WRITING PROFESSIONAL EMAILS TO FIND A JOB

We just learned how to begin and end emails professionally. Let’s now learn how to write the actual contents of an email. One of the most important emails you will ever send to a company is the one with which you are applying for a job. Your goal is to make a good impression, so that you get invited for an interview. Therefore, the entire email needs to be professional, clear and logical.

Let’s take another look at Rohini’s email. She now knows how to start and end the email, but the content of her email is still not good enough for her to get called for an interview.


This email has several things wrong with it. Let’s go through each area together.

STEP 1: THE INTRODUCTION
Every email must have an introduction where you state clearly and briefly:

• Who you are—using both your first and last name
• Where you obtained the person’s contact information from

For example, Rohini’s introductory sentence was:

I am applying for a vacant position in your organization in research.

This email goes straight into why Rohini is writing an email without stating who Rohini is, or where she found this person’s email address. This is an unprofessional way to start an email. A better alternative is:

My name is Rohini Gupta, and I found your contact information on your company’s website.

Notice how Rohini introduces herself with both her first and last name. She also mentions where she found this person’s contact details.

STEP 2: WHY YOU ARE WRITING
After the introduction, we should state why we are writing to the person. This part of the email should include:

• What position you want—include the position or type of position you are interested in
• Why you would be the ideal person for the position—a quick one-sentence background saying who you are and what it is that makes you a great fit for the position

Rohini did include some of this information in her email:

I am applying for a vacant position in your organization in research.

This sentence is okay, in that it states why she is writing and the position she is interested in, but she could have done a better job explaining why she would be suitable for the position. Also, she could have been more polite. Take a look at the following sentence:

I am interested in applying for a position in your research department. Currently, I have over two years of experience in this area.

Here, Rohini has said the same thing, but in a more polite way. Saying
‘I am interested in applying’ is just more polite than saying ‘I am applying.’ These are small variations, but if you can remember them, they will be helpful to you.

Also, Rohini added a quick line stating that she already has two years of experience in research. Information like this can create interest, encouraging the person to open and read your CV. Remember, just because you have emailed someone your CV does not mean they will actually take the time to open the attachment and read it. Your email must stir interest in them to do so, and that is up to you.

STEP 3: REFERENCE TO ATTACHED CV
Adding a line that refers to the CV you have attached is necessary. Let’s read how Rohini did this:

I am herewith submitting my CV.

There are a couple things wrong with how Rohini refers to her CV. For one, words like ‘herewith’ are old-fashioned and should be avoided in modern, professional situations. Also, Rohini did not actually say that the CV is attached to the email. The sentence could have been written as:

Please find attached to this email a copy of my CV which details my past work experience.

STEP 4: CONCLUSION—REFERENCE FOR THE FUTURE
The last sentence of your email should be a conclusion, and should in some way refer to the future. It is a good idea to let the person know that you will call them later to follow up. This shows that you are truly interested in the position. Let’s take a look at Rohini’s conclusion:

I am looking to hear from you.

First, this closing is a bit rude. It sounds like an order rather than a request. Also, Rohini did not indicate that she would follow up. Take a look at how she could have better concluded the email:

I will call you up during the week to confirm you have received this email. I look forward to speaking with you.

Good work, you are done! That’s all it takes to put together a professional email. Take a look at the new, improved email from Rohini to Ms Patel:

Competition for jobs is so strong these days that you can’t afford to make mistakes in your emails. You’ve only got one chance to make a good impression on recruiters—so make sure it’s perfect.

Exercise :
Your friend Ramesh is looking for a new job and has been sending his CV to lots of different companies. He hasn’t been having much luck getting a job, and asks you for help. When you see his email, you realize why he has not been called for interviews.

First, correct only the SMS slang, punctuation and sentence structure mistakes in Ramesh’s email. Check this with the answer key. Then rewrite Ramesh’s email using the professional structure you learned above. There may be more than one way to rewrite the email, but make sure your answer is similar to the example in the answer key.


APPLYING WHAT YOU HAVE LEARNED

1. It is extremely important when sending an email to come across as professional and clear.
2. Including any type of SMS slang (examples: ‘bcoz’, ‘pls’, ‘u r’) in business emails is unprofessional and inappropriate.
3. It is important to follow the rules of punctuation throughout the email.
4. When beginning emails, you must follow certain rules. For example, you should not include the person’s first name after ‘Ms’, ‘Mrs’ or ‘Mr’ Only include the person’s last name.
   
   • Ms Kavita,
   • Ms Kavita Singh,
   • Ms Singh,
5. Likewise, when signing off emails, it is important to avoid phrases like ‘Yours faithfully’, ‘Bye’ and ‘Thanking you’ as closings. Instead it’s safest to stick to the following:
   
   • Regards,
   • Thanks,
   • Sincerely,
6. Additionally, when ending emails, the way you sign your name is extremely important. For example, if your greeting is to ‘Ms Singh’, then you must include both your first and last name in the signature. Remember to add your phone number after your name.
   
   • Regards,
     Amit Joshi
     983-453-4578
7. When writing to a recruiter for the first time your email should include the following:
   
   • Introduction—who you are; where you obtained the person’s information from.
   • Why you are writing—the position you are applying for; why you are a good candidate for that position.
   • A mention of your CV—a polite statement that your CV is attached in the email.
   • Conclusion—indication that you will follow up; a polite line saying you are looking forward to speaking with the person.