E-mail is often perceived as an informal means of communication. However, as it becomes increasingly popular in professional settings, students need to take time to think through the content and tone of their e-mail. It is important to consider the message that might inadvertently be sent to employers or other business professionals. Professional e-mail is very different from casual e-mail or instant messenger. Remember that it's easier to be ruled out than ruled in for a position!
The most common mistakes are:- using emoticons :o)
- being too informal or demanding
- misspellings and poor grammar
- no capitalization
- spelling words the way they sound
The following rules should be used for e-mail when writing or responding to potential employers, co-workers, colleagues, business members, and college staff or personnel. - Always introduce yourself the same way you would in a cover letter.
- Treat your e-mail as if you were writing a professional cover or thank-you letter on paper, but be brief.
- In the subject line, make it obvious why you are writing: "Application for XYZ position."
- Make sure you change the contact name and content according to the person/company to whom you are sending the message.
- If you are responding to an e-mail, include the original message in the reply, so the receiver can put your e-mail into the correct context. Also, respond within two business days.
- Always spell words correctly! Don't just use spell check. It won't catch words that are spelled correctly, but are misused within the context of the sentence.
- Never use all capital letters. Employers may think that you are screaming. It is also difficult to read.
- Think about the message your e-mail address sends. Keep your address simple, and avoid unprofessional sounding names like "studmuffin" or "partygirl."
- Read your message carefully before you click the send button. The tone of an e-mail can often be misinterpreted.
- Scan documents for viruses before you attach it to your e-mail.
- Name any document "your name, document name."
- If you are attaching a document, see if there is a specified format, i.e.: Word, rich text format, or as a PDF.
- Do not assume that if an employer is informal that you should be.
- Don't just rely on e-mail. E-mail can be lost. Follow-ups can also be done via the telephone or regular mail.
Additionally, I would suggest reviewing this presentation for
Email Etiquette for Students when communicating with staff, faculty or employers. It is very difficult to assist you when your emails are only one line and do not give me context to your statements. Make sure to read over your emails before you send them and review that presentation for future communication with our office and campus partners.
