8 Netiquette tips For Sales, Business, Students and Kids Cover Emails

 

Netiquette for email is increasingly important as a means of capturing the attention of the email recipient. Even with great attention to email etiquette or Netiquette in areas for jobs seekers, students, sales information, proposals and many other situations, an email with great content can be given little or no attention. This is true particularly when attachments are involved.

In order to fully optimize Netiquette, here are some great suggestion from a recent article.

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Eight Tips for Better Email Cover Letters

By Larry Buhl  from Monster

As the saying goes, you don't get a second chance to make a first impression. If you're doing a job search or resume submission via email, the first impression any employer will have is from your cover letter.

Some tips for creating successful email cover letters are the same as for paper cover letters: Be professional, with correct spelling and grammar, and -- very important -- do use them. Other tips pertain only to the electronic medium, and when disregarded, could ruin your chances before your foot is in the door.

Here's what you should you consider when crafting an email cover letter.

Don't Waste Your Subject Line

What you write in the subject line can determine whether your letter gets read, according to Lydia Ramsey, business etiquette expert and author of Manners That Sell. "Don't ever leave the subject line of your email blank and don't waste it by just inserting the job number," Ramsey says. "The subject line should be clear and specific to the job you're looking for." An example: "Bilingual CPA seeks account manager position."

Use Standard Cover Letter Protocol

Write your letter as the body of the email and include a salutation (use the receiver's actual name if you know it) and a standard closing. ("Sincerely" or "Warm regards" work well.) Leave blank lines between paragraphs, and use appropriate signature and closing lines. Include all the information in your signature line you would have on your business card, including snail mail address, phone number and email address. "Remember, your email address doesn't always automatically show up on the receiver's email program," Ramsey says.

Keep It Short and Dynamic

Managers and recruiters are busy. They want to get the gist of your pitch in 150 words or fewer. The first paragraph is crucial, according to Ramsey. "Hook the reader in the first paragraph by selling him or her your abilities," she says. "Use short paragraphs and short sentences to give a very brief bio on who you are and what you can do for them, and wrap it up in the second paragraph."

Keep It Simple

If you write a cover letter in a word-processing program, strip away all formatting and save the file as plain text. The ideal line length is 40 characters. Some email packages automatically do word wrap for you, so your cover letter doesn't arrive in fragments. If your program doesn't do this, go to FormatIt.com, drop in your text and the free service will format your email for you.

Don't get cute. Save emoticons, abbreviations, and wild colors and fonts for your nonprofessional emails. The same goes for humor. Chances are, the reader won't think it's funny, and may even find it irritating.

Be Specific

Don't respond to an ad for a copywriter when you're really a graphic designer, says Diana Qasabian, talent director at Syndicatebleu. "It may be the tight job market, but we've been receiving more and more letters responding to a specific job from candidates who are not at all qualified for it," she says.

"We look for specifics in email cover letters, which means skills and abilities," she adds. "Embellishment and fluff are not necessary. It's not necessary to write, 'I'm a hard worker.' That goes without saying."

Keywords Are Key

Because many companies use applicant tracking systems (ATSes) to find and screen candidates, skill-oriented keywords will boost your chance at being discovered, a recruiter at a large technology company says.

"ATS tools track keywords that identify skill sets," she says. "So even if you're not right for the job you're seeking, strong keywords improve the chance that your cover letter and resume will be retrieved in a future search or be selected for a more appropriate job."

Play by Their Rules

Take the time to learn the company guidelines for submitting resumes, and follow them. Many companies list these guidelines on their Web sites. Also, don't include attachments unless they are requested. Some companies block all emails with attachments to prevent viruses.

Check It Again

Thoroughly spell-check and proofread your email letter. And remember, your email software's spell-checker won't catch grammar mistakes. Send it to a friend first and ask him to check it for content and style. If all your friends are tapped out, or even if they aren't, test your email cover letter by emailing it to yourself, and put yourself in the mind-set of an employer when you read it.

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 About Netiquette IQ:

My book, "Netiquette IQ - A Comprehensive Guide to Improve, Enhance and Add Power to Your Email" and the Kindle version are now available on Amazon. Please visit my profile at:

 www.amazon.com/author/paulbabicki

My other sites of Netiquette resources include:

www.netiquetteiq.com - website

www.blogtalkradio.com/netiquetteiq - radio show
 

www.tabularosa.net Internet products and services website.

 Paul Babicki and Frank Kovacs are co-authoring a new book on Netiquette IQ for jobseekers, recruiters and employers (no official title as yet!). This book is a follow up to Paul’s current release. This book will be a part of the forthcoming Netiquette IQ compendium featuring a series of books on specific areas of Netiquette; education, sales, social media, etc. We would desire and encourage feedback from anyone who would like to contribute their thought ideas, even a segment to include in the book.

We wish to have the book to cover as many pertinent topics as possible for the job seeker, recruiter and employer. There will be an acknowledgement page in the book listing those whose ideas or suggestions are used. The persons with the five top ideas will be sent a complimentary signed copy of my current book and a copy of the new one. Comments will be closed on 1/31/2014. Kindly submit your suggestion(s) to my blog post of 12/26/2013 in the comment field.