How to Write the Perfect E-mail That Lands You The Perfect Job
The standard methods of communication among the public have undergone a drastic transformation over the past decade. Between our laptops and smart phones, we are hardly ever really “unreachable.”
Long gone are the days of “snail mail” we now live in the world of text messages, BBM, instant messenger, and email. With that said, it is more important than ever to not only how to use these forms of communication, but to also know how to use them appropriately and effectively.
All too often, emails are ignored or deleted due to an apparent lack of relevance or importance or simply because it is poorly written-don’t let this happen to you! Show your intended recipient that what you have to say is important and worth their time. Here are some key things to remember when writing an email:
Take advantage of the subject line
The subject line is incorporated into most email programs because, other than your name, it is the first thing people will see when they receive your message. This means you should ALWAYS include a subject line that indicates why you are sending the email. It is also a good idea to include your name as part of the subject to help the recipient stay organized and prevent your message from getting overlooked or erased. For example, if you are emailing the HR Department of a company about a job position, assign a subject such as this one: “Hard-working Marketing Associate-John Smith.” Creative subject line ideas can be found here.
Get to the point
Fast! Don’t clutter your email with excess information or questions in the beginning of the email. Immediately opening the message with a sentence about why you are sending the email will grab the recipient’s attention from the beginning and help ensure that he or she will read your message in its entirety.
Use numbers or bullet points to separate your thoughts
If you have 5 or 6 points you’d like to make throughout the email, separating them by bullets or numbers will help clarify your ideas and make it easier for the reader to respond to you in an organized way.
Be concise
Trust us when we say that if a businessman/woman opens an email from you and it is in long, block paragraphs, he or she will ignore it. After you have written your email, go through it and delete any unnecessary words or sentences. If it is not essential to conveying your meaning, it does not belong in the message.
Be mindful of your attachments
First, if you say you are going to attach something, such as a resume, make sure you don’t forget to actually attach it. Secondly, make sure your attachment is in a .doc or .txt format, unless the recipient specifically advises you otherwise. Many other formats will not be compatible with different computers.
Use simple language
Do NOT try to use big or complicated words to get your message across—it will backfire. Let your email be one that an employer can read quickly and understand it all the first time they read it.
Make sure to sign off the email in a polite and respectful way and with all of your contact information available.
Example:
“I hope you have a wonderful week and I look forward to hearing from you soon.
Best regards,
John Smith
If you remember these tips when writing an email, you should rest assured that your message will be received. It is also a good idea to save drafts of the emails you send and use them as templates that you can tailor to make applicable to your next message/recipient, rather than writing a new email each time.
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