Email Etiquette

In business, email etiquette is crucial for maintaining professionalism, ensuring clear communication, and fostering positive relationships. In job searches, how you communicate can make or break the process. This goes for both candidates and hiring managers! Remember, candidates are interviewing their prospective employers too!

Here are some key guidelines to follow:

Use a Professional Email Address

- Always use a company-provided email address (if applicable), or a professional-sounding personal address. We've seen some candidates use their long-term email address that was appropriate at one point. Sometimes 10-15 years ago with your AOL email address. Get yourself a Gmail account for your job hunt?

Clear and Relevant Subject Line

- Keep it concise and informative. Ensure it clearly reflects the email’s purpose so the recipient knows what to expect.

Example:

- "Meeting Request for Project Update – November 2024"

- "Action Required: Review of Quarterly Report"

Proper Salutation

- Begin with a formal greeting unless you're on familiar terms with the recipient.

- Use "Dear [Name]" or "Hello [Name]" as standard openings.

Example:

- "Dear Mr. Smith,"

- "Hello John,"

If unsure about gender or preferred titles, it’s safer to use the first name or a neutral greeting like "Hello [Full Name]."

4. Professional Tone and Language

- Keep the tone polite and respectful, even when conveying bad news or disagreements.

- Avoid overly casual language or slang. This is not a text.

- Be concise but thorough in your communication.

5. Avoid Excessive Use of Capital Letters

- Writing in all caps is often interpreted as shouting. Use proper sentence case for readability.

6. Be Mindful of Your Signature and Wrapping Up Your Email

- Include a professional signature at the end of your email with your full name, position, and contact details. We alway recommend a nicety in the beginning, type your email, close with another nicety (Have a great day, enjoy your evening, etc.)

Example:

Best regards,

[Your Full Name]

[Your Position]

[Company Name]

[Phone Number]

[Website (optional)]

Proofread Your Email!!

- Always check for spelling and grammatical errors before hitting send. Mistakes can impact your professionalism. Yoo now whut I meen?

Use CC and BCC Wisely

- CC (Carbon Copy): Use when others need to be in the loop but don’t need to take direct action.

- BCC (Blind Carbon Copy): Use for privacy when sending the same message to a group of recipients.

9. Keep It Concise

- Be clear and to the point. Busy professionals appreciate brevity. Avoid rambling or over-explaining.

10. Be Timely with Responses

- Respond to emails in a timely manner (ideally within 24-48 hours). If you need more time, acknowledge receipt and provide an expected response time.

11. Use Attachments Thoughtfully

- Only attach documents that are necessary, and refer to them in the body of the email.

- Keep file sizes reasonable, and use common file formats (e.g., PDF).

12. Avoid Overuse of Emojis and Informal Language

- While emojis may be acceptable in some industries or with close colleagues, avoid them in formal or initial communication.

13. Be Cautious of Humor

- Humor can be misinterpreted in written form. Be careful, especially when emailing someone you don’t know well.

14. Responding to Requests

- Acknowledge receipt of requests, even if you need time to gather more information or take action.

15. Be Culturally Sensitive

- Understand and respect cultural norms, especially when emailing people from different backgrounds or countries.

By following these principles, you can communicate professionally and efficiently in the business world.