5 Email Etiquette Rules when Applying for Jobs

email etiquette: How to create professional email when applying for jobs

Are you currently applying for a job? If yes, how many emails have you sent to recruiters so far?

Email communication has become an essential means of communication for professionals. It can be more than just a way to exchange job application information. That is when recruiters can also assess an applicant’s professionalism and courtesy.

Your email for a job application influences a recruiter’s first impression of you. Email etiquettes are not at all difficult to apply. Here are the basic etiquettes you can start doing today.

#1 Use a professional email address

Setting up a separate email address for job searching is a good idea. This way, professional emails are not mixed with your personal ones. Otherwise, make sure that your account name shows your name so recruiters can recognize you easily. Avoid using names that are generic or look unprofessional.

Do: firstname.lastname@email.com

Don’t: prettygurl@email.com

Don’t forget to include your professional email address on your resume.

#2 Specify your subject line

Do not leave the subject line blank. Some companies provide specific instructions on what to include on the subject line. Make sure that you follow them so you won’t miss a job opportunity.

Otherwise, your subject line should contain the specific role you are applying for. You may include your name as well. Here are some examples:

Subject line: Certified Public Accountant Position

Subject line: Digital Marketing Specialist Position – Your Name

#3 Keep the content of your email brief

Avoid writing long emails as recruiters receive plenty of applications every day. Briefly discuss your professional background in a cover letter. It can be alongside your resume.

Instead, keep your email content brief and straight to the point. You may want to include these details in the email body:

  • Salutation
  • Job role you are applying for
  • Where you have seen the job post
  • File/s you attach to the email

Be mindful of the tone of your email. Some content with correct grammar may sound rude when read aloud.

#4 Include an email signature

An email signature serves as a business card every time you send an email. It should be at the end of your email body. Remember that you are making a good impression. Branding yourself is one way to be on top of the recruiter’s mind.

For starters, your email should include:

  • Your first and last name
  • Email address
  • Your phone number
  • LinkedIn profile (optional)
  • Headshot photo (optional)

Email applications such as Gmail and Outlook allow users to set up an email signature. The links below provide further information on how to set up. Your email signature can be a simple text or an image. Canva is a great tool where you can create this.

How to create a Gmail signature

Create an email signature in Outlook

#5 Proofread and check file attachment before sending

Do a final check on your email content before sending it to the recruiter. Check if words have correct spelling and if there is no grammatical error. Grammarly is a free online tool that helps you check your email content.

You also need to check if you have attached the correct file/s. If you are attaching files with big file sizes, save them on cloud storage like Google Drive.

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