Etiquette

Electronic Mail Etiquette

Email has made a huge impact on business and personal communication. Although it is widely used, it is often misused. Many people believe that because email is a quick and easy form of communication, when using it they do not need to worry about grammar or even manners. Electronic mail is not a phone call, a face-to-face meeting or even a formal letter, but that does not excuse the user from using correct spelling and grammar, formalities and manners.

Email and the job search

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Is it okay to send my resume to an employer through an email?
Do I need to follow up with a written resume and cover letter if I apply through the company's website?
The only way to know for sure is to ask each individual company their preferences and practice. Often times that is difficult to do. We will give you our advice based on our questions to employers.

Many employers appreciate the ease of email. They can send it to a resume software program they may be using, forward it to several hiring managers in different divisions or create an electronic file on you instead of a paper copy.

The downfalls are difficulty in transmitting some attachments and having someone physically view your resume.

Most computers and email systems can handle any word processing application. But you don't want to be the one person whose resume they can't open. It is best to attach your document but also cut and paste it into the body of your e-mail message. That way they will be able to view it.

Some resume software systems documents are sent directly to the software program to search for key criteria and your resume may never be formally looked at.

To avoid that happening, it is best to follow up your e-mail application with a written cover letter and resume that you send through US Mail. The more often your resume is reviewed, the better. Following up with a printed copy, on resume paper, causes them to see your name again and increases the odds that your resume will be scanned by a human being.

In contrast, you do not want your cover letter to be your e-mail message. Most people spend a brief amount of time reading email. The format of an e-mail application is:

• Formal Intro, Dear Ms./Mr.
• 3 to 5 sentences stating why you are writing and a couple of key points about yourself, ie. Major, graduation date, work experience
• "Thank you" letting them know your resume and cover letter are listed below in your email as well as attached. Attach and paste your resume first and then your cover letter.
• Follow up with written correspondence, referencing that you have also sent your resume via e-mail or through their online application

Get your readers attention
Often times people assume that the email they send out will get read immediately. But many people get tons of email every day and which ones get a quick reaction is solely based upon the subject. To insure that your email will get read, use a specific subject line.

If the content of your email changes as you write, be sure to change the subject line also. In your subject line do not write "Important" or "Urgent." This looks like spam mail and may cause your reader to disregard or even delete your message.

Etiquette For the Job Search and E-mail Use in General

Avoid upsetting your reader

Do not write in all upper case letters. This is considered SHOUTING and is very rude. Do not write in all lower case letters either, this is considered mumbling. Excess exclamation points ("bangs") should also be avoided, as they are also considered annoying and rude.

Never send an email message in HTML, unless the recipient specifically asked for it. HTML cannot be read by most email programs and can turn your message into an unreadable disaster.

If you are sending out a mass mailing, use the "BCC" (blind carbon copy). This way each recipient will only see their name when they receive the message. If you use the "CC" (carbon copy), everyone will be able to see everyone else's email address. This can upset many who prefer to keep their addresses private. Play it safe and use the "BCC."

Avoid humor and sarcasm. Not everyone thinks alike and you could really offend someone when you are only trying to be funny. In a professional environment humor should be left to a minimum. If you are sending an email message to a friend and you are sure they will understand the meaning of your joke or sarcasm, then it is okay.

Flames
Flaming is when someone sends an email message (in anger) that verbally attacks the other person. To avoid getting flamed check out the "Avoid upsetting your reader" section below. Most often, if you get flamed it is for an obvious reason, but occasionally you may get flamed for something that, to you, seemed harmless. Keep in mind that not everyone views things in the same light as you, so always be conscious of what you send through email and to whom you send it to.

Keep your message short and to the point
Be succinct and concise when using email. Many people receive hundreds of email messages daily, a long message that strays from the point can be time consuming and a nuisance. Be considerate to other peoples' time and on-line charges by sending a short email message.

Abbreviations
Because email is a fast-paced form of communication, many people use some common abbreviations in their messages. Although there are a lot of words that can be abbreviated, only use those that are widely know, such as FYI (for you information) and BTW (by the way). If you extend beyond the basics, you may confuse your recipient.

