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16 Tips for Job Search Email Success
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Posted By: Marcia Robinson In: Entry Level and College Grads
Many people rely on email in their job search as much as they do for personal entertainment or communicating with friends. To keep your communication professional these tips will help job seekers to use email effectively in the job search.

Email plays an increasingly important role in our lives both in and out of the office. In fact, the most popular web mail service, Yahoo! Mail turned 10 years old in October, 2007 with 250 million users. TechCrunch reported recently that Yahoo leads the pack followed by MSN with 228 million accounts and Gmail with 51 million.

Needless to say, many people are relying on email in their job search as much as they rely on it for personal entertainment or communicating with friends.

The following tips will help job seekers to use email effectively in the job search.

  1. Be professional with job search emails. Grammar still matters and punctuation is still important. If you had help with your resume from a career counselor, resume writing software or from anyone else, your resume and cover letter probably look really good. Your emails need to maintain the same high standards and should look as edited and proofed as your resume does.

  2. Make sure the email subject line includes your name and the document attached. E.g. Joe Jobseeker – List of References.

  3. Think seriously about not adding a quote to your email address for the job search. If you chose to add a quote, think about whose quote you use and what the recruiter might think about you as they read your chosen quote.

  4. Read and follow email application instructions from employers carefully. If they require that you respond by email, do so. If it states otherwise - do otherwise. Some employers might even give you instructions for the format, document type or font size to use when submitting resumes via emails.

  5. Use an email address that you will check often when communicating with employers. Recruiters hate to have emails bounce back for closed accounts or full mailboxes.

  6. If you are using a signature with address and contact information, as you should, there is no need to add your email address in this signature again.

  7. Be sure to remove recruiters’ emails from your email lists. The last thing you want to do is inadvertently send inappropriate jokes, chain letters or a virus on to a recruiter or hiring manager.

  8. It's a good idea to email the latest copy of your resume to yourself. This way you can always pick it up in cyberspace from a web mail account like Yahoo!, MSN or Google at any time.

  9. Email is not for everything. Do not use email for urgent messages such as getting directions to an interview or to inform the recruiter that you will be late. Make a phone call instead.

  10. Remember that email is not private. Once you write it down it is on record somewhere. Be careful what you say.

  11. It is acceptable to write a cover letter in email. No need to write an introduction and then add a cover letter and a resume. Use the body of the email as your cover letter.

  12. Pay close attention to the tone of your email. It is almost impossible to tell how someone will react to an email, even with all kinds of emoticons, which you want to limit. Save drafts and read again later for tone before you hit the send button.

  13. Avoid creating your resume in Microsoft Works or older versions of Microsoft Word which the recruiter may not be able to open if you send it as an attachment.

  14. It is recommended to use 10-12 point fonts in black and avoid textured backgrounds.

  15. Watch use of graphics in your emails and avoid the instant messaging chatter and abbreviations.

  16. Write your email content and subject line before adding the recipient's address. This will help you inadvertently send the email off before it is complete.


Bottom line? Stay professional and remember that even though we are in the instant messaging age, your job search emails must represent you well.
 
