A Few Email Observations

I want to discuss important job search issues linked to email. I believe they can help you be more successful in job search. Let’s begin with your outgoing signature. If you don’t know what one is, you are already in a lot of trouble. And if you don’t have one, let me make the point that you should. It can be the difference between someone being able to reach you or not. I’m assuming you are writing to them for a reason and are hoping to get a response.

How you sign your email is your signature and tells the recipient who sent them the note. However, it doesn’t them how to reach you. It’s your outgoing signature that provides this crucial information. Let me outline the salient features that an outgoing signature should contain: your complete name, address and phone numbers. List the phone numbers in the order you would like someone to try to reach you. It’s possible that calling you is the best way to respond to your note.

Provide a complete address, not because you are hoping the other person will send you a gift, although that would be lovely. It’s because you want to let them know the time zone in which you live. Did you realize that your cell phone number doesn’t actually tell folks where you live? You can have a California area code and live in Connecticut.

When sending an email, I also suggest you put in a meaningful Subject. Avoid subjects that could identify your message as spam, like “Hi.” Remember before you hit send, to take a moment to check your spelling, grammar and punctuation. While the reader won’t be sending you a grade, a re-read can help ensure the recipient will actually understand what it is they can do to help you. If you are prone to using abbreviations, please know that I HATE all abbreviations. I find it rude that anyone would write ‘Rgds’ instead of Regards. How much did the extra 3 letters cost you? Writing in complete sentences also helps with clarity. If I’m not worth the time it takes to write in complete sentences, why should I feel you are entitled to my time?

The email in the From box should show your name and email address. In this day and age, sharing an email address with your significant other just isn’t done anymore. Please, get with the program. For those of you with L’s and 1’s in your email address, you might consider the fact that in lowercase Arial, they look alike. If you have O’s and 0’s, I would suggest they are also hard to tell apart.

A few years ago, I received a note from someone whose name was Goldwater. He was using the email address of AUH2O, or in lowercase, auh2o. I wasn’t initially sure if the last digit was a letter or a zero. Although his email address was a great conversation piece and provided a touch of humor, it was totally out of place in the world of serious business communication. Your email should look and sound professional. It is the best way to ensure your message will be received, understood, and get you a response.

Hope my observations and suggestions prove helpful when corresponding by email during your job search.

Regards, Matt