AUTHOR: David M. Young – Managing Partner Search Technology
Email is an important part of the job search. In many instances, it has replaced the “hand written” note. It should never completely replace a personal note. But, as mentioned in a previous blog, you get an A for a thank you note, and you get an A+ when it is hand written. In the event that you need to email a thank you note, or you are engaged with an organization via email, the following list is a “quick hit” list of pointers every job searcher should follow.
1. CHECK YOUR SPELLING
2. If you need an immediate response, do not send as “URGENT”, rather pick up the phone and call. (It may be faster and easier for the person to retrieve a voice message, especially when off site.)
3. Keep messages short and focused
4. Check your email daily and respond promptly to messages. If an immediate response is requested, use the phone and then follow up with email on the results of your response (“I left a voice message”, “as we discussed when we spoke today”, etc…)
5. Do not write anything you would not say in public
6. Angry email should be avoided
7. As a courtesy to your recipient, include your name, email, and telephone number at the bottom of your email
8. Avoid sending to large numbers of people unless you have a serious reason to do so
9. Do not overuse Reply to All
10. Be clear and concise
11. Answer all questions, and pre-empt further questions while maintaining brevity
12. Use proper spelling, grammar & punctuation
13. Make it personal
14. Use templates for frequently used responses
15. Answer swiftly (within 24 – 48 hours if not much sooner)
16. Do not attach unnecessary files
17. Use proper structure & layout
18. Do not use backgrounds
19. Do not use irregular font (Receiver may not have fonts that are not standard/default fonts)
20. Avoid motivational/spiritual sayings in your signature
21. No tweeter links (reference to your tweeter address)
22. Avoid graphics in your signature (buttons linking to your linked-in profile, buttons to your facebook profile, etc) unless your audience is technically proficient
23. Do not overuse the high priority option
24. Do not write in all capital letters
25. Avoid “texting” language, abbreviations, and emoticons (i.e. J)
26. Do not leave out the message chain/thread
27. Read the email before your send it
28. Ask someone else to read the email to make sure it makes sense
29. Use cc: field sparingly
30. Mass mailings > use the bcc: field
31. Did I say to check your spelling?
32. Be careful formatting - It is always good to send it to yourself first to make sure that it is formatted correctly
33. Avoid rich text and HTML messages (if you are not sure what this is…you are fine)
34. Do not forward chain letters
35. Do not request delivery and read receipts
36. Do not ask to recall a message (Once sent, it is gone. Your recipient will see botht he email and the recall)
37. Do not copy a message or attachment without permission
38. Do not use email to discuss confidential information… use the phone
39. Use a meaningful and specific subject line
40. Use active instead of passive
41. Avoid using URGENT and IMPORTANT
42. Avoid long sentences
43. Do not send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks
44. Keep you language gender neutral
45. Do not reply to spam
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