Your Email Etiquette Can Make or Break Your Job Search

Few things can tarnish your professional brand quite like a poorly written, misguided email. One click of the “send” button can be the difference between a successful business exchange and a potentially negative HR issue or coworker conflict. While Americans send hundreds of thousands of emails a day, good email etiquette should not be taken for granted.

Common Types of Employment-Related Emails  

Job Inquiry Email

Job inquiry emails can be either solicited emails (writing in response to a job posting) or unsolicited emails (expressing interest in a company and inquiring about a possible opening for a specific position). 

Application Follow-Up Email

A follow-up email should be sent one week after applying to inquire about the status of your application and to let the employer know that you are still interested in the job.

Cover Letter Email

As part of a job application, a cover letter written as an email may be requested, or a cover letter, along with a resume, may be required as an email attachment. Check the employer’s instructions carefully.

Thank You Email

A thank-you email can be sent immediately following an online or in-person interview; thanking the interviewer(s) leaves a positive impression and helps a person stand out from the other job applicants.

Email Basics for a Successful Job Search

• Use a professional-sounding email address. Your full name or last name is a good choice (e.g., john.smith@email.com or smith@email.com) (Doyle 2019b).

• Always send a test message to yourself first before sending an email to a prospective employer to be sure it will transmit correctly.

Formatting Guidelines for Business Emails  

For All Business Emails 

• Choose a readable font style and size: Sans Serif, Trebuchet MS, Verdana, Georgia, or Times New Roman; use 11 or 12 in MS Word or “Normal” email font size.

• Always include a clear, informative subject line.

• Use a salutation and a friendly closing, especially if contacting someone for the first time.

• Avoid using emoticons, abbreviations, slang, or colored fonts.

For Job Search Emails

• Use a formal salutation (“Dear” or “Hello”) with the contact person’s name or “Dear Human Resource Director,".

• Use a maximum of two to three brief paragraphs (three to four sentences each).

• Use an email signature with your contact information (email address, mailing address, and phone number) (Doyle 2019b).

Creating the Subject Line and Email Signature for a Job Search

• Subject line: The subject line should clearly identify the purpose of your email and your name. Otherwise, your email may be overlooked or end up in a spam folder. Examples: (Doyle 2019b)

Subject:  Veterinary Technician Position-Antonio Martinis

Subject:  Job Posting #431-Sous Chef

Subject:  Application for Sales Manager Position-Susan Johnson

Subject:  Thank You-Radiology Technician Interview

• Email Signature: The signature at the end of your email should include the following information (Doyle 2019b): 

Your Name

Email Address

Mailing Address

Phone Number

[LinkedIn URL]     (optional)

[Website URL]     (optional)

 

Sources: Adapted from Doyle, A. (2019a, December 11).  Sample email message formats for job searching. https://www.thebalancecareers.com/sample-email-message-formats-for-job-searching-4060536 

Adapted from Doyle, A. (2019b, November 20).  Tips for sending email when you're job hunting. https://www.thebalancecareers.com/tips-for-sending-email-when-you-re-job-hunting-2061893

Revised 11 August 2025