Communication is Key

When searching for a new job, you’ll likely use the phone and email for a number of reasons. You might call or email friends, family and other people in your network asking about contacts for help with your job search. You may also email recruiting agencies and companies asking about job openings and sending cover letters with a resume attached. You will likely follow up with thank-you emails and periodic phone calls during—and after—the interview process as well.

Here’s all the information you need to know about email etiquette, phone etiquette, and how to have a more effective job search.

Email Etiquette Tips for Job Seekers

Set up a separate job search email account. I recommend using Gmail or Yahoo. Be sure your email account name is appropriate for business, i.e. firstname.lastname@gmail.com rather than angeleyez@yahoo.com. Use this email for ALL job search related communications: applying for jobs, posting your resume, and connecting with your network.

Send your resume to a specific person. Always try to send your resume to a contact person rather than a general inbox account at a company or recruiting agency. Always CC yourself so that you have a record.

Use a simple subject line. Put the name—and Job ID # if you have one—of the position you are applying for in the subject line.

Keep the font simple. The font in the body of your email should be simple; no color and not ornate. Sans the Comic Sans, if you know what I mean.

Be formal. Begin with a salutation, write full paragraphs, and end with a signature. Your email signature should include your name, your contact information, and a link to your LinkedIn profile. Use full words and complete sentences in your emails. Do not use acronyms, emojis, slang, etc. If you’re all like, “What’s the deets on the job?” The employer will be all like, “Thank u, next.”

Proofread. Proofread your email for grammar and spelling errors. Proofread again. Then proofread again. You don’t get a second chance to make a first impression and grammar/spelling errors are a quick way to indicate you are sloppy, unprofessional and careless.

 Phone Etiquette Tips for Job Seekers

How to answer the phone. First of all, if you aren’t 100% positive it’s a friend or family member, don’t answer unless you plan to treat the call like a phone interview. Secondly, don’t answer if you don’t have good reception, if you’re someplace noisy, or if you’re not in a place where you can carry on a professional conversation.

Set up your voicemail. Make it short and simple. Say hello, state your name, tell the caller to leave their name/number, and you’ll call them right back. It’s not fun and exciting, but it’s professional.

Make sure your mailbox is empty. If people can’t leave you a message then you might miss out on an important call from a potential employer.

Returning a call from a perspective employer. There are only three ways this is going to go. You’ll reach the person you’re trying to reach, you’ll reach their gatekeeper (secretary, etc.), or you’ll reach their voicemail. In all of these situations, speeeeak sloooowly and take, your, time. Be prepared to state your name and the reason for your call. That’s it! They’ll take it from there. If you have to leave a voice message always state your name and phone number twice.

Stick to these simple strategies and your job search will be much easier. When you put a little more thought into email and phone etiquette your chances of landing that dream job increases dramatically!

Good luck!

Jacob Fessler, Business Development Manager