[For students] Etiquette and how to write job-hunting emails so you don't have to worry about job-hunting

Hello, this is Sakashita from the management department.

This time, for students who are job hunting.

We will break down the key points on how to write emails when communicating with companies!

"I don't know how to write it."

“Aren’t you giving a rude reply to the person in charge?”

During job hunting, there are many situations in which you will need to communicate with companies via email.

If you are worried about this, please pay attention to these points and I think you will make a better impression during the selection process!

Basic etiquette for job hunting emails

Create a university email address or a job email address

It is best to avoid using an email address that you normally use for private purposes.

Get a university email address or a free email address.

You can freely set the part before the @, but it is best to avoid the following.

When creating an address, it is safe to use a simple string of characters such as a name.

Also, if you use a private email address that you already have,

If you set a name (nickname on the internet) and icon, the recipient of the email can also check it.

There is a possibility that such small details can be seen, so if you use it, change it to job hunting.

Check your emails frequently and reply as soon as possible

No one has a negative impression of a quick reply.。

If the other party is waiting for a reply from you, remember to respond immediately after checking the email.

From the perspective of those in charge of recruitment,

When I received a reply within an hour, I said, ``You replied so quickly, you're different from other students!''

If you get a reply during business hours, you'll get a different impression, saying, ``Wow, that's a girl who replies quickly!''

It is a good idea to reply to messages within 24 hours and avoid leaving them unattended.

If you are unable to reply immediately due to schedule adjustments, etc.,

Try to give an "urgent reply" such as "Thank you for contacting us. We will reply by ● date."

Be careful of misspellings

This is common etiquette, but be careful not to make any typos.

Focus on the parts related to the schedule such as company name, department name/name, date and time, etc.

Please review the entire text and check it thoroughly before sending!

Points for writing emails

1. The basic structure is "address, greeting, content, closing, signature"

The basic structure of the email body is ``addressee, greeting, content, closing, and signature.''

Business emails have the same structure, so first create your email by following this structure.

2. Keep email subject lines simple

Many people in companies receive over 100 emails a day, so

Determine the priority of opening an email by looking at the subject line.

In other words, if you send it with "no subject",

There's a good chance your email won't be seen.

The key is to make the subject line mandatory and the content concise.

Also, when replying to an email from a company, there is no problem if you reply with "Re" in the subject line.

This makes it easier for the recipient to understand at a glance which message you are replying to.

If the conversation continues and the number of "Re"s increases enough to cover the subject line, it is okay to leave one or two and delete them.

3. Write the address correctly

At the beginning of the email, please write the recipient's company name → department/division → name.

When reading an email, the most important thing to know is, "Who is this email addressed to?"

In business, CC and BCC are often used.

Therefore, working adults judge at the beginning of an email, ``Who is the email addressed to, and whether I need to read this email carefully?''

In addition, if you do not know the individual name of the person in charge of recruitment, such as the human resources department or recruitment staff,

It would be best to write Recruiting person in charge of 〇〇〇 Co., Ltd. (Human Resources Department)

4. Keep your introduction short.

After writing the address, introduce yourself. Be sure to say who you are.

5. Make the main text clear and clear

Efficiency is paramount when it comes to business email.

The text of your email needs to be easy to understand, so try to keep it as simple as possible!

It is also important to use honorific language correctly.

Before composing an email, learn how to use honorific language correctly! !

6. Use correct line breaks and punctuation to make your writing easier to read

If the sentences are too long, they are difficult to read, and you may lose track of what is being said.

If that happens, you'll lose interest in reading.

So, let's create a new line for each content and create a blank space.

In this way, using line breaks for each content break makes the text much easier to understand.

7. Always add your signature at the end

Write your name, school name, address, telephone number, mobile number, and email address at the end of the sentence.
Adding a signature will give a good impression to the company you are communicating with that you are doing things properly!

Summary: Job hunting emails are the first step in business.

I have mentioned various points to keep in mind when sending job hunting emails, but the most important thing to be considerate of the other person .

Send a thoughtful email that will help the person receiving the email move on

It is also important to put yourself in the shoes of a working person who is the recipient of the email, and make sure that you are writing the email in a mannered manner!

 

Recruiters check every detail of the job hunters' behavior.

Be careful not to send an inconsiderate email and end up being rejected even if you have made it to the interview.

Even if it wasn't what you intended, you can't get away with not knowing how to send a job hunting email correctly...

 

Also, once you finish your job hunting and enter the workforce, these points will be required in your business emails.

It will be useful in the future, so please learn the basics of how to write emails now.

Make sure to exchange emails with good manners! !