Job Email EtiquetteFROM VIRGINIA TECH CAREER SERVICES

First ContactFor a first contact, e-mail employers when an employer specifically invites or instructs you to do so — with instructions on the employer's web site, a job ad, a verbal conversation, other reliable advice, etc. Obviously if an e-mail address is provided by a person or web site, you can use it. If you can't find an e-mail contact, you might be safer sending a resume and cover letter via hard copy.

First ContactDon't ever send an e-mail without doing your research online first. If you ask a question easily answered on the organization's web site, you'll create the impression that you are lazy or unintelligent, or both.

(Sorry if that seems harsh. But it's the truth and we'd rather not see you make that mistake. And it's worse if you claim on your resume that your skills include "Internet research.")

First ContactDon't send an e-mail randomly to someone saying "I'm not sure if you're the correct person, but I figured you could forward this...." Don't figure. If you write to the wrong person, s/he has no reason to respond or forward. Do your research, and say WHY you're writing to the person ("you were listed as the contact for the XYZ job fair").

Responding to EmployersIf an employer e-mails you, you can probably respond via e-mail. The key is to READ the e-mail sent by the employer and follow instructions. For example, it might instruct you to do some follow-up on-line or with another person.

Responding to EmployersBe very careful about noting TO WHOM and HOW you should respond. Morgan McKenzie of XYZ Inc., might send the e-mail, but instruct you to MAIL your resume and a cover letter to Chris Corrigan of XYZ.

Responding to EmployersE-mails that have been forwarded to you (or to many) and/or have gone through lots of forwarding may take more time for you to interpret. Read the details so you do the right thing. It won't help you to send off a response to someone who just happened to forward the e-mail but isn't the correct contact person.

Responding to EmployersWhen you reply to an e-mail, stick to the same subject and place your response at the top. Don't delete the content sent to you (unless there is something inappropriate or unnecessary for your recipient to see). If you delete it, you force the person you write to dig up his/her prior e-mail to see what you're responding to. Don't waste people's time.

Responding to EmployersDo delete unnecessary forwarding code and text that is irrelevant to the content. Again, don't waste people's time.

Thank YouThis question comes up a lot with students. An e-mail thank-you isn't wrong. Employers will appreciate that you did at least send thanks. If you know that the person who interviewed you is travelling a lot, s/he may see your e-mail before getting back to the office to see hard copy mail. If the hiring decision will happen very quickly following the interview, an e-mail might be seen sooner than hard copy. Hard copy is still nice, shows that you really made an effort, and can follow up an e-mail.

Job NegotiationsNegotiations are better conducted verbally than in writing. If you don't understand the benefits package information provided with a job offer and have questions, a verbal conversation might be best. However, if speed is of the essence and you are only reaching voice mail by phone, you could alert the employer via e-mail that you have some questions and are hoping to speak directly. Suggest times when you might be available to speak.

Getting Things in WritingIf you do something important verbally — like agree upon an interview date and time, or accept a job offer — it's important to follow up in writing, and an e-mail can serve that purpose. Usually an employer will confirm an interview time in writing, and an employer should always follow up a verbal employment offer with a written offer. But if the employer doesn't, you can. Example: "Thank you so much for the offer of an interview at your McLean, Virginia, office. I look forward to seeing you on Tuesday, March 7 at 8:00 a.m." Putting information in writing creates a record and can (if worded clearly) protect everyone from confusion and misunderstanding.

Your email addressMake it your full name with "@vt.edu" as in MadisonMorgan@vt.edu. That's what the recipient will see in her/his in-box; better than stromb2467@whatever.netUsing the "edu" extension lets the recipient know you are affiliated with an educational institution — and being a student is your main job now.Your recipient also might recognize the "vt" part. Not a bad thing."Hotdogdude@hotmail" or "Sillyefgrl75849" are not appropriate. True story: employer received e-mail from "sexygirl." That is an excellent way never to be taken seriously or viewed as professional — or end up in a junk/spam filter.

Formatting your emailClear and meaningful to the recipient, as in:"Application for graphic designer position listing 84G11" "Follow-up to our meeting of February 21 at Virginia Tech job fair"A blank subject line is unacceptable. You've given the recipient a good reason to ignore or delete your e-mail."Read this" and "information" and "for your consideration" and the like are meaningless. (Aren't all e-mails supposed to be read, and contain information, etc.?)

The SalutationDon't ever misspell a person's name if you have it. Have you received mail with your name misspelled? If so, you know the impression it makes.If you know you're writing to Jack Caretta, use "Dear Mr. Caretta:" (Not "Dear Mr. Jack Caretta:" Use only last name after Mr./Ms./Dr.)If you know you're writing to Allyson Abernathy, you'll use "Dear Ms. Abernathy:"

The SalutationIt is never appropriate to assume a woman's marital status, and her marital status is irrelevant to business communication. Therefore, don't use "Mrs." or "Miss" in business communication. Use "Ms." for women; it's the feminine equivalent to the masculine "Mr." Only exception to this is when a person uses those salutations for herself.

(However, note that it is not protocol to use Mr., Mrs., or Miss to refer to oneself in business!! Obviously salutations are used in some settings, like school settings in which students are expected to address adults as Mr., Ms., Miss, Mrs., or Dr.)

The SalutationFor individuals with Ph.D.s, other doctoral degrees, and medical degrees that confer the use of "Dr." then use "Dear Dr. [lastname]:" regardless of gender. There is nothing about the salutation "Dr." that implies anything about gender.

The SalutationWhat if the person does not use "Dr." and the person's name leaves you uncertain about gender? Your best bet is to do some research. Get on the organization's web site and see if you can learn anything. If not, call the organization and be honest: Say, "I'm writing a letter to Pat Watford. I apologize, but I have not met Pat Watford and I want to properly address Pat Watford as 'Ms.' or 'Mr.' Can you advise me?"

The SalutationWhat if there is no name supplied? Good question. "Dear Sir or Madam:" is always appropriate. If you don't know who will see and read your letter, using just "Dear Sir" or "Dear Madam" is inappropriate and suggests gender bias on your part. (An exception might be if you're writing to a single-gender institution, and you are absolutely without question certain that every possible person who might receive your letter is of one gender.)

The SalutationAnother approach when you have no name, but you do know the department to which you must send your letter is to do something like, "Dear Human Resources Department staff:" or "Dear Hiring Manager at XYZ Inc.:" Be very careful if you do this. You don't want your letter to look like a form letter you sent to 30 employers (unless you want it ignored).