. A good idea is to actually include a call to action to increase the chances of a reply.
Work on Your Email Signature
Your email signature should include contact information to facilitate a response from the person on the other end. As someone who is looking for a job, you want to be available everywhere. You can add your phone number, personal email, and any other contact information you deem relevant. You should definitely include a link to a LinkedIn profile.
Proofread Your Email for Errors
There is no such thing as reading the email too many times to make sure that everything is in order. Install the Grammarly extension on your browser and use it to remove any grammar and syntax errors. After all that is sorted, read the email line by line once more to make sure that you are getting your message across loud and clear.
Send a Test Email to Your Personal Account
Before you send your first email to your first potential recruiter, it's a good idea to send it to your personal email first, just to see how it looks. You can check the formatting and layout, and if you have attached some documents, you can try downloading them to make sure that they open without any issues. As you gain experience, you can start skipping this step.
Well, that pretty much covers it. You are now ready to start your email with a salutation, follow up with short and concise paragraphs, clearly state your interest, and end with a signature. As you can see, with the right knowledge, writing a business email is easy.
To help you out further, we have prepared a section with some general job search tips.
Keep Sending Job Inquiries! You're Bound to Land Something!
Although looking for a job can become a time-consuming and challenging endeavor, you can streamline everything to improve your chances of success. Exploring job leads within your professional network will often produce positive results. Researching jobs by qualifications helps you narrow your search.
Once you find a suitable opening, you can start creating a plan to land that job. This plan can include specific steps like applying for openings, interviewing, and hopefully accepting a position. Part of this plan also includes creating a polished and professional resume, which will help you present your skills and qualifications in the best possible light.
You can also edit your resume and cover letter depending on which company you are applying for. This is helpful because it enables you to demonstrate exactly how well you fit a specific company and position. If an employer uses specific keywords in their job description, echo these words in the email. And don't forget to research the company before your interview so that you can demonstrate your thorough knowledge and gain an advantage.
In the end, we'll leave you with some further reading. You can check out our article on the six most common carrier changes for salespeople. If you want to read more, check out these other cool resources.
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