Writing Results-Oriented Job Search E-mails

There may be no other scenario when effective e-mail writing is more important than in your search for employment. A successful e-mail can make the difference in whether you know about a job opening, whether you get the interview, and whether you land the position.

E-mail communication offers a fast, efficient way to introduce yourself to potential employers. It also provides a way to follow up after an interview or chance meeting. How do you make sure your e-mails project you and your skills in the best possible light?

First, it is important to remember that every aspect of your e-mail reflects on your fitness for the position you seek. As we have suggested in the lesson on e-mail etiquette, be sure your e-mail address is professional. You may wish to create a separate e-mail account just for your job search, such as andrewsmith@e-mail.com.

If you are currently employed and looking for a new job, do not use your current work e-mail address for your job search. Not only does it look unprofessional to the potential new employer, you may find yourself without a paycheck to support your search.

The format of your e-mail also should convey a professional image. Check your e-mail program's settings. Use a standard 11- or 12-point size in basic fonts such as Arial, Verdana or Times New Roman. Delete any signature files, colors, automatic attachments or other unusual format settings you may have been using.

You want your e-mail to stand out from the rest because of your experience and background, not because of its colorful border or the words of wisdom you usually include after your signature.

As with all your workplace e-mails, select your subject line with care and precision. Eliminate unnecessary words, keeping in mind that a typical inbox shows about 60 characters of a subject line, while a mobile phone reveals about half that many.

Make sure your subject line reveals the purpose of your e-mail. Employers and HR people are inundated with e-mail and will easily bypass or delete e-mails with vague subject lines such as, "Here is my resume," or "Seeking position."

Most hiring managers have filters and folders to manage their e-mails, so it is important to follow job application directions if you have them. Check the application guidelines for suggested subject lines and follow them exactly.

If you do not have other instructions, include your name and the position you seek in the subject line as well as the job's ID, if there is one.

Here are a few examples:

Andrew Smith application for IT Assistant Manager

No. 123456 - Andrew Smith Application

Andrew Smith Following Up on Sales Position Interview

If you have qualifications that make you stand out for a job, such as MBA, CPA, or Ph.D., you may include them in your subject line. Examples:

Accounting Director - Andrew Smith, CPA

Research Scientist - Andrew Smith, Ph.D.

Another way to catch a recipient's eye with your subject line is to mention a mutual acquaintance. Instead of saving it only for the body of your e-mail, you can name drop in the subject line. In certain cases, it may make the difference in your message being opened and read. Example:

Referred by Anita Brown for Public Relations Position

Now that you have gotten the hiring manager's attention, it is important to keep it with a professional tone. A job application is not the place to come off as too casual, so you are looking to sound friendly without stepping over into overly friendly or presumptuous in tone.

Use Mr. or Ms. and the contact's last name whenever possible. Use the company's website or directory to get the name and e-mail address of the hiring manager.

If you are unsure of how to address the e-mail, it is acceptable to use, "Dear Hiring Manager," or even the formal, "To Whom It May Concern," or "Dear Sir or Madam." A Saddleback College survey of more than 2,000 employers found that 40 percent of managers preferred, "Dear Hiring Manager" as a greeting. The greeting, "To Whom It May Concern" was favored by 27 percent of the respondents, and 17 percent preferred, "Dear Sir or Madam." (17 percent.)

Eight percent of the respondents preferred that job candidates leave the "to" line blank and simply begin with the body of the e-mail. Only 6 percent of respondents favored, "Dear Human Resources Director" as the salutation.