Seeking Employment by E-mail

Inquiries seeking employment are no different by e-mail than if they were on formal stationary in regard to the formality that should be used. First, I suggest you create your inquiries to be tailored specifically to the company you are approaching. Generic mass mailings are viewed as just that.

Unless you know the company you are contacting is accepting such inquiries by e-mail, I would send a hard copy professional letter via snail mail. E-mail is sometimes looked at as too informal and unprofessional when up against those who took the time to create a formal cover letter on quality paper which includes a properly created resume targeted to the appropriate individual.

If the organizations you are targeting have a Web site, see if they have listed the name of the specific person you should e-mail with your employment inquiry and follow their instructions on how to do so to the letter! This will reflect whether you are able and/or willing to pay attention to detail when required. In addition, your e-mail could be viewed or blocked as spam and not make it through without a specific e-mail address to send to.

Otherwise, pick up the old fashioned telephone and get that name so you can send your information to the right person. To blindly e-mail could create not only a poor impression but by many corporate HR folks it is viewed as taking the easy way out.

Taking the time to make a good impression is time well spent!

Joke is Not a Joke?

A site visitor writes:

I hit "reply" to an email in which I should have "forwarded" to another individual. The reply wasn't negative in connotation but it did refer to the sender in a joking manner (to me, anyway) as a "damn Yankee". I realized immediately that I did not hit "forward" as intended but "reply". How do I apologize to this person? Would it be better to wait and see if they bring it up? This person is a customer, who lives in another state and tends to make comments to me about my southern drawl from time to time, also in a joking manner.

I guess it all depends on how that term was used and if there was anything in the e-mail that would warrant an apology. Since I didn't see the e-mail, nor do I know the personalities involved, only you would know if that is the case (listen to your gut--it is always right). If it was in a fun and joking manner, and the person you are concerned about has a sense of humor, it shouldn't be a problem.

I don't think it will be an issue because you seem to have a standing geographical ribbing going on with this customer. If they do respond, you then reply accordingly and based on their tone you'll know what to do.

Are Quotation Marks Acceptable?

A site visitor writes:

Is it acceptable to emphasize a point in an email with quotes? For example: The people on the Board are "elected" not appointed.

Anything you can do to ensure your intent and the meaning of your comments come through as intended is O.K.

That said, I don't think the above is a good example of emphasis instead I would take that as more along the lines of elected but insinuating how they were elected may be at question with a bit of sarcasm. Is that what you intended? If that's the case the above use is fine.

Nuances of perception with the written word in plain text can be tricky. Sarcasm should be avoided if possible as it is subjective and open to interpretation by the other side. What I do for emphasis is use forward slashes, for example:

It is not that I care, it is that I care /too much/.

Twelve-Step Program Aims to Cure E-mail Addiction?

Now I've heard it all! Addicted to e-mail? Maybe dependent, most likely unorganized -- but addicted? I think that is a bit extreme. Are onliners now going to be going to rehab because of e-mail?

Here is the article where I read about this:

Twelve-step program aims to cure e-mail addiction

Some of the points made are valid with the cause being more times than not lack of guidance or training on how to properly use this wonderful, still fairly new technology. Add to that a combination of little-to-no discipline or discretion when using e-mail and you will have problems.

On my E-mail Etiquette Web site I have an article on how to get organized before you too may become "addicted":

10 E-mail Organization Tips - Get Your e-mail Organized

Are You the Initiator?

Do you have acquaintances where you are the one who always initiates a contact? Is the only time you get an e-mail from some people is when they are responding to your e-mails? Should you continue to always be the one to make the first move?

I can understand how frustrating that must be. Could it be the other person is truly very busy? It could be taking the first step is appreciated as that gives the other side the opportunity to communicate with you. If they do respond and are not ignoring you why not keep things status quo?

If the other side responds in kind with details, are chatty and really seem to enjoy your e-mail, I would continue. I know my Mother rarely e-mails me first and I know she loves me. However, if the replies are terse or abrupt, maybe just forget about it and wait until they contact you.

On the other hand I know I have a person from my past that will e-mail me on occasion. I never e-mail them first - because I am really not interested in reinstating our relationship so I am cordial and polite. Rarely do I ignore someone who continues to contact me. The rare occasion being when we really have no relationship or anything in common to continue the communications. In that case what is the point? Both sides need to be realistic.

I think one knows in their gut based on the replies (or lack thereof) if the other side wants to continue to hear from you. And, if they don't - who cares - that is their loss! Spend your time communicating and forming relationships with those who appreciate and are open to your efforts.

