Tips for E-mail
It is important to understand how e-mail should and should not be used when
job hunting. In general, following this rule will not lead you astray: Do
not write any e-mail differently than a letter you would send by traditional
Rules to remember:
- Be brief and
get to the point quickly. This is important in all business communication,
and even more so in e-mail since it is more difficult to read a letter on
a monitor than on a sheet of paper.
- For formal
correspondence, always write your first and last name at the bottom of your
e-mail as if you were signing it.
- Do not type
messages in ALL CAPS! Caps should be used for emphasis only. In an e-mail
capitalized words signify that the author is yelling. Conversely, do not
type your e-mail in all lower case. This is unprofressional looking.
- Use a short,
but meaningful subject title for the message.
- Limit your
line length to 65 characters. This will ensure that your lines will not be
broken up on most e-mail viewers. There is no guarantee of this, but the good
news is that people are generally used to seeing e-mail with broken up lines.
Therefore, they realize that it is not something that is easy to control,
and probably won't hold it against you. However, try to keep it from occurring
if you can.
and carefully proofread messages before you send them. Print out a draft copy
of your e-mail to help you proofread it.
- Be cautious
when using humor or sarcasm. The reader may misinterpret the tone of your
statement because he/she cannot see your expressions. In casual e-mail, this
is prevented by using "emoticons" such as :) (happy) and :( (sad) to convey
tone. However, do not use "emoticons" in formal e-mail. It is inappropriate
for professional correspondence.
- Do not use
common e-mail acronyms, such as "IMHO" (in my honest opinion), in formal e-mail.
It is not professional and you should not assume that the reader will know its meaning.
should be just that, attachments. Do not send a blank e-mail with your entire
message as an attachment. Address the recipient by name, briefly describe what
the attachment is, and sign your full name.
such as "Dear Sir/Madam," are not necessary for casual e-mail. However, you
should indeed use a salutation for formal e-mail. As always, it is best
if you are able to address your e-mail to a specific person.
- Return e-mail
address. It's a good idea to type your phone numbers below your name in case
your employer wants to speak to you instead of replying to your e-mail.
- Include your
resume in the body of the e-mail, not as an attachment. Many people, including
recruiters, will not open attachments from people they do not know because
of viruses. (Even word processing files can contain macro viruses.) To make sure
that your resume gets read, put it in the body. Also send an attachment, if you
wish, for the recipient does open attachments.
- E-mail your
resume to yourself first. Make sure that you--instead of your intended recipient--will
catch all the formatting mistakes.
1999-2017 by CivilEngineeringJOBS.com