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Professional Email Response Template

The document provides guidelines for writing professional emails to potential employers or colleagues. It emphasizes treating emails as formally as cover letters and introducing yourself the same way. Key tips include using a clear subject line stating the purpose, customizing the message for each recipient, including original messages in replies for context, avoiding all caps or informal language, proofreading carefully, and following up emails with phone calls or letters if needed. Sample professional emails are provided that introduce the sender and attach a resume in a brief yet formal manner appropriate for a job application.

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fabi ansari
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248 views3 pages

Professional Email Response Template

The document provides guidelines for writing professional emails to potential employers or colleagues. It emphasizes treating emails as formally as cover letters and introducing yourself the same way. Key tips include using a clear subject line stating the purpose, customizing the message for each recipient, including original messages in replies for context, avoiding all caps or informal language, proofreading carefully, and following up emails with phone calls or letters if needed. Sample professional emails are provided that introduce the sender and attach a resume in a brief yet formal manner appropriate for a job application.

Uploaded by

fabi ansari
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOC, PDF, TXT or read online on Scribd
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Professional E-mail

E-mail has generally been used as an informal means of communication. However, as it


becomes increasingly popular in the job application process, it is important for job seeker to
use professional format and think through the content of the email before sending it to a
prospective employer. The following rules can be useful when writing or responding to:
potential employers, co-workers, colleagues, business members, and college staff or personnel.
You will be taken seriously, and will often be given more credibility.

Rules of the Road

1. Introduce yourself the same way you would in a cover letter. See the sample introduction
below.

Ms. Clark,
I am writing in regard to your posting with the Olympic College Career Center for an Accounting
position.

2. Treat your e-mail as if you were writing a professional cover or thank-you letter on paper,
but be brief.

3. In the subject line, make it obvious why you are writing: “Application for XYZ position”.

4. Make sure you change the contact name and content according to the person/company to
whom you are sending the message.

5. If you are responding to an e-mail, include the original message in the reply, so the receiver can
put your e-mail into the correct context.

6. Read your message carefully before you click the send button. The tone of an e-mail can
often be misinterpreted.

7. Never use all capital letters. Employers may think that you are screaming. It can also be difficult
to read.

8. Do not solely rely on spell check. While it can catch words that are spelled incorrectly, it does
not always recognize when they are misused within the context of the sentence. Have
someone else proofread your message before you send it or look up the words in a dictionary. It
may be easier to find errors if you print and review your e-mail.

9. Name your document “your name, resume.”

10. Don’t just rely on email. E-mail can be lost. Follow-ups can often be done via the telephone or
regular mail.

11. Keep your e-mail address simple, and avoid unprofessional sounding names like “party-girl”.

Common mistakes

Being too informal


Misspellings and poor grammar
No capitalizations
Spelling words the way they sound
Olympic College does not discriminate on the basis of race, color, national origin, sex, disability, sexual
orientation, or age in its programs and activities.
Professional email examples

Your e-mail can be a brief introduction:

To: [email protected]
From: [email protected]
Subject: Application for Information Systems Technician

Ms. Clark,

I am writing in response to the ad posted in NACElink.com for an Information Systems Technician (Job
#1357). Please accept my attached resume and cover letter as an application for this position. My skills
and experience closely fit the posted job description, and I hope to hear from you soon.

Thank you,

Jane Doe Student

Or your e-mail can be your cover letter:

To:[email protected]
From: [email protected]
Subject: Application for Information Systems Technician

Ms. Clark,

I am writing in response to the ad posted in NACElink.com for an Information Systems Technician


(Job#1357). Please accept my attached resume as an application for this position.

My experience and personality closely fit the posted job description and I am excited to apply.
As a Management Information Systems student at Olympic College, I have taken advantage of
numerous design opportunities on campus and in class, which may be useful when working at XYZ
Company. During my web design class, I volunteered to organize a group that would design and create
a web site using Flash technology for a local company. The project was well received and the
organization is using some of our ideas. As a student worker in the Electronics Department, I also
designed an Access data base to track student advising appointments and progress. The position
required a high degree of confidentiality as well as a person with the ability to work on the project until it
was completed.

In addition to maintaining a 3.0 GPA, and holding an on-campus job, I have also participated in various
campus activities and leadership programs. By working on committees, I was able to utilize my
leadership, teamwork, and time-management skills.

I am eager to learn more about your position and would appreciate the opportunity to speak with you in
an interview about my qualification. I can be reached at (360) 377-1234 and I look forward to hearing
from you.

Sincerely,

(Sign your name here)

Olympic College does not discriminate on the basis of race, color, national origin, sex, disability, sexual
orientation, or age in its programs and activities.
Jane Doe

Olympic College does not discriminate on the basis of race, color, national origin, sex, disability, sexual
orientation, or age in its programs and activities.

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