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Some practical
rules for electronically
submitted letters - emails and faxes, including electronic cover
letters. |
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Electronic letters must generally be more
concise than printed letters. Cover Letters sent electronically
must be significantly shorter. Typically about half as long
(Mulligan 2001). |
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Research indicts if
user's cannot find the information they expect quickly, e.g.
within the first few lines of the message, they will click away (Minelli 2001). |
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Business
correspondence, particularly cover letters, should be
compose off-line first, then sent: |
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as an attachment;
or |
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in the text of
the message by copying and pasting from a word processing program
(generally strongly preferred because of viruses). A strong word
of caution, many word processing programs (Microsoft Word in Particular)
will imbed hidden coding in the message which becomes visible when
pasted in non Microsoft email programs. Always send a copy to
yourself, clean out the garbage and then send it. |
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Business correspondence should have the look and feel of
printed business correspondence. |
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break the text
into paragraphs |
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write real
paragraphs |
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use perfect
grammar |
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use complete
words and sentences |
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do not
use e-slang |
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do not use
"emoticons" in business correspondence :( |
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Be courteous -
manners still matter - even in email. Make sure to use please and thank
you, appropriate titles, avoid excessive use of upper case and bangs (!!!)
which may be
considered rude. |
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Keep business
electronic mail, businesslike. You do not know who will end up
seeing it. Remember email is NOT
private correspondence. Email may not be protected by the same
laws as postal service mail. Email messages may be observed by server administrators or
anyone who may have access to a particular computer or general email inbox. Your email message may be printed and/or forwarded,
even if the addressee is a personal friend or if the message is marked
confidential. |
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Be reasonable |
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Even though
electronic messages are fast, the person you are contacting will
probably see hundreds of messages. |
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Do not expect an
immediate response. |
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Article:
Critical Issues Behind the Electronic Job-Search |
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Some practical
rules for professional email management |
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Email addresses and personal names |
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Make yourself
known to the receiver. If your mail system allows the use of
personal names, identify yourself, such as: 1234@xxx.com
(Jane Smith) |
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Make sure your
address does not convey too much about you. Your email address
must appear professional (e.g. lustybunny@xxx.com or bigdonkey@xxx.com may not covey the ideal professional
image. By the way, these are both address names which appeared on resumes, the mail
service provider has been alter to protect the innocent?); Consider a second email address used expressly for business
correspondence - but if you do, make sure that you check it
regularly. |
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Subject lines
are critical if you want someone to read your message. Subject
lines are often used to screen which mail to delete without opening
because of suspicion of viruses If you are told to use a specific
subject line, use it exactly as directed. Some people will use
the subject line to sort messages and yours may get lost. |
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Many mailers allow for signatures which will be appended
automatically to your messages If you use one, make sure it contains your name and the correct contact
information. Make sure it is professional - e.g. avoid cute, offensive, political and "local"
random strings added to you signature If you do not use one, make sure to "sign" your name at the end of the
message; 1234@xxx.com may not be
sufficient to let the reader know the sender. |
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