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How to Write a Professional Email
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When contacting recruiters, you should always use effective, simple and natural language to come off as mature and graceful. Follow this guide to use the email medium with elegance.
Use an appropriate email address
If you do not have a professional sounding email address hosted on a credible domain, it is time to create a new account. The new email address will need to contain your initials, either your surname or full name, and be free from references to your favourite puns, cartoons or games.
Address your email to the right person
You can find out online who you should address the email to, instead ofstating“DearSir/Madam” or“Towhom itmayconcern”. The name of the hiring manager is often on the job description and hiring notice. Ifit is not, you can look it up on LinkedIn or the online directory of the organisation you are applying to. You can also make a phone call to enquire about who you should be addressing the email to before sending it out.
Write a clear subject line
A good subject line states the purpose of the email with the recipient in mind. An ideal subject line will be “Application for (Role) –(Your Name)”. Make sure you do not have typos in the subject line as that will make a very bad first impression!
Keep your message brief and professional
Your email should be succinct. Avoid smileys, emojis and exclamation marks in your emails to recruiters and prospective managers even though you may be excited about applying for your dream job. Keep the note brief, respectful and professional. Be sure to avoid using acronyms like “btw” and “FYI” as well.
Check for errors Follow up promptly
Do not just rely on autocorrect to spot your typos. Always re-read your email draft for grammatical mistakes. Also, read it out loud, thinking from the recipient’s point of view.
Besides replying to emails from prospective employers swiftly, you should send them a follow-up note if you have not heard from them within the stated period in which you are expecting a reply. Similarly, you do not want to miss out on an interview opportunity orpotential job offerjust because you forgot to checkyourinbox!
Manage your email attachments effectively
Do notforgetto enclose yourattachments, whethertheyare your cover letter, resume or other documents requested for! When it comes to sending out a few large attachments, you can place them in a zip folder, or create links for downloads.
Craft an effective signature
Lastly, your email signature should contain a link to your LinkedIn profile or online portfolio as well as your mobile number, especially for the first email to any professional contact.
