10 Essential E-mail Etiquettes for Job

Hi ,
i came across a very good article which tells us the do's and dont's of applying for a job through e mail.Hope u enjoy reading it...


What is the difference between a job application on print-paper and
a job application on e-mail? Nothing, a job application by e-mail is
just an electronic format of the traditional plain-paper job
application.

During the pre-e-mail era of the corporate world, jobseekers had to
follow certain rules while applying for a job, the resume of a
jobseeker had to be accompanied by the proper covering letter,
addressed to the correct authority with mention of applied post, or
position. It was considered inappropriate to apply without a proper
covering letter, explaining your experience, educational
qualifications in brief, and subject. Your interview call depended
largely on your covering letter.

Is it too formal, in comparison with today's prevalent casual
ways
of jobseekers?

May be, but those pre-e-mail job application rules served an
important purpose, it saved the lots of time of the HR department.
It was much easier to shortlist the candidates after reading their
covering letter, since application for a job was a meticulous
process, candidates mostly desisted from applying to a job, which is
not relevant to them.

Internet is a great innovation and the e-mail has brought a
revolution in the way we communicate, and everything now is instant
and in a real time! It has changed the equation of business and
world economy, but every innovation has its fallouts. Instant
communication at no cost has created its own set of problems that is
people are forgetting the basic rules of communication.

Now, HR departments everywhere are facing a deluge of resumes from
candidates because it does not cost anything to the candidate to
apply for a job on e-mail. Again, they do not even bother to mention
the proper subject line or proper message in the message box. It is
a nightmare for HR departments or professional recruiters to read
mountains of e-mails that they get for any job posting. This sloppy
way of communication is wasting both time and money of
corporations.

There are certain rules which if followed will save the time of all
involved in the recruitment process. It will of course help you in
getting an instant reply from the recruiter.

Rule No.1: Apply for the job, which is relevant to your skill and
experience.

Rule No.2: Ensure that you have formatted the message properly and
done the spell checking before sending the mail.

A properly formatted mail with properly formatted paragraphs would
give a professional look to your e-mail.

Rule No.3: Always name your resume file with your full name

Resume document name should be your First Name and Last Name. Daily,
we get many resumes with names like- Resume7, Res2005, resu_hem, my
resume, resume1. If a recruiter wants to save your resume, s/he has
to open the resume to copy your name and save the same again with a
new file name containing your full name.

Rule No.4 Always mention in the subject line- about your core
skills, total IT experience, and location e.g. Java/JSP/Oracle/ 4
yrs/Bangalore/USA etc

The proper full name given to your resume with the precise subject
line will help the recruiter while saving your resume in proper
folder immediately.

Remember: If you only mention: "Resume" in the subject line
of your
e-mail, chances of getting attention of the recruiter are less
because the recruiter is always racing against time might simply
delete your resume and move on to the next resume which has
mentioned the proper subject line.

Rule No.5: Write a brief message in the message box about your
experience, educational qualification, location, and reason for
change etc in not more than two-three short paragraphs.

Rule No.6: Never mention your salary details in the message or in
the resume.

It is inappropriate to mention your confidential details like salary
in a common job application mail. You never know who reads these
mails, so why disclose your salary to an unknown person?

Rule No.7: Write a message to the concerned person, with the proper
Name, designation whenever possible while applying for a job. This
way you make the recruiter aware of the fact that you are serious
about applying for the advertised job and have applied after careful
reading of the job advertisement, and is not just mass mailing the
resume.

Rule No.8: Mention your contact details in the message box,

You might have mentioned your telephone number in the resume, but
putting down your telephone number again helps in getting instant
call from the recruiters in case if they have an urgent opening and
want to call you back.

Rule No.9: Avoid the too much of formal covering letters written in
old-fashioned English.

Sample:
"Apropos to your requirements regarding subjected post, invited
an
application from the eligible candidates. I would like to forward my
candidature for the same post for your kind considerations and
further approval.

In the view of the above, I am also sending my detailed resume which
has separately prepared and annexed with this candidature for your
kind perusal and record. Moreover the required documents are also
enclosed and narrated here under.

So, with the strength of current resume and other ample documents, I
would to request your kindness to consider my application and give
me an opportunity for the better services in your organization.

Your consideration in the matter will be highly obliged."

This kind of e-mail message will add to the already harassed
recruiter's annoyance! This cover letter also shows that the
candidate has not taken any efforts to improve his professional
communication skills, and is using a readymade cover letter.

This is a real life example taken from many such sloppily written
job applications received by us. It is difficult to consider such
applicants for any job. With such mails, candidates are spoiling
their chances of getting an interview call. It shows utter laziness
and a refusal to move with times on the part of the candidates.

Rule No.10: Never do mass-mail of your resume to many companies or
consultants at the same time:

It is insulting for a recruiter to receive a resume sent as a part
of a mass e-mail. At least be politically correct and careful not to
put all e-mail ids in "To" field. You can always use
"BCC" field if
you want to save your time!

As you, expect special attention to be given to your profile /resume
so do recruiters or companies. They would not like to interview a
person who is treating them as `just another company' and
again
making it obvious by putting all employers and recruitment
consultants' e-mail ids in "To" field. Think over it!

If your e-mail is written in a professional manner, the recruiter
might save your resume for future job openings even if they do not
find you suitable for the current opening. Thus, you ensure your
future interview calls, by just being a little careful about
drafting a proper job application.

IT companies today do not want only techies; they want techies with
excellent business communication skills. Your professional business
communication skills should be exhibited in your first contact with
the company. A professionally written e-mail will attract positive
response.

By writing professional e-mail, you show respect for other
people's
time, and so they usually will respect your time and efforts too.

Also Read before sending. Before you send any business
communication, Stop and Read.



Shilpi