Email Etiquette for Job Searching

Meredith Jannsen, Director, ASHP’s CareerPharm

It’s always important to follow proper business etiquette when sending emails but it’s crucial when job searching. One misstep and your resume, cover letter and application can go from the inbox to trash within seconds.

To start, use an email address that is separate from your work address. You should be dedicating your own personal time toward your job search and using your personal email account will help keep your job search organized and prevent distraction at work. Most people already have a personal email address but if it’s anything other than your first or last name (or combination of the two) you should consider creating a new one that removes any personal details. Therefore, if you have an email address like pharmacy dude@aol.com, you should create one using your personal information like jjohnson@aol.com. The subject line is also very important. Nowadays, emails without subject lines usually get flagged as spam and even if they make it through it’s unlikely an email without a subject will be opened. A proper subject line should include the title of the job you’re applying for and your name. For example, Clinical Pharmacist: Pediatrics – James Johnson’s Resume.

Following the employer’s instructions is very important. If you’re asked to apply online at their website then you should. Don’t waste time trying to track down an email address for a hiring manager or recruiter when there is already a process in place for submitting applications. You won’t win brownie points for creativity or ambition. You will only show the employer that you can’t follow simple instructions.

The body of the email should be formatted in the same manner as a business letter with a salutation, introduction, body, and closing signature. Job searching expert, Alison Doyle, of About.com offers the following advice. “Unless you were instructed to attach your cover letter, you can use the email to cut and paste (or type) your cover letter directly.
If you have a contact person, address your email to Dear Mr./Ms. Last Name. If you don't, address your email to Dear Hiring Manager. Your email message should be formatted like a typical business letter - with spaces between paragraphs and with no typos or grammatical errors. Proofread it, just like you would any other correspondence.” A good way to catch typos and grammar issues is to read your letter out loud. Even better is to have someone else proofread it for you. Send your email as a test to a friend or confidant to check for errors.

The last piece of the email should be your signature. Make sure you include your complete name, a working phone number and email address for reply correspondence. You want to make it easy for the hiring manager to reach you on the first try. Keep your email account far below capacity so responses will not bounce, check your spam filters regularly and update your voicemail message so that it has a professional tone.

The job searching process can be a long one and the application and resume submission process are just the beginning. Follow our advice so you get off on the right foot from the very beginning.