Importance of written exchange

Resumes and cover letters are usually the first written communication between job applicants and prospective employers – but they often are not the last. Once these are accepted and applicants are moving through the hiring process, there may be several exchanges of e-mails, perhaps to ask for more information or credentials, to follow up or to schedule interviews. Sometimes, even the final negotiation on job specifications and salary may be done over e-mail.

Having and maintaining the right etiquette in every written exchange is essential in keeping a positive image of your professional attitude. In fact, any such exchange can be a great opportunity to discreetly demonstrate your abilities. Here are a few points to keep in mind before you click the send button.

Clean and clear

You don’t have to be a professional writer to write a clean e-mail. Make use of spell checking or get a friend to read through the email to make sure that there are no glaring errors. It is nice to take every opportunity to reiterate your interest and elaborate on why you think you’re a good fit for the job. Still, make sure your sentences are simple and clear. Awkward wording may discourage the recipient and leave a negative impression. Finally, beware of copying and pasting from the internet, a friend’s email or any other source. If you’re using any such help, read more than once your text before your send. Oftentimes, an extra line or phrase is sent by mistake and become a big source of embracement.

Respectful

Yes, use you “please” and “thank you” consistently. In addition, show respect by expressing your appreciation of the person’s time to review your e-mail, by not demanding an immediate response and by sticking with addressing people by their last names unless they clearly indicate that you don’t have to – or it is not the norm in your industry. If your communication is in a language other than your first language, be sure that you’re aware of polite ways to express the same thing – “I’d like” rather than “I want” in English for example.

Responsive

With many people today having 24/7 access to their e-mails, the span time expected for e-mails is getting shorter. While you don’t have to reply instantly to every e-mail, make sure that you’re responsive. A good measure can be to reply before the end of the business day if possible. While it is understandable that you may not be keeping watch on your personal e-mail and able to response during work hours, make sure that you get your reply done early in the evening. Even if you’re nocturnal by nature, don’t send e-mails in the middle of the night, which give the wrong impression of your lifestyle.

Conscious and definitive

Be conscious of what you put in writing and to whom you’re sending it. E-mails can be forwarded, stored and retrieved, so make sure that you’re consistently keeping a positive tone, and not making any claims that can’t be substantiated. In fact, some big organizations may hold you responsible for any false claims that are made on your applications or other communication. That is why don’t be carried away with your desire to create a positive image of yourself and your capabilities. Also know that any commitments you make regarding the job – for example, work location, remuneration, etc. – can be taken seriously. In short, review the content of your emails carefully.

General etiquette

Show that you’ve decent e-mail etiquette. For example, reply to all if more than one person were copied on the e-mail. Remember to add contact information in your signature and never use the e-mail address of your prospective employer’s staff for anything other than the purpose of your job application – don’t send chain e-mails, invitations to online groups or anything else unless they clearly ask for it. In addition, take your time before sending any email and review the recipients, attachments, and the content and make sure that you’ve covered every point or request. Your goal is to avoid sending multiple e-mails to respond to one e-mail. If you’re sending large attachments that won’t make it by e-mail, consider resizing them or asking for an alternative way to send them.

Rania Oteify, a former Gulf News Business Features Editor, is currently an editor based in Seattle.