Email - it could get you the job

Gone are the days when you were expected to hand in your CV in person, or send four pristine copies through the post.

Gone too is that nerve-wracking call to let you know whether you have been successful. Many job applications, and even salary negotiations, now take place via email.

Such is the rise of internet communication that an email is often the first impression that a prospective employer or recruitment consultant has of you - so don’t hit that send button too quickly.

…without the benefit of voice inflection and facial expressions, misunderstandings are a frequent occurrence

“Emails tend to be riddled with typos, mistakes, and poorly constructed sentences that can easily be misunderstood,” says Debra Fine, best-selling author of new book The Fine Art of Confident Conversation.

“Your confident conversation skills are needed to an even greater degree in internet communications because without the benefit of voice inflection and facial expressions, misunderstandings are a frequent occurrence,” she adds.

Her book is a guide to communication in all forms, with advice on how to build stronger relationships through conversation with colleagues, friends, clients and family members.

Here, Fine offers some Do’s and Don’ts that should make sure that every email you send presents you in the best light.

Do

• Proof-read your emails. Typos look careless and unprofessional, and your meaning can be lost in the process.
• Respond to emails if there will be any question about whether you received the message. Confirm meetings and appointments, and keep people informed about when they can expect to receive information from you.
• Avoid sarcasm, and be careful with jokes, especially when they’re directed at someone in particular. These can fall flat in online communications without the benefit of your facial expressions and vocal inflection.
• Include an electronic signature to close your email. This becomes your trademark and lets everyone know who has sent the message. Keep it short, however, without including too much information. There’s no need for fancy scripts either.
• Pay attention to the subject line of your emails. If your email is in response to someone else’s message and remains on point, allow the original subject line to continue. If you change topics, however, change your subject line accordingly.
• Keep your emails as short as possible. Consider that some people will read your messages on PDAs and mobile phones. If your email is long, it may not be read at all.
• Create folders in your email program to organise and keep track of important messages.

Don’t

• Leave out capital letters and punctuation, and don’t use abbreviations such as BTW (by the way) or LOL (laughing out loud). These practices are simply unprofessional.
• Use emoticons like smileys.
• Use fancy colours or backgrounds.
• Attach files to emails unless you know the files are welcome and free of viruses.
• Hit the ‘Reply All’ button when responding to an email unless you know everyone on the list and you’re absolutely certain they all want to receive your message.
• Say anything in an email that you wouldn’t say in person.
• Say anything in an email from work that you wouldn’t want someone in your company to read. Internet communications are not confidential.
• CC anyone who doesn’t absolutely need to receive your email.
• Copy someone else’s entire email before adding your comments. Copy and paste only the pertinent portion of the email, followed by your response.
• Make sure that your recipient can tell the original email quote from your response.
• Assume that someone will be able to answer your email immediately. If substantial time passes without an answer, send another email or make a phone call to make sure your message was received.
• Become upset by an email until you clarify the writer’s intent. You may have misunderstood the message.