Professional Email Communication
Everyone needs basic computer skills to function in today's job market. These basic skills include the ability to use common application programs such as word-processors, spreadsheets, database programs, and presentation software.
Additionally, the use of email and familiarity with internet etiquette are becoming basic requirements for most jobs.
Today over 80% of all business communication is done through email including sending resumes and cover letters, scheduling interviews and even following up after interviews.
Tips for Professional Email
While a lot of people understand the importance of following certain rules when writing a business letter, they often forget these rules when composing an email message. Just in case you've forgotten, let us refresh your memory.
Think of the basic rules you learned growing up, like saying please and thank you. Address people you don't know as Mr., Mrs., or Dr. Only address employers or recruiters by first name if they imply it's okay to do so.
- Watch What You Say
You want to come across as respectful, friendly, and approachable. You don't want to sound curt or demanding.
- Be Concise
Get to the point of your email as quickly as possible, but don't leave out important details that will help the recruiter answer your question or understand your message.
- Use Professional Language
This means, stay away from abbreviations and don't use emoticons (those little smiley faces). Don't use a cute, offensive or suggestive email address for business communications. Avjobs provides applicants with a professional private aviation email address.
- Use Correct Spelling and Proper Grammar
Use a dictionary or a spell checker - whichever works better for you. While you can write in a conversational tone (contractions are okay), pay attention to basic rules of grammar.
- Ask Before You Send Your Resume
Because of computer viruses, many employers won't open attachments unless they know the sender. Even that can be a mistake because many viruses come disguised in email messages from someone you know. Before sending an attachment, ask the recipient if you may do so. (Avjobs doesn't use email attachments to send your resume, so your resume is never eaten by a spam blocker or deleted without being opened)
- Wait to Fill in the "TO" Email Address
Never fill in the 'TO' email address until you are completely through proofing my email and are sure that it is exactly the way you want it. This will keep you from accidentally sending an email prematurely. In the past, applicants have accidentally clicked the send button, when they really meant to click on the attachment icon.
We recently reviewed an article titled "AOL Email Address Brands You As Technologically Obsolete." The article said that having an outdated email address from a company like AOL brands a person as being someone who is not willing to move forward with technology. The article specifically discussed people looking for a job and how an employer might question a candidate's suitability for the job simply because of the email address he or she uses.
What does your email address say about you?
We were intrigued by how many applicants are using various “old” email addresses as their primary means of contact. We have a rather large database of applicant email addresses due to our weekly aviation jobs newsletter (AvjobsWeekly) that we send. So we did a simple search for some common email domains with the following results.
- AOL: 2464
- Yahoo: 13,056
- Hotmail: 7,511
- Earthlink: 143
- Roadrunner: 191
- Comcast: 634
- .edu: 492
- Gmail: 5359
Each of these email addresses are free. But in this case, "free" may be costing you a lot.
When we receive business email that is using one of these free services we (and every other recruiter and hiring manager) - correctly or not - make some basic assumptions. Our first assumption is this person is not really serious about building or marketing themselves as a serious applicant—at least not in the aviation sector. Second, while they may be serious, they just don't understand how to keep up with today's technology changes and improvements, or what that email address is really saying about them.
Every communication leaves an impression. Your email address is your front door. Emails you send to employers and hiring managers invite them to come to your “office” (your presence) to read your resume and learn more about what you have to offer as an employee.
You may question our inclusion of Gmail on this list. We have several Gmail addresses. But we don't use them for business purposes or as our primary email address. Gmail works well as an email client to manage your incoming email. It works very well for lots of people. Just don't send employers a message from your Gmail account if you want them to really pay attention to it.
Setting up an Avjobs hosted email account with your own name is easy and included with every applicant account.
There is simply no reason not to have a unique email address that reminds people about your interaction and commitment to the aviation industry. And every time you send an email from your myavjobs.com email account, you're encouraging people to view your resume, accomplishments and value in the aviation industry.
If you are using an outdated email address for your job search, we encourage you to spend the small amount of money required to get a professional email address.
What do you think? Does an email address make an impression?