In your quest for a new job, email can be a valuable tool that helps you better manage the job search. In fact, phones and snail mails are mostly on the way out, as email is fast becoming the primary medium of employee contact.
Emails come in handy at various junctures, be it networking with your contacts, finding a mentor and meeting new people or sourcing job leads and getting in touch with recruiters or contacting previous employers/co-workers for references.
But the prime utility comes into play when you are contacting potential employers right from the first contact to regular correspondence to thanking and follow-up, sometimes even to the extent of negotiating compensation packages.
Employers are making good use of emails and so should you! But you also have to be careful and use them appropriately to harness the full power of emails. Take them casually and you will only end up messing an otherwise great opportunity!
In general, while email serves as an effective medium, you have to take your cues from the employer and follow his preference for contact - be it telephone, post mails or emails.
Point of first contact – Many jobseekers routinely send out unsolicited emails to different employers/recruiters in the quest for job opportunities. But, when responding to a particular job opening, it is advisable to first send a hard copy of your resume and cover letter unless the employer specifies email contact in the job advertisement, website or a private conversation.
Follow up - Thereafter, if the employer continues to use email, you can respond likewise. This will also serve as a useful written record of interview date, job offer and acceptance etc. thus eliminating any confusion or misunderstanding.But when following up on an interview or job offer with a thank-you, it is always better to send a physical note or letter. Also, salary and benefits negotiations should be done in person, but you can always email the employer saying that you have questions or would like to speak to him.
What goes in – Your email should always be brief and focussed so as to grab attention. Think of it as a letter and not a face-to-face conversation. So, never start with a casual ‘Hi’ or ‘How you doing’.
Instead, preface the email with information about yourself like ‘I am a resourceful software professional interested in the position of…’ or ‘my experience includes… and I am seeking…’ Then show what you have to offer and what’s in it for the employer so as to make him sit up and take notice. Yet, avoid making too many ‘I’ statements.
The key is to quickly and powerfully communicate your value while demonstrating that you amply suit the job requirements. This will also ensure that your email does not appear like a form letter that is blindly forwarded to numerous companies.
Follow instructions – When sending across your resume, strictly abide by the preferred format like ASCII file, Word document, pdf file or simply text embedded in the email itself. In addition, name the attachment appropriately and provide a short description of the attachment in your email.
When replying, read the employer’s email carefully to understand the instructions like to whom you should reply and how. Also, never change the subject line or delete earlier emails so as to maintain both continuity and ease of checking previous correspondence.
While you should always use a professional email username for work purposes, it becomes all the more crucial during a job search. Also avoid using your work email and opt for a dedicated job search email account preferably with your full name.
The subject line is what will induce the employer to open/discard the email right away. So, steer clear of flimsy phrases like ‘Please see’, ‘Important information’ or ‘Your dream employee’. Instead, concisely summarise your purpose/objective as a compelling reason to read the email. Like, ‘Financial Analyst applying for…’ or ‘Follow-up to…’ Never ever leave the subject line blank as it can easily get marked as spam! Apart from this, regular professional email rules still apply:
• Try to address the employer by name with an appropriate salutation
• Adopt a business-like writing style that is clear, concise and professional. Never ramble with pointless banter
• Provide accurate information of your abilities and experience, as the email will form a written record that can be forwarded endlessly
• Carefully proofread the email for spelling, grammar, punctuation or other typing errors
• Avoid fancy fonts, emoticons and flowery words. In fact, KPMG recently stated that one in every ten emails received from jobseekers contain smiley faces that are very irritating!
• Include a professional signature block at the end of your email stating your full name, contact information, email address and phone numbers. If needed, you can also include your job title or important certifications, but do avoid fancy graphics, quotes or opinions
To sum up, always remember that a well-written e-mail can quickly impress an employer. But the opposite is very well true!
PAYAL CHANANIA
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