EMail – The components of an email during the Job Search

Author: David M. Young

Email Alias (Address)

• Your email address should contain your name, and when possible be your full name “JohnDoe@gmail.com”.   “Bigeater@gmail.com, or “Scoutmaster@hotmail.com” are not appropriate. This is an excellent way to not be viewed as professional or to raise questions about your focus.
• It is fine and encouraged to create an email address that may only be used for the job search. You can create an email that may begin with the year and your name i.e. 2009DavidYoung@ or something like this. Regardless, when the employer is searching for your email in their email file…a clear alias/address will assist them and make it easier for them.

 

CC (Carbon Copy use)

• Don’t use CC to copy your message to everyone possible. In the employment search, if you are sending an email to more than one specific person, you lose any personal touch and could appear lazy. Group thank-you emails must not be used. Likewise, questions for multiple people should be handled directly.
• Unnecessary messages are annoying. If you are sending an email and you CC someone, ask yourself is you should be addressing them in the email. If not, then ask if you should be copying them.
• When responding to an email, do not automatically respond to all recipients. Assume your email could be forwarded to anyone. Hitting “reply all” could unintentionally send your email to more than your intended audience.

 

BCC (Blind Carbon Copy) –

• Use BCC when addressing a message that will go to a large group of people who do not necessarily know each other. You may be sending an email to your network where there is already a personal relationship.
• Be careful on sending to a large group…your email could be treated as spam.
• Do not broadcast someone’s email without their permission. Just as it is not polite to give out someone’s phone number without their knowledge, protect their email. If ever sending a message to multiple people, use your address in the TO field and then put each person’s email in the BCC field. That way, each recipient will only see your email address.

 

Subject Line

• Make your Subject line clear, concise, and meaningful to the recipient.
• Good subject lines will include the position and your name. I.e. “David Young – Resume and application for Project Manager Position T11-09” or “Follow-up to meeting at Tallowood on July 16”.
• Do not leave the subject line blank. You have enabled the receiver to ignore or delete your email.
• Subject lines with “Urgent”, “Read This”, ”For your consideration”, and “Information” are meaningless.

 

Salutation

• Dear ???? If you do not know who will be reading the email that you are asked to send, then use “Dear Sir or Madam”. Don’t use Dear Sir or Dear Madam only as it suggests bias on your part. 9 times out of 10, if you don’t know who you are sending an email to, you should not be sending an email. Do research to find out who gets the email, call them, and personalize your email. Be careful if you decide to use “Dear Hiring Manager”. It is strongly discouraged. This appears as a form letter. How do you feel when you get form letters?
• Do not misspell a persons name….EVER. You know the impression it makes if you get something and your name is misspelled. If you are not sure, then do your research and do not send until you know how to spell their name. You may have to call the company and ask the individual answering the phone.
• For job search emails, use formal names as you would in a formal letter. Dear Mr. Young is acceptable. Never assume a women’s marital status, instead send it to “Ms.”   In business communication do not use Miss or Mrs.
• Uncertain about gender, then do your research. You can call the organization and state “I’m writing a letter to Chris Johnson. I apologize, but I have not met Chris Johnson in person and I want to properly address Chris as Ms. or Mr. Can you advise me?

 

Content

• Run Spell check and pay attention to grammar (Standard business letter writing grammar rules should be followed ).
• Do not have a one sided conversation. Respect their time and be clear. Catching up on the family or weather can be done in person or is done in personal letters. This should not be done in business email.
• Use standard rules that are used for cover letters.
• Always use business writing style and follow standard business writing rules and etiquette.
• State why you are writing…”I’m applying for the project manager role in your engineering department.”
• Provide brief information about yourself and your related experience.
• Identify the requested action as a result of your email.
• Do not write as if you are on the phone…”Hi, I am John Doe. I hope you are having a great day?”
• Stay away from idioms. Use concise language and avoid run on sentences. If you have a run on, chances are your point is being lost.

 

Font and upper/lower case use

• Avoid dark backgrounds with light lettering. Your colors on your pc may not be consistent with what is displayed to the receiver. Stick with black font on white background.
• Do not use all capitals. It is the electronic equivalent of shouting and is not received well
• Very large fonts can appear as shouting.
• Do not use all lower case letters.
• Avoid Fonts that are highly customized and may be hard to read.
• For job searches, do not use colored letters, bolding, and italics. You can do this in your resume, but not in the email.

Signature line/signature block

• At a minimum, Include your name and telephone number at the bottom of the email. Preferably, include your mailing address as well on job search emails.
• Include your email as well. If someone forwards your email, the email address may not show up on the forwarded email. You want to make sure anyone who wants to email you has the information to do so.
• Avoid sayings, questions, and spiritual statements on any job search email you send.
• Avoid graphics in your signature and the email itself. Graphics can clog up email and make it slow to open your email. Better safe than sorry.

