Return that Reply!

E-mail

E-mail is an informal way to send messages as long as you retain the same boundaries of propriety you would use if dealing with the person face-to-face. For example, if you address the CEO of the company by surname in person, do not switch to the first name when sending e-mail. There are a few general guidelines to keep in mind when communicating online:

1. All messages should be as short and concise as possible. If the message is more than a few lines long, divide the text into paragraph-sized “chunks” so it is easier to read.

2. Use a meaningful subject line. If a busy professional cannot figure out what an e-mail is about from the subject line, the message usually gets ignored or deleted.

3. Keep messages relevant. Make sure all messages posted are relevant to the subject at hand. When replying to someone, quote the parts of the original message that pertain to your reply.

4. Stick to plain text. It is great to send out beautifully formatted messages with special italics, bold type, or heavily formatted HTML, unfortunately some mail systems will not deliver the message in the same format as it was sent. A plain text message may not look as pretty as you want, but it will not look worse than it did when you sent it.

5. Pay attention to grammar, spelling, and punctuation. Proper grammar, spelling, and punctuation make the message more easily understood, not to mention professional. Virtually every e-mail program today has a spelling and grammar check feature, so there is no reason not to use it. Another option would be to type your message in Microsoft Word, check for any spelling, punctuation, or grammar errors, then cut and paste the message into the body of the e-mail.

6. Avoid jokes and punctuation faces. In a business setting, it is best to avoid sending jokes and punctuation faces. If your statement needs an explanation in parentheses like [joke] or [haha], rephrase or eliminate it.

7. Avoid attachments. Include your message in the body of the e-mail. With viruses being rampant today, many people will not open attachments, no matter what size. Large attachments can take a long time to open and many busy professionals do not have time to wait.

8. Remember you are communicating with other people. Sending e-mail does not give you the benefit of facial expressions and gestures that normally give additional meaning to a conversation. Without these nonverbal cues, you have to take care in what you are saying so the meaning is not misconstrued. Do not post your entire message in all capitals. This can be interpreted as screaming or shouting on the Internet.

9. Taking too long to respond. Everyone knows how busy some people can get. That is not an excuse to ignore e-mail or not respond in a timely manner. It is disrespectful not to reply quickly to potential employer. Not responding quickly implies a lack of interest on your part. Check your e-mail a minimum of once a day if you are actively searching for employment.