Following up an email
Most people cannot respond to an email immediately. If you send an email and need a prompt response, leave a message on their voice mail or with an assistant. Explain that you have sent a message and you need a response by a certain time. If it is regarding an issue that is not extremely urgent, allow your recipient at least 24 hours to respond.

Privacy
No matter what anyone tells you, email is NOT private. Many companies have an email administrator that is able to read any incoming and outgoing mail. Some places monitor employee email to ensure that the email is legitimate and that no company secrets are given away. If your email is intercepted it can even be used in a court of law. Even though most companies and organizations take security precautions, somewhere a hacker is able to break through those security measures and have direct access to email accounts.

Voice Mail Etiquette

Many persons involved in job search efforts state that E-mail is the preferred type of correspondence because it allows them to get back to you at any time of the day. But there will be times when you will need to call a potential employer. Many of those times you may get their voice mail, instead of them. Voice mail should be used for short, single subject messages. Follow these simple rules when leaving voice mail messages:

Keep messages short
Limiting your message to between twenty seconds to two minutes will ensure that your listener will not loose interest and will get all of the information you have left.

Leave your name and contact information
Not all of your recipients will be able to recognize your voice. Be sure to leave your first and last name. If the recipient does not know you, state who you are. To ensure a call back, leave your phone number and the time you will be available. If you will be hard to reach, leave an email address. You do not need to leave a date and time, the voice messaging system will provide the recipient with that information. You may want to leave your name and phone number at the start and end of the message so they can double check that they wrote everything down correctly without having to listen to the message twice

State the purpose of your call
Leave detailed information about the purpose of your call. Do not just say, "Please call me." With information about why you're calling, the recipient can take the proper action to return your call and answer your questions without a lot of "phone tag."

Only one topic per message
Limit each message you leave to only one topic. If you list more than one topic, the recipient may forget one or, he/she may wait until he/she can respond to all of the topics, prolonging your call back.

Plan your message
As odd as it sounds, plan your messages before you call. Planning a message, not only prevents you from being thrown off-guard by voice mail when you're expecting a live voice, but it also helps you organize your thought and purpose and, in turn, may assist you, if you do reach a live voice.

Always remain positive. Whether you are greeted by a person who is having a busy day and is distracted by your phone call, or you are receiving feedback on why you are not getting an interview or a job offer, stay polite, you will always want to keep on good terms. With both E-mail and voice mail, you may want to E-mail or call every ten days expressing your interest in the company and the position.

Dress Etiquette

"Clothes are to us what fur and feathers are to beasts and birds; they not only add to our appearance, but they are our appearance. How we look to others entirely depends upon what we wear and how we wear it; manners and speech are noted afterward, and character last of all."
- Emily Post

Although we wish to make great impressions at interviews with our personalities and skills, often times, the first and lasting impression is derived from our appearance. Appearance is a statement you are making about who you are. Your clothing and grooming should represent your attitude. If you want the job, dress to create the image that will help you to get the job. When dressing for an interview, you should dress as though you are seeking the interviewer's boss's position. Dress professional and you will appear professional and confident.

• Solid color, conservative suit
• Long sleeved, white shirt
• Conservative tie (save your cartoon ties until after you get the job)
• Dark socks (not white) and professional shoes, keep shoes shined
• Little or no jewelry, do not wear earrings or nose rings or any other piercings on your face
• Skip aftershave
• Nails should be neatly trimmed
• Carry a portfolio and keep a note pad to write on
• If the company tells you not to wear a suit, wear your best khakis and a button down shirt with a tie
• Cover any noticeable tattoos

• Solid color, conservative suit, if you choose a skirt, it should be no more than 2" above the knee
• Coordinating, non-revealing blouse
• Dark colored shoes, pumps with a small heals work best
• Little jewelry
• Skip perfume
• Little makeup, go for a more natural look
• Nails should be well manicured
• Professional hair, keep long hair pulled back or up
• Carry a portfolio and keep a note pad to write on