 

Attachments

• Minimize the number of attachments on your emails. The less clicks the better. If you have a cover letter and a resume, the employer may only open one document. If so, make it your resume and make the email your cover letter.   (Unless the employer has instructed you to send multiple documents.)
• Do not name your resume file “resume.doc” or anything else generic. It should include your name and the contents of the document. i.e. “John Doe Resume”. Employers receive numerous resumes and you want them to be able to find yours.
• Do not send a virus infected resume. If you do not have current and updated anti-virus software, send your resume to an online email account (hotmail, gmail, and others will automatically scan attachments when you down load them) before sending to the prospective employer.
• Send in MS Word or in RTF format. MS Works or older versions may not be readable by a prospective employer. PDF Files are readable by most recipients, but numerous companies do not have PDF software and will not permit their employees to download free readers.
• Do not send a content empty email that forces the user to open the attachment. Include a brief summary in your email telling why you are writing and what the attachments are.

 

EMail – Email Pointers and the Job Search

Author: David M. Young

Email is an important part of the job search. In many instances, it has replaced the “hand written” note. It should never completely replace a personal note. But, as mentioned in a previous blog, you get an A for a thank you note, and you get an A+ when it is hand written. In the event that you need to email a thank you note, or you are engaged with an organization via email, the following list is a “quick hit” list of pointers every job searcher should follow.

 

1. CHECK YOUR SPELLING
2. If you need an immediate response, do not send as “URGENT”, rather pick up the phone and call. (It may be faster and easier for the person to retrieve a voice message, especially when off site.)
3. Keep messages short and focused
4. Check your email daily and respond promptly to messages. If an immediate response is requested, use the phone and then follow up with email on the results of your response (“I left a voice message”, “as we discussed when we spoke today”, etc…)
5. Do not write anything you would not say in public
6. Angry email should be avoided
7. As a courtesy to your recipient, include your name, email, and telephone number at the bottom of your email
8. Avoid sending to large numbers of people unless you have a serious reason to do so
9. Do not overuse Reply to All
10. Be clear and concise
11. Answer all questions, and pre-empt further questions while maintaining brevity, but don’t anticipate questions…you want to speak with someone verbally in the job search…More on this in a later blog post…
12. Use proper spelling, grammar & punctuation
13. Make it personal
14. Use templates for frequently used responses
15. Answer swiftly (within 24 – 48 hours if not much sooner)
16. Do not attach unnecessary files
17. Use proper structure & layout
18. Do not use backgrounds
19. Do not use irregular font (Receiver may not have fonts that are not standard/default fonts)
20. Avoid motivational/spiritual sayings in your signature
21. No tweeter links (reference to your tweeter address)
22. Avoid graphics in your signature (buttons linking to your linked-in profile, buttons to your facebook profile, etc) unless your audience is technically proficient
23. Do not overuse the high priority option
24. Do not write in all capital letters
25. Avoid “texting” language, abbreviations, and emoticons (i.e. J)
26. Do not leave out the message chain/thread
27. Read the email before your send it
28. Ask someone else to read the email to make sure it makes sense
29. Use cc: field sparingly
30. Mass mailings > use the bcc: field
31. Did I say to check your spelling?
32. Be careful formatting –   It is always good to send it to yourself first to make sure that it is formatted correctly
33. Avoid rich text and HTML messages (if you are not sure what this is…you are fine)
34. Do not forward chain letters
35. Do not request delivery and read receipts
36. Do not ask to recall a message (Once sent, it is gone. Your recipient will see botht he email and the recall)
37. Do not copy a message or attachment without permission
38. Do not use email to discuss confidential information… use the phone
39. Use a meaningful and specific subject line
40. Use active instead of passive
41. Avoid using URGENT and IMPORTANT
42. Avoid long sentences
43. Do not send or forward emails containing libelous, defamatory, offensive, racist or obscene remarks
44. Keep you language gender neutral
45. Do not reply to spam

 

 

 

Email – When should you send an email to a prospective employer?

Author: David M. Young

Email has become a common form of communication in today’s society.   During the job search, if employed correctly, it can be a key tool in the job seekers arsenal. Used incorrectly, it can be a land mine that prevents you from “getting the job”.   The following discussion contains various suggestions based on what we see in the job search combined with information that is readily available to an individual through various online resources. Share this with others. It is not copyrighted and if it appears similar to other information or documentation from other sources, that is merely coincidental and can be based on the information being attributable to common understanding.

 

So, when should you utilize email in your job search?

