Resume and Job Hunting

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Sending your resume via E-mail? Here are some helpful tips for sending your resume to prospective employers via email.

E-mail prospective employers only when instructed to do so. If email instructions are not included in the ad or on the company's web site, it's safer to send a hard copy via traditional means. Take your cues from the prospect. If a prospective employer has been communicating with you and clearly prefers the phone or primarily uses e-mail, follow suit.

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If a prospective employer e-mails you, read the e-mail thoroughly to see if there are instructions for a reply. In many cases there may be instructions to reply to a third party or include another party in your reply. In some cases you may be instructed to respond via telephone, fax or other means rather than email. If no instructions are specified then it's appropriate to reply via email, making sure that you follow traditional correspondence etiquette.

Your e-mail address, alias, subject line, and content should be clear and business appropriate. Don't use your " This e-mail address is being protected from spambots, you need JavaScript enabled to view it email address for business correspondence. Instead sign up of another email account using more professional terminology such as; This e-mail address is being protected from spambots, you need JavaScript enabled to view it .

A note about AOL and others. Some email providers' spam filtering
systems block emails that you want to receive (even business email ) with spam. It's a good idea to add the address to your trusted list and also provide more than one e-mail address, especially if you use AOL or MSN for your e-mail.

The subject line should be clear and specific, such as; "Application for paralegal position listing #84G11" or "Follow-up to 7/16/2006 meeting". Content should be written in a business like manner. Never shorten or abbreviate words or use "chat" language. The same rules of correspondence apply to business e-mail that apply to any other business correspondence.

Include a signature block (also called a business card). It should include your full name and complete contact information, including your mailing address,e-mail address and phone numbers (indicated which are business numbers, cell phone numbers and home numbers).

If you're e-mailing a prospective employer because they have instructed applicants to do so, check for specific instructions. If you are instructed to attach a resume, a cover letter, etc.. make certain that you follow the directions to the letter. For example, they may require all submissions to be in the form of a Microsoft Word document, or as an ASCII file with a maximum size restriction. Some prospective employers prefer resume text to be included in the body of the e-mail. You will need to rewrite your document to adhere to these restrictions prior to submission.

In the body of your e-mail itemize what's attached and why. For example "Attached please find a copy of my resume (file name LeeSmith.doc) with separate cover letter (file name LeeSmith_cover.doc) as requested in your Washington Post Ad #ee9989 dated 9/09/2006.

Name your attachments logically. For example "TracreganResume.doc" or "myres604064" might help you find it on your hard drive, but won't mean anything to the prospective employer, names should be logical and easy for anyone to find (Regan_Tracy.doc).

If you can't find any instructions for email submission, attach an MS Word version of your resume, and also be sure to include your resume text in the body of your e-mail. That gives the reader the option and shows that you can think ahead and take consideration.

When sending business e-mails always:

Retain copies of the e-mail you send and receive.
Be aware that e-mail creates a written record.
E-mail, like any other written correspondence, does not express tone of voice. You will be judged on what you say and how you say it. Choose your words carefully and proof before sending. Get someone to proof your correspondence for you if you can, sometimes a second set of eyes can catch things you may not have thought of.
Retain copies of the e-mail you send and receive.
SPELL CHECK! But remember that spell checkers will not catch misuse of words such as "there" and "their", "your" and "you're". If you're not sure which is correct, check out this great resource: Common Errors in English

Follow Up:

A thank you should be sent via email and traditional mail directly after a meeting or interview. If the hiring decision will happen very quickly following the interview, an e-mail might be seen sooner than a hard copy. The Hard copy is still the most professional way to thank someone for their time and consideration, and should follow up the e-mail.
Initial negotiation is usually better conducted verbally than in writing. If you don't understand the offer or benefits package or have questions or concerns, a verbal conversation is usually best. However, if speed is of the essence and you can't reach the party by telephone, send an e-mail stating that you have some questions and would like to speak directly. Include your contact information in your signature block and a good time to reach you.
If you do agree verbally upon an interview date and time, or accept an offer, follow it up in writing. This can be done in e-mail and also traditional means. You will probably receive an email from the prospect confirming an interview time if you have provided your email address. You should always receive a follow up in writing for any verbal employment offer, but if the employer doesn't follow up with a written offer you can send a follow up email such as: "Thank you for offering me an interview at your Greenport, New York, office. I look forward to meeting with you on Thursday, June 19, 2006 at 9:30 A.M." Putting information in writing helps avoid confusion and misunderstanding.

When in doubt about whether to send an e-mail or traditional mail, it's always OK to ask. A prospective employer will appreciate that you are trying to do the right thing and will always direct you to the best method. If you can't reach someone to ask, send an e-mail with a following hard copy. And always use your best business manners. Good Luck!