No Subject?

For the most part, I don't open e-mail where the Subject: field is blank. That makes you look spammy and generally will have your e-mail end up in my Junk or Trash folder when it is misidentified as spam.

I had this happen several times the past couple of weeks and when I kindly let those who sent me the e-mails know that they should always use a Subject so they don't look spammy and have spam filters send their e-mail (to me or anyone else) to trash without being read - well, 2 of the 3 didn't appreciate my advice.

One stated: "if you were up as late as me - you would be too tired to think of a subject too..." Ohhhhh-kaaaay. If you are that tired - go to bed and e-mail folks in the morning.

The other gave me a hard time and told me that I am "too into Netiquette." Hmmm..... too late - I'm a member of Netiquette Anonymous - the group of folks who just want to help everyone be aware of how their use of technology can help or hinder them. I can't help myself!

The third was actually very nice and thanked me because they didn't know that not including a Subject could mean their e-mail got trashed. It is folks like that who keep me plugging away at this keyboard.

Don't Overreact Based on Assumptions

I get e-mailed for advice by onliners who go to my site, click on my contact link, fill out my form and ask me questions. I don't make them go to my site, click on the link and ask their questions. They do so because, I believe they are looking for answers to their questions.

Several times each week, onliners, don't like my comments and/or answers. The get defensive, accusatory and make assumptions about me that have nothing to do with the topic at hand. This week has been a doozey in that regard. Is it a full moon?

One e-mailer asked about how to setup a certain way of e-mailing inquiry/marketing e-mails. They mentioned a company whose site they would use to garner information about other companies.

First off, their inquiry wasn't about E-mail Etiquette -- the topic of my site. It was about server functionality in regard to handling e-mails. Even though the question was not on topic, I took time to offer my suggestions. Including, that they "may" be spamming if the leads they mentioned were not from people who specifically asked for their information.

That's when everything fell apart! How dare I assume they were spammers!? Why am I not familiar with the company they mentioned! How can I sleep at night!?

How can I sleep at night???? <sheesh>

I didn't assume -- I simply stressed a concern based on the information provided. Am I to know the Terms of Service for every single company online or on the planet? Who is assuming here? And I don't appreciate being replied to in a condescending manner because I simply tried to offer advice based on the content of an inquiry. As far as sleeping at night -- I have no problem there thank you very much!

As I always do, I tried to kindly smooth things over. No go. An overreaction of this magnitude was not normal nor based on anything I actually typed. Assumptions were flying everywhere with me being accused of using adjectives I did not.

Make sure your e-mails are clear and don't assume the other side knows what you know. Also, don't read into a reply was simply isn't there. To turn to insults and innuendo because you were not clear, you assumed or because you may not like the advice given simply will reflect on your lack of professionalism and integrity.

It's All About Discretion

I do several interviews each week on the topic of E-mail Etiquette. Without fail I am always asked what my recommendation would be to get people to pay attention to their E-mail Etiquette and writing skills. How can the average user know what is the right thing to do when it comes to their e-mail habits?

What I inevitably end up stating is that the proper use of technology and e-mail specifically, besides the guidelines I have up on my site NetManners.com, is up to each individual's discretion as to what is right or appropriate for any given circumstance. Personal relationship dynamics as well as whether the e-mail is personal or for commercial gain can all determine how and why you do or don't do certain things.

The definition of discretion is:

–noun

1. the power or right to decide or act according to one's own judgment; freedom of judgment or choice: It is entirely within my discretion whether I will go or stay.
2. the quality of being discreet, esp. with reference to one's own actions or speech; prudence or decorum: Throwing all discretion to the winds, he blurted out the truth.

The online environment has now been with us for over a decade with very few participants having any formal training on proper use and practices. Many thinking e-mail is always an informal "anything goes" tool to be used without thought or discretion.

When e-mailing, you need to make the effort to try and do your best to consider those you are communicating with enough to want to be courteous and to ensure that your tone, intend and meaning are appropriate for the task at hand. That's where discretion comes in.

You can't teach discretion. You can't force people to use discretion. You have to be willing to take the time and make the effort in order to apply your discretion based on the task at hand and what that requires above and beyond what you are willing to do at the moment.

All one can do is hope that with all the information online about this topic that most will find that they prefer to be seen as someone who understands technology enough to use it properly with knowledge, understanding and courtesy -- which includes discretion.

Spreading the Word About E-mail Etiquette

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