 

• Based on employer’s instructions – Do not send email as your initial contact, unless the employer instructs you to do so via instructions on their website, a job ad, a verbal conversation, or other reliable advice. Remember that email is impersonal. Where possible, call and if necessary, leave a voice message. Voice mail is more personal than email.
• Responding back to an employer – If you receive an initial contact email from an employer, you can most likely respond back to them via email. BUT, read the email sent by the employer and determine if they are merely providing instruction or if they are guiding you to respond via email. Their email may ask you to follow up online or contact someone else. Do not clutter up their email. It becomes easier for them to mark you address as spam if you “over” email.
• Send requested info based on the entire email chain – Read the entire chain to determine who and what you should be emailing. Emails that are forwarded to you may have instructions or details you should follow. It is too easy to reply to a response to someone who just happened to forward the email but is not the correct contact person.
• Stay on point– Stick to the subject when replying to an email. Keep your email consistent with the subject line of the email chain and do not remove the chain’s details. (Unless there is something inappropriate for the receiver to see). If you delete the chain, the receiver will have to dig up old emails to see what you are responding to…do not waste their time.
• Value email as a written record – Consider when you need a written record…If anything important occurs verbally (i.e. schedule an interview, accept an offer, are declined for a position) you should follow up in writing and email can serve that purpose. Usually an employer will follow up a verbal offer of employment with a written offer, but if they do not, you should create a written record to ensure full understanding. EXAMPLE: “Thank you for scheduling our interview at your downtown Houston office. I look forward to meeting with you on Wednesday, July 18^th at 9:30 A.M.”
• Be intelligent – Do not send an email without doing research. If you ask a question that is easily answered online, you give the impression you are lazy and unintelligent.
• Don’t send random email – Do not send an email randomly…”I’m not sure if you are the correct person but please….” Do not expect someone else to forward your email.

General thoughts on email as it relates to the job search

• Email is a form of written communication and creates a written record
• Retain copies of all emails you send and receive in the job search
• Do not let the speed and ease of sending an email blind you to the fact that you will be judged on what you say and how you say it.
• Choose your words carefully. Tone does not come across in email.
• Have someone else review all emails you send in the job search.
• A well written email can quickly impress an employer. Likewise, a poorly written email can quickly eliminate your prospects of employment. Always remember that you are being judged at every point in the job search.
• When people respond to you and provide information, respond with your thanks. People want to know that their response was read.
• Search the internet on email etiquette and you will find a wealth of information on effective emailing.
• Send an email as if it will be posted on the company bulleting board for all to see. You do not know who your initial reader can and will forward your written email to within the organization.
• Emails are read from Blackberry’s and I-phones. The longer the email, the more likely you are to lose your audience. Just like resume scans, you have 5-10 seconds to capture your audience via email.

 

Email as it relates to thank you notes

• Email thank you notes are not forbidden, just highly discouraged. Employers will appreciate that you did send a note of thanks. Timeliness should be a factor. If a hiring decision is being made before regular mail would arrive, you should send an electronic email as well as a formal signed handwritten note.
• It is always best to type or handwrite a thank-you note after you interview.
  • Exceptions:
    • If a second interview will happen before regular mail would be delivered.
    • The interviewer is traveling and would not get your mailed thank-you for quite some time.
    • If the interviewer is the “extremely electronically inclined” type who will pay more attention to email. You should send a regular mail note as well.
  • The handwritten thank you note should remain consistent with your electronic presentation of your cover letter and resume. It should be brief while highlighting why you are a fit for the role and looking forward to engaging further.

Email as it relates to offer negotiations

• Offer negotiations should be conducted verbally rather than in writing. If you have questions on an offer, call the employer and let them know of possible times to speak via phone.   Confidential information should not be in email. Your employer may send it to you, but be careful on how you respond. Do you want the I.T. guy seeing your offer?
• If speed of response is important, and you are only reaching voice mail, alert the employer via email that you have questions and suggest times to speak.
• Once negotiations are complete, ask the employer to provide written (or email) confirmation of the details. Respond with your formal acceptance and confirm start date and any pre-hire requirements that you will fulfill.

 

I’m looking for a job….WHAT NEXT?

Author:  David M. Young

You have decided to look for your next position. It may be you are being forced to look due to layoff, termination, company shutting down/bankruptcy, or life has brought so much change that you need a career change as well. Or, you may be perfectly fine in your current role, but you have decided it is time to see what else is “out there”.  So what do you do next?

I firmly believe if you are really going to be effective as you explore for your next position, you must be intentional, process minded, and diligent. If you just wait for the position to come to you, you may or may not ever find that great role you are seeking.

So, let’s explore the basics of the job search process. In the coming months, this blog will expand on these individual components of the job search in much greater detail. Let’s first layout the “roadmap” that you need to follow at a summary level and then we can expand as we move forward:

Email – Yes, email is a standard, common, and easy to use form of communication in the job search. But all too often, it is not used correctly, over or underused, or confused for actual job search efforts. Email makes you feel like to talked with someone, but you never know what happens on the other end or the impression made with your email. So what are good email tips? Should you use email? Come back and we will explore this in more detail.

