For the most part, your interface with recruiters is effected through a medium that has become the standard for official communication in the 21st Century workplace, the Electronic Mail, or email for short.
Nearly all recruiters/selectors insist that you send your applications to a dedicated email address.
Email Correspondence: Best Practices
Include a Subject.
Always include the subject of the mail in the field provided for it. One of the top mistakes people make on email is forgetting to write a subject line, says Amanda Augustine, career expert at professional job-matching service TheLadders.
An email with a blank subject line will likely go unread or get lost in a cluttered inbox. Write the subject line before the email so you know it’s taken care of.
Use logical keywords for search and filtering. Most professionals have filters and folders set up to manage their email and probably won’t focus on your message when they first see it. Remember to keep it short Get right to the point in about six to eight words.
Eliminate filler words. With such precious space in subject line, don’t waste it with unnecessary words like “hello,” “nice to meet you,” and “thanks,” which can easily be included in the email’s body.
Be clear and specific about the topic of the email. The subject line should communicate exactly what the email is about so that the recipient can prioritize the email’s importance without having to open it. For example, writing “Do you have a sec?” is vague, says Augustine, since the reader will have to open the email or reply to figure out what you want. If it’s a job application, she suggests including your name and the position, and if it’s to another co-worker, you should identify the project that the email refers to.
Be Concise and Confident.
Your recipient probably does not have the time to read long emails. Your Email should therefore be as brief and straight-to-the-point as possible, devoid of ramblings. It should exude the confidence of one who grasps what they wish to communicate.
Observe proper Email Etiquette.
Begin your mail with a salutation, use professional language and make use of your punctuations properly. End your email with the appropriate sign-off. Yours faithfully, Best regards, Yours sincerely and Regards are common examples
Make reference to attachments.
If you have attached any files to the email, it is important that you mention this fact (and the exact attachments if possible) in the body of your mail.
Cross-Check before sending.
You should cross-check for any grammatical errors, wrong assumptions, and generally the tone of your email before sending. You don’t want to sound casual while mailing a recruiter, for example. We have already concluded that email is an impersonal form of business communication. While the recipient can read your mail, you wouldn’t be there to explain some non-verbal cues that you might have used in the process of constructing your message.
Use of CC and BCC.
In email correspondence, you use Carbon Copy (CC) when you wish to send a message to a large number of recipients, and are comfortable with them being aware that other people received copies of the message. Otherwise, you use Blind Carbon Copy (BCC).
Each individual receives the mail, are unaware that there are other recipients. You should be careful, especially when sending your resumes/CVs and cover/motivation letters to several recipients at once. Except it is unavoidable, send each individual a separate email.
Sample Email for Recruitment Purposes
To: [email protected]
Subject: Graduate Trainee
I am Majekodunmi Bamise, a graduate of XXXXXXX from XXXXXX. I am interested in participating in the 2017 Graduate Management Programme at hannytalker,
which was advertised on the company’s website.
Please find attached copies of my resume and cover letter in Portable Document Format.
I look forward to corresponding with you soon.