Tips & Tricks: Composing Professional Emails

in the perspective of a recent grad and early career recruiter

Michelle Fox

Avoid: Providing too much information. Most professionals have inboxes that are exponentially growing and do not have the time to read lengthy emails or sift through extraneous information.

Example: In response to a request for phone interview availability: “My availability is as follows: Mondays I have class from 3-5 so any other time those days, Wednesdays I have AM practice so any time after 10:00AM, and Fridays from 8:00AM EST to 1:00PM EST.” 

Do: Keep it short. 

Example: In response to a request for phone interview availability: “My availability for a phone interview is Mondays, Wednesdays, and Fridays from 8:00AM EST to 1:00PM EST.”

Avoid: Replying like a text message. 

Example: In response to an interview confirmation: “Will be there Thx   Sent from my iPhone” 

Do: Maintain a formal and professional tone.

Example: In response to an interview confirmation: “I would like to confirm the interview on December 12 at 2:00PM EST. Thank you for setting this up! I look forward to meeting with the team.”

Avoid: Setting unnecessary and unrealistic timelines for yourself. 

Example: In response to a request for your transcript by the end of the week: “I will get it to you by tonight!” Things come up all the time, and there is no need to turn a few day long deliverable into a few hour deliverable. If you set this expectation for yourself and miss it, then it puts you in a position to apologize when you haven’t missed the original deadline.

Do: Meet timelines provided to you and manage expectations. 

Example: In response to a request for your transcript by the end of the week: If you are able to meet the deadline simply respond once you have obtained your transcripts. “Please see my transcripts attached. Please let me know if you have any questions or need any additional information from me.” If you are unable to meet the deadline for any reason, make sure you appropriately manage expectations and provide a new date when you will be able to complete the request. “With regard to the request for my transcript, I am traveling the rest of this week and weekend with no access to a computer. I will be able to get you the transcript by Monday, January 28.” 

Avoid: Taking a negative tone or apologizing unnecessarily.

Example: After responding to an email from less than 24 hours ago: “Sorry it took me so long to respond.” You are apologizing for something that is still within standard business operations, so there's no need to! 

Do: Stay positive.

Example: If it takes you longer than a normal 24 hours or someone followed up with you, try something a bit more positive. “Thank you for following up with me. . .” 

Avoid: Being disorganized. 

Example: In response to a request for phone interview availability: “My availability is as follows: Wednesdays I have class in the morning so any time after 10:00AM, Mondays I have class so that won’t work, Fridays from 11:00AM EST to 4:00PM EST, and Thursdays before 4:00PM.” 

Do: Stay organized. 

Example: In response to a request for phone interview availability:

“My availability is as follows:

·     Monday, January 14: 10:00AM EST – 2:00PM EST

·     Tuesday, January 15: 2:00PM EST – 5:00PM EST

·     Friday, January 18: 10:00AM EST – 5:00PM EST” 

Avoid: Responding quickly without proofreading your response. 

Example: In response to a request for phone interview availability: “I am running into class, I will check and let you know later this afteroon.” 

Do: Wait to respond when you can take a few minutes to formulate a better response and reread it. 

Example: In response to a request for phone interview availability: Respond after you get out of class and have had a chance to check your availability “My availability for a phone interview on 1/15 is 8:00AM EST – 11:00AM EST. I am looking forward to speaking with you soon.” 

Good luck with your job search!