A variety of business correspondence will be necessary during the job search. Most familiar are the cover letter and resume. Written communication will also be used when confirming an interview via e-mail or through a thank-you note sent after meeting a contact or following an appointment. Using correct grammar in writing an effective letter or e-mail is always required in the workplace. Demonstrating good writing skills during the job search is essential because potential employers will make an initial assessment of the candidate by how well they communicate in written format.
While some people believe e-mail can be more casual than a written letter, in fact, both should follow business correspondence rules. During the job search, be formal in an e-mail, such as using a capital “I” instead of “i,” and include punctuation. The job search is not the time to use emojis, such as the smiley face, or abbreviations people may not understand. Once in the workplace, there may be less formal guidelines to follow. However, until that is determined, it is wise to use a professional format.
An e-mail should include:
A concise and professional e-mail, confirming an appointment:
Subject Line: Justin Davis Confirming Interview for 5/25/11 at 11:00 a.m.1
Dear Ms. Anderson2,
Thank you for offering me an interview for the cybersecurity position at ABC Company on May 25, 2011, at 11:00 a.m.
I look forward to meeting with Dr. Johnson3.
1. Subject line lets recipient know what the purpose of the e-mail
2. A greeting is included to make the e-mail more professional and cordial
3. Include the name of the interviewer, if known
4. Always use a proper closing
5. Include contact information so recipient can get in touch easily
“thank you for offering me a interveiw for the cyber security position at ABC Company on May 25th at 11:00 a.m. BTW – in addition to copies of my resume, i will bring a research project report. See you them ☺”
Avoid these common e-mail mistakes:
It is essential to send a thank you note after each interview, including a phone interview. Employers have indicated that if there are two job candidates with equal rating after the interviews, the person sending the thank-you note is more likely to get the job. Writing a note demonstrates professional manners as well as interest in the position.
Send the thank you immediately (no later than 24 hours). If there was more than one person interviewing, each person should receive a thank you note.
Express appreciation to the interviewer and then use the following questions to determine other information to be added:
The thank-you note is another opportunity to promote skills and the ability to communicate effectively.
Follow the same format for written or e-mail thank you notes. For several examples and templates of thank you letters and notes, see: