Transcript Job Email Etiquette

Job Email Etiquette
FROM VIRGINIA TECH CAREER SERVICES
First Contact
For a first contact, e-mail employers when an employer specifically invites or
instructs you to do so — with instructions on the employer's web site, a job ad, a
verbal conversation, other reliable advice, etc.
Obviously if an e-mail address is provided by a person or web site, you can use
it.
If you can't find an e-mail contact, you might be safer sending a resume and
cover letter via hard copy.
First Contact
Don't ever send an e-mail without doing your research online first.
If you ask a question easily answered on the organization's web site, you'll
create the impression that you are lazy or unintelligent, or both.
(Sorry if that seems harsh. But it's the truth and we'd rather not see you
make that mistake. And it's worse if you claim on your resume that your skills
include "Internet research.")
First Contact
Don't send an e-mail randomly to someone saying "I'm not sure if you're the
correct person, but I figured you could forward this...." Don't figure.
If you write to the wrong person, s/he has no reason to respond or forward.
Do your research, and say WHY you're writing to the person ("you were listed as
the contact for the XYZ job fair").
Responding to Employers
If an employer e-mails you, you can probably respond via e-mail.
The key is to READ the e-mail sent by the employer and follow instructions.
For example, it might instruct you to do some follow-up on-line or with another
person.
Responding to Employers
Be very careful about noting TO WHOM and HOW you should
respond.
Morgan McKenzie of XYZ Inc., might send the e-mail, but instruct
you to MAIL your resume and a cover letter to Chris Corrigan of XYZ.
Responding to Employers
E-mails that have been forwarded to you (or to many) and/or have gone
through lots of forwarding may take more time for you to interpret.
Read the details so you do the right thing.
 It won't help you to send off a response to someone who just happened to
forward the e-mail but isn't the correct contact person.
Responding to Employers
When you reply to an e-mail, stick to the same subject and place your response
at the top.
Don't delete the content sent to you (unless there is something inappropriate or
unnecessary for your recipient to see).
If you delete it, you force the person you write to dig up his/her prior e-mail to
see what you're responding to. Don't waste people's time.
Responding to Employers
Do delete unnecessary forwarding code and text that is irrelevant to the
content.
Again, don't waste people's time.
Thank You
This question comes up a lot with students. An e-mail thank-you isn't wrong.
Employers will appreciate that you did at least send thanks.
If you know that the person who interviewed you is travelling a lot, s/he may
see your e-mail before getting back to the office to see hard copy mail.
If the hiring decision will happen very quickly following the interview, an e-mail
might be seen sooner than hard copy.
Hard copy is still nice, shows that you really made an effort, and can follow up
an e-mail.
Job Negotiations
Negotiations are better conducted verbally than in writing.
If you don't understand the benefits package information provided with a job
offer and have questions, a verbal conversation might be best.
However, if speed is of the essence and you are only reaching voice mail by
phone, you could alert the employer via e-mail that you have some questions
and are hoping to speak directly.
Suggest times when you might be available to speak.
Getting Things in Writing
If you do something important verbally — like agree upon an interview date and
time, or accept a job offer — it's important to follow up in writing, and an e-mail
can serve that purpose.
Usually an employer will confirm an interview time in writing, and an employer
should always follow up a verbal employment offer with a written offer. But if
the employer doesn't, you can.
Example: "Thank you so much for the offer of an interview at your McLean,
Virginia, office. I look forward to seeing you on Tuesday, March 7 at 8:00 a.m."
Putting information in writing creates a record and can (if worded clearly)
protect everyone from confusion and misunderstanding.
Your email address
Make it your full name with "@vt.edu" as in [email protected]. That's
what the recipient will see in her/his in-box; better than
[email protected]
Using the "edu" extension lets the recipient know you are affiliated with an
educational institution — and being a student is your main job now.
Your recipient also might recognize the "vt" part. Not a bad thing.
"Hotdogdude@hotmail" or "Sillyefgrl75849" are not appropriate. True story:
employer received e-mail from "sexygirl." That is an excellent way never to be
taken seriously or viewed as professional — or end up in a junk/spam filter.
Formatting your email
Clear and meaningful to the recipient, as in:
"Application for graphic designer position listing 84G11"
"Follow-up to our meeting of February 21 at Virginia Tech job fair"
A blank subject line is unacceptable. You've given the recipient a good reason
to ignore or delete your e-mail.
"Read this" and "information" and "for your consideration" and the like are
meaningless. (Aren't all e-mails supposed to be read, and contain information,
etc.?)
The Salutation
Don't ever misspell a person's name if you have it. Have you received mail with
your name misspelled? If so, you know the impression it makes.
If you know you're writing to Jack Caretta, use "Dear Mr. Caretta:" (Not "Dear
Mr. Jack Caretta:" Use only last name after Mr./Ms./Dr.)
If you know you're writing to Allyson Abernathy, you'll use "Dear Ms.
Abernathy:"
The Salutation
It is never appropriate to assume a woman's marital status, and her marital
status is irrelevant to business communication.
Therefore, don't use "Mrs." or "Miss" in business communication.
Use "Ms." for women; it's the feminine equivalent to the masculine "Mr." Only
exception to this is when a person uses those salutations for herself.
(However, note that it is not protocol to use Mr., Mrs., or Miss to refer to
oneself in business!! Obviously salutations are used in some settings, like school
settings in which students are expected to address adults as Mr., Ms., Miss, Mrs.,
or Dr.)
The Salutation
For individuals with Ph.D.s, other doctoral degrees, and medical degrees that
confer the use of "Dr." then use "Dear Dr. [lastname]:" regardless of gender.
There is nothing about the salutation "Dr." that implies anything about gender.
The Salutation
What if the person does not use "Dr." and the person's name leaves you
uncertain about gender? Your best bet is to do some research.
Get on the organization's web site and see if you can learn anything.
If not, call the organization and be honest: Say, "I'm writing a letter to Pat
Watford. I apologize, but I have not met Pat Watford and I want to properly
address Pat Watford as 'Ms.' or 'Mr.' Can you advise me?"
The Salutation
What if there is no name supplied? Good question. "Dear Sir or Madam:" is
always appropriate.
If you don't know who will see and read your letter, using just "Dear Sir" or
"Dear Madam" is inappropriate and suggests gender bias on your part.
(An exception might be if you're writing to a single-gender institution, and
you are absolutely without question certain that every possible person who
might receive your letter is of one gender.)
The Salutation
Another approach when you have no name, but you do know the department
to which you must send your letter is to do something like, "Dear Human
Resources Department staff:" or "Dear Hiring Manager at XYZ Inc.:"
Be very careful if you do this. You don't want your letter to look like a form letter
you sent to 30 employers (unless you want it ignored).