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Comments
Posted by: Charlene g On: 5/1/2012 1:42 AM
As I started to read some of the helpful tools regarding making myself stand out from other job seekers, alot of the pointers that were given help me to see what I am not doing  to make myself more marketable. especially when it comes to my spelling and punctuation. Another important tool that stood out to me, using the email as part of the cover letter and not writing an introduction letter along with the email cover letter. Thanks for the tips surrounding using different methods to increase my chance of becoming employed.
Posted by: Alice J On: 4/26/2012 5:32 PM
I have one question...how new of a version of Microsoft Word does my resume need to be saved in, when I send it to a prospective employer as an attachment? Is 2007 new enough? Or does it need to be 2009 ? Please let me know.Alice
Posted by: Tanya M On: 4/3/2012 5:33 PM
Great information.  However, I have used all the tips that you have mentioned,and I have not been very successful in even getting any interview.  This "submit resume" is very time consuming, I guess it's not like it used to to be walk in sit down discuss your skills and if they like you, your hired.  I just don't understand how a company can possibly read every resume that comes across there e-mail account, it would take them forever.  I'm wondering how do they weed us all out. I know I'm qualified so wants next!!!!! Thanks needed to vent lol.
Posted by: Eric J
Excellent information and advice. In my opinion, it is one of the great shortcomings of the Internet era in that it is impossible for a potential employer to gauge my enthusiasm and potential value via an email, cover letter and resume. The impersonal anonymity of email job applications bar any intuitive “feeling” people might harvest from sitting down, in the same room, and speaking with one another. That is, indeed, unfortunate. However; electronic pursuit of employment is dictated by the current economic environmet. I'm a believer of walking in to inquire about employment. I'm consistantly turned away and referred to the Internet. Your article will assist me in modifiying (mandatory) my outdated perspective and, hopefully, get that interview and land a job.Grateful!
Posted by: Rick Baker
I thought the tips were very good and helpful.
Posted by: Dave Semones
Thanks very much for Tips!
Posted by: David L. Duffy
I've noticed that some employers will not accept a Word 2007 attachment as they cannot read the newer format. They will only accept the 2003 or older versions of a Word document as it is not compatable with their computer formats. So I am essentially only sending my resumes and cover letters in the compatable 2003 Word format.
Posted by: Dave
Thank you for the timely reminders!
Posted by: Donna Queli
I have read your tips and the coments that were left by others and find them helpful. What I don't care for is when you search for a position in the Newark area and get responses from the Newark/New York area.  
Posted by: William Walter
I use Microsoft Word to draft my "important" e-mails.  This allows me to check spelling and grammar.  I then copy the MS Word document into the e-mail.  This allows me to keep a copy of the communication in a seperate folder. [The comment regarding entering the recipient e-mail address is something I always do.]
Posted by: Linda Graves
The 16 tips was truly helpful, especially how important it is to use proper spelling and grammar.
Posted by: Melanie Bowden
Very good points from everyone. I have one more suggestion. If your e-mail service provider has a SPAM filter on your e-mail, see if you can have them remove it so you won't miss e-mails coming back from a potential employer.
Posted by: Susy Flaherty
Very good points/suggestions.
Posted by: Willie Cooper
Thanks for the comments, the mistakes are what seldom go un-noticed.again, thanks
Posted by: Lataya Scott
I would just like to thank you for the helpful information that you send me through my emails about job search. It is really helpful. Thank you!
Posted by: Alfred Blystone
It has been several years since I searched for a job. The 16 points are a great reminder of how to do and submit a resume in a professional manner. Thank you.
Posted by: Kim Johnson-sy
Thank you for the tips, they are very helpful and much appreciated. I have had terrible luck with online job search, I can't even get an interview for a cashier at a fast food restaurant. I have sent out hundreds of applications, resumes, and cover letters. I have even gone into offices to apply for employment, no one seems to want to give me a chance. There is a probationary period at most companies and I can't even get a chance at fast food. I have some education and lots of skills, what is the problem?
Posted by: Victor Martinez
Good points, thanks
Posted by: Sandra Jackson
Thanks, for helpful tips
Posted by: Ninon Sanguesa
Thanks for all the advice.I thought it was very informative. I will put it to the test and see how good I did, will let you know in no time. my best to you too!
Posted by: Bev
Great suggestion to add the To: and the subject line last.  Maybe that will remind me to add the attachments before I hit send!
Posted by: Eugene Alsworth
The "Tips" are very informative; however, there may be a 17, read your message for understanding. Look closely at tip 16..."Write your email content and subject line before adding the recipient's address. This will help you inadvertently send the email off before it is complete." I don't know about you, but I don't need any help when sending inadvertent emails, I do need help in preventing the inadvertent or premature release of an incomplete document.
Posted by: Kenneth Cooper
 A lot of these errors I find are made out of job search frustration. Just being tired at some point of the process but we move on for the sake of success.
Posted by: Taffie Pounders
The tip about older versions of office is something I had not thought of...
Posted by: Tracy
All of these are common sense, and if you've ever accidently hit send before completing an email, then you'd think about adding in address last after writing the email.  Here's a couple of tips:1.  Along with attaching your resume, copy & paste it on the end of your email.  With so many spam/viruses people don't always open up attachments if anything looks suspicious.2.  Save Time:  Write generic cover letter and put your own address in the To: then in the BCC: field, put everyone you want to send your resume to.
Posted by: Michael Maloney
I hadn't thought of using the body of the email as the cover letter.  That sounds like a good option.  I do, however disagree with your suggestion to skip the email in the signature.  If the email gets forwarded, your email address would be buried in the body of the email or stripped from it entirely.  In addition, if the email is printed and handed to someone, your information may be lost forever.
Posted by: rose boyland
I found this information to be very helpfull.  Thanks.
Posted by: Steve Bernstein
Tip #11 has saved me much time and looks much better than using the email body for an introduction then attaching a cover letter plus a resume, employment history, references, etc.  I use a standard cover letter template, make appropriate specifications, then paste it as the body of my email.  It becomes one less attachment and gets the job done professionally.
Posted by: Ciera
I don't even worry about #16 anymore because with gmail.com's "Lab" features...you can select for it to warn you if an attachment is not attached that is mentioned in the email body. So it's a GREAT feature and gmail.com addresses look more professional than yahoo.com (just another tip!).
Posted by: EStelita Panlilio
Excellent tips.  Great help for the job search.  Printed all infos and carry them and read them anywhere whenever I have time.
Posted by: Calvin Matthews
I never even thought about half of this stuff.
Posted by: Zeinab Kadie
When I copy and pasta my resume on the windows,or attach, it seems informal. I did not know that emailing the resume can show it as it looks like. All the tips are very useful! Thanks you so much for sending it,Z.K
Posted by: Yuven Lukong
Many a time, grammar and punctuation has not been taken seriously and the introduction in my emails, have often been quite distinct from the cover letter.This is a 'new era'.I hope my job search will be greatly improved.Thanks.
Posted by: Susana Lorenzo
Thanks for the information, I think that, yes, it is important to give proper information and to be professional during a job search.
Posted by: susan davis
I think it is a good idea to include your email address in your signature also. Who knows who they (recruiter) will forward your resume to, and that could be a future employer.
Posted by: Chris
I think #6 is incorrect. It *IS* a good idea to include your email address in your signature. When your email gets forwarded to other people your email address is not always displayed.
Posted by: susan throop
Thanks for the heads-up.
Posted by: Heather Oneil
Thank you for the very helpful tips. I'm sure these tips will help me in my job hunt. Thanks again
Posted by: Anonymous
Emoticon is an actual thing.  http://en.wikipedia.org/wiki/Emoticon
Posted by: al spector
I had to laugh...point one stressed proper grammar.  A few paragraphs later "emotion" is not spelled correctly.
Posted by: DBanta
What is the proper addressing etiquette for job listings that only offer "Confidential Company" in their 'contact' information? ie: Company Name?Address?City ?Attn: WHO??
Posted by: Judy
It was helpful information, common knowledge points for professional use of email.  I had never considered entering the recipients address last; that even fixes "stupid".  Thanks!  
Posted by: Sam
Most of the tips in this article were just plain common email etiquette. However, there was one piece of advice that I found helpful to me. 16-Write your email content and subject line before adding the recipient's address. This will help you inadvertently send the email off before it is complete. I've made that mistake many times.
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