Email with Elegance

When contacting recruiters, you should always use effective, simple and natural language to come off as tasteful, mature and graceful.

1

Use an appropriate email address If you don’t have a professionalsounding email address hosted on a credible domain, it’s time to create a new account. The new email address will need to contain your initials, either your surname or full name, and be free from references to your favourite puns, cartoons or games.

2

Write a clear subject line Write a clear subject line

A good subject line states the purpose of the email with the recipient in mind. An ideal subject line will be “Application for (Role) – (Your Name)”. Make sure you don’t have typos in the subject line as that’ll make a very bad first impression!

3

Address your email to the right person You can find out online who you should address the email to, instead of stating “Dear Sir/Madam” or “To whom it may concern”.

Take note that the name of the hiring manager is often on the job description and hiring notice. If it’s not, you can look it up on LinkedIn or the online directory of the organisation you’re applying to.

Alternatively, you can also make a phone call to enquire about who you should be addressing the email to before sending it out.

4

Keep it brief and professional Your email should be succinct and not lengthy. As excited as you might be able applying for the job, avoid using emoticons, emojis or exclamation marks in your emails.

Keep the note brief, respectful and professional. Be sure to avoid using acronyms like “btw” and “fyi”, as well.

5

Check for errors Check for errors

Don’t just rely on autocorrect to spot your typos. Always re-read your email draft for grammatical mistakes and read it out loud, thinking from the recipient’s point of view.

6

Manage your email attachments effectively Don’t forget to enclose your attachments, whether they’re your cover letter, resume or other documents requested for! If you find yourself needing to send large attachments, consider placing them in a zip folder, or providing links for them to download.

7

Follow up promptly Follow up promptly

Besides replying to emails from prospective employers swiftly, you should send them a follow-up note if you haven’t heard from them within the stated period in which you’re expecting a reply.

Similarly, you don’t want to miss out on an interview opportunity or potential job offer just because you forgot to check your inbox!

8

Craft an effective signature Lastly, your email signature should contain a link to your LinkedIn profile or portfolio, if it’s online. And don’t forget to add your mobile number, especially for your first email to any professional contact!

Example

To: hr@employer-123.com From: john_lim_liwei@gmail.com

Subject: Application for Marketing Executive - John Lim

Dear Ms Tan,

I am interested in the Marketing Executive position at Animal Welfare Company, as advertised on LinkedIn. I have a 6-month internship experience as a Marketing Intern, and I am an active volunteer at the local animal shelter. My attached resume and cover letter outline my qualifications for the role. Thank you very much for your consideration. I hope to hear from you soon.

Yours sincerely,

John +65 9812 0569 @john_lim_liwei