Etiquette for Professional E-mails

Here are some tips to help you as you compose e-mails for a job or internship search or other professional purpose:

• Wait to fill in the "TO" Email Address
  That way you can review (and re-review) your message without accidentally sending it before it's ready to go.
  
  
• Be polite
  • Don't forget to say "please" and "thank you" in your messages.
  • Respond promptly to e-mails from potential employers.
    
    
• Be careful of your tone
  Because it's hard to get a sense of "tone of voice" in an e-mail, read and re-read your e-mail keeping in mind your audience. Be sure to sound respectful. Don't use emoticons, all caps or lowercase.
  
  
• Be concise
  Try to avoid being overly verbose in your e-mail correspondence, though you should be sure to include any and all pertinent information.
  
  
• Write professionally
  Don't include abbreviations, be sure to check your spelling and grammar, and be sure to include your name and e-mail address at end of your message
  
  
• Avoid "offbeat" e-mail addresses
  Remember that you're writing to a professional from whom you wish to obtain a job. Do they want to know that you're sExyRUGBY99? If necessary, get a new free e-mail account from Yahoo! or Hotmail to give yourself a more professional e-mail address.
  
  
• Pay attention to instructions about attachments
  Many companies are concerned about e-mail attachments that may include viruses—check to see if they have any special instructions about attaching documents. If they don't, wait to send an attachment until you have confirmed with a live person that it's okay to send an attachment. Use virus-checking software to make sure the file isn't infected (most campus computers have virus-protection software, or you can send yourself the file using Yahoo! or Hotmail accounts which have a virus-checking program).
  
  
• Include your name in a résumé file name
  If you do send a résumé as an attachment, don't merely call it "resume.doc." Call it something on the order of "JaneSmith2003resume.doc".
  
  
• Avoid clever quotations/sayings in your e-mail signature
  Use your judgment, given the fact that the person to whom you are writing doesn't know you. Avoid anything that might offend anyone.

Still Unsure?

If, after reading this, you're not entirely sure about what you should do next or even where you want to go, that's definitely okay. Meet with one of our counselors to help clarify things--that's why they're here!