6 Office Email Etiquette to Remember

Using the electronic messaging system or e-mail for work is different from personal use.  Sending the wrong email message may cause trouble or may even get you fired.  In this article, we present six office email etiquette everyone should remember:

1. Use office email for work-related correspondence only.  See to it that you use the company email exclusively for communications that are related to work.  It’s always recommended that you create a separate email account using a different email hosting service for your personal use.  For example, you can set-up a personal email account at Yahoo, Gmail or Hotmail. When sending personal messages to your friends, family, relatives and other personal acquaintances, use your personal email, not your office email.

2. Do not use office email to send confidential information.  You should consider your office email as a public property.   Your IT administrator and even your superiors can easily access this account if they choose to or in circumstances when it is needed.  So if you have a negative thing to say about your boss or your company, you can be certain that it’s not smart to use your office email.

3. Be discreet when forwarding messages.  Avoid sending or forwarding viral email messages to the people at your office.  If you have received such an email from an unknown resource, don’t forward it to your contacts.  Instead, you should delete the email.  Not only is it a waste of time and inbox space, such messages may also contain viruses or malicious programs which can put your company’s network system in danger. Furthermore, if the message is unimportant, fight the urge to forward the email to others.

4. Watch the CC and BCC functions.  CC stands for Carbon Copy and BBC stands for Blind Carbon Copy.  Both CC and BCC functions can be used when you need to send the same message to more than one recipient. However, take note that when sending through the CC feature, the email accounts of everyone you sent the email to will be visible to all.  On the other hand, if you use the Bcc features, the email accounts will not be visible to the recipients of your email.

When sending the same email to a number of recipients, there is a tendency to switch the two functions by mistake.  This can be risky since you could be revealing confidential email accounts to people who shouldn’t have access to them in the first place.

5  Grow up.  The use of smileys and emoticons should also be avoided when sending business letters through email.  Ending your sentences with smileys and other emotions make your e-mail looks unprofessional.

6. Be professional.  It’s important to show courtesy and professionalism even when communicating via email.  Make sure that you spell all your words correctly and avoid using abbreviations when not applicable.  Some people send email messages with misspelled words and acronyms as if they are communicating through chat.  It is very unprofessional and should be avoided. If you’re not sure about the spelling of a word, use an automated spell checker.

How to Be an Aggressive Job Seeker

Searching for job opportunities today can prove to be much tougher than it was the past years.  With the ever-increasing competition in the market, you won’t be able to get hired if you will remain passive.  As a job seeker, you need aggressively face the three stages of the employment process.  Continue reading “How to Be an Aggressive Job Seeker”

Why is A Cover Letter Important?

If you want to get hired by your dream company, you will surely do everything in your power to get noticed and make the best impression.  Some job seekers make the mistake of sending out resumes to potential employers without a cover letter.  Unless you are doing walk-in application, you should never send your resume through post mail or email without a cover letter.

The Importance of A Cover Letter

A cover letter is a simple letter where you formally introduce yourself to a potential employer.  It should be the first document that a hiring officer will see upon opening your job application letter or email.  In your cover letter, you declare your purpose or desire to be part of the company.  It is a formal invitation to a potential employer to take a look at your resume for further evaluation.  Indeed, your cover letter is the bridge that connects to your resume.  These documents complement each other.

What To Include in a Cover Letter

What are the things you should include in your cover letter?  Typically, a cover letter can be three to four paragraphs long with each paragraph containing at least two or three sentences.

In the first paragraph is where you make the formal introduction of yourself and how you learned about the job opportunity.  Did you read the ad from the newspaper or from an online job listing?  Or do you personally know someone who is connected with the company who informed you about the opportunity?  If you have a personal connection, you should definitely use it to your advantage by mentioning the name of the person in your cover letter.

In your second paragraph, you should focus on your credentials.  Here is your chance to say why you deserve to be hired for the job.  Don’t be afraid to brag about your achievements.  Let the hiring officer know what you can do for the company.  If applicable, you can use the third paragraph to strengthen your second paragraph by adding a few more accomplishments.

Your last paragraph should directly persuade the hiring officer to take a look at your resume.  You can also state that you are looking forward to be contacted for an actual interview.  Finally, thank the prospective employer for his/her time reading your cover letter.

Reminders on Writing Your Cover Letter

Here are important points to keep in mind when writing a cover letter:

  • Keep it short, simple and concise.  Choose strong words and omit unnecessary terms and phrases.
  • Instead of writing in a very formal tone, use the conversational writing style, making sure that you maintain professionalism and respect all throughout your letter.
  • Be positive.  Don’t use sentences which send the impression that you are not certain about your credentials or qualifications.  If you want to convince a hiring officer to meet your for an interview, you must believe that you are qualified for the position.
  • Don’t just repeat sentences which are already in your resume.  Make your cover letter unique in itself, and use your resume to supplement the facts you stated in your cover letter.