Networking – Whether in the job search or not, the most effective individuals in the professional world have some sort of network. It may be as simple as a technical expert who is recognized online in various forums as the answer guy. Or you may have a handful of past and present associates that you keep in touch with. Many folks go to work and go home. We will dive in more detail on making sure that your professional reach is much greater than just those you see regularly. The most effective people in their job search have at least 10 people that are not only aware they are open to another opportunity, but invariably, these people in your network are where you will find your next position.

Resume – In today’s day and time, you must have a resume. It may be as simple as a linked-in profile, or as standard as a hard copy resume. But regardless, your resume should not just be a history of where you have worked. A well written and targeted resume makes the difference between you and the next person. Check back in the coming weeks as we discuss resumes, tips and tricks, as well as provide some sample suggestions on how to have a power resume.

Actively and Passively searching – More to come on this, some say they are not really looking, but open to new opportunities, others are in an all intensive search. Regardless, we’ll give some insight on how to pursue the market regardless of where you are in the job search.

Applying/submitting – Should you submit your resume blindly on line? Should you trust your friend who “knows” someone? Good questions and there are definitely some keys to making sure your resume is seen by the decision makers.

Interviewing – It is both an art and a science. Some are not versed on either, while others feel that once they are in front of the hiring manager, they will get the job. Well, in today’s economy, we are seeing that this is no longer holding true. How can you make sure you get a job offer when you walk out of the interview? Future blogging Insight will give you the keys to getting that offer.

Offer Negotiation – You have the offer, but the job search is not over. How to negotiate, and make it a win/win for all involved. Too many times you try to negotiate and it only ends up as a lose / lose.

Acceptance and Pre-start – You’ve accepted the job, w is the time you impress and differentiate yourself to your new boss.

Resigning your old position – Are you ready for a counter offer? Are you ready to be escorted out? Are you ready to give two weeks but be asked to stay on to complete the project? Don’t burn bridges and be ready to resign professionally.

Starting – The job search process is not over. You have a start date, but the shining stars continue to want the job even after they have it. We will blog with some further thoughts on how to be the best employee the organization has. Become irreplaceable so that you will always be paid well, happy with your responsibilities, and never need to look for a job again.

After the start, what next? – is the job search over? We’ll address this,

The above parts of the job search process will be surgically explored. Come back to https://davidyoungdy.wordpress.com and we will provide more insight for you in the job search.

 

Networking 101-Where to Start

Author: David M. Young

Over the course of this past year, I have met with an increasing number of senior level folks who are exploring the job market. Their reasons vary…they include corporate acquisitions, divisional closings, individual lay-offs, concern about stability of their company, and being asked to pick up the job of 3 others who are gone while still fulfilling their current responsibilities. I have also spoken to numerous candidates who are exploring for reasons within their control including reduced travel, more income, greater responsibility, and increased job satisfaction.

Regardless of the reasons, I consistently hear one comment from senior level candidates…

• I have never had to look for a job
• My resume has not been updated in 10 years
• I have not talked to a recruiter in my past job searches
• I don’t have a resume
• I have always been employed, never “between jobs”

So people are saying, “what should I do?” Our guidance includes several items. One of which is to identify, evaluate, and leverage your network. Well, that sounds great, but what does this mean. Specifically,

• I challenge folks to think about anyone they know who will take their call and would be open to helping. This could be former bosses, former peers, and former direct reports. It could be people in your neighborhood, friends from church, or friends of the family.
• Put this list together. Your minimum target should be 20 names. This may be a stretch, or it may be easy. Either way, stretch yourself, or if easy, be intentional on your targets.
• Your objective will not be to call these folks and ask for a job, but rather call them and ask to meet for 15 minutes. Let them know you are exploring the job market and would love to get their insight. When you meet with them, your end objective is to see if they can give you 2 more names that you could contact who might be able to assist you on targeting your next job. If you get 2 names from everyone, you now have a network of 60 people who have their eyes open for you.
• Now call them. If they do not answer, leave a message that you would love to talk with them /catch up with them / are seeking their assistance if they can give you 15 minutes. Don’t email and wait. Email is something to be used as a follow up and confirmation tool. Call…Call…Call…What if a person does not respond, well then pull them off your list and replace them with someone else.

 

If approached in a friendly manner, people are generally willing to help. And getting two names from your friends and associates is not asking them to do all the work for you.

Of course, this takes time, so plan your time. Know when your meetings are. If someone cannot meet in person, well then talk via phone, but if you take the time to invest and meet with them for 15 minutes, people are much more likely to spend their time and work for you. If they see you are serious and intentional on this, they will be as well.

Of course, there are so many more aspects and things you can do on networking. But you have to have a network in order to start…