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How to Apply For a Job Via Email

Nowadays it's more and more common to send out your application electronically rather than applying using traditional pen and paper letters. This not only saves costs and time, but is also more convenient for you and your prospect employee.

Sadly, there still seems to be a gap of etiquette when it comes to using the web for applications. Thus it is a good idea to mention a few best practices on this subject. The aim of course is to get invited to the job interview.

1. Quality writing is just as important as in a paper application. Use appropriate language, avoid anything you would not write in an ordinary application and make sure your grammar and spelling is correct. Forget smiley faces and any embedded graphics. Keep it strictly business. Don't use a sender address like "hornybunny69@yahoo.com" or "25893563axf@aol.com". You don't want to end up in HR's spam folder.

2. An e-mail should include the usual information: A convincing (albeit short) cover letter, your resume/curriculum vitae and any certificates. Brevity is appreciated. They don't actually have to flip through 20 physical pages, but reading takes time. So think about what you can leave out. Remember: Perfection is not when there is nothing more to add, it is when there is nothing more to take away.

3. File format. PDF-files have become the standard for documents online. They cannot be changed afterwards, thus sending your application in PDF form is a good idea. It's convenient and can be read on most computers. If you don't know how to create PDFs, ask someone to help you. Copy-shops are a good place to start. Keep an eye on file-size. Your files should not exceed 3 Megabytes. If you are using just one PDF that contains everything, it will probably also include certification that you have scanned in using a flatbed scanner. Verify the surface is clear, as dust, hair etc. will look repulsive in your application. When including pictures, make them part of the PDF and don't attach Jpegs separately.

4. Use a purposeful subject line in your application. This ensures your mail reaches the right person.

5. Research your addressee. If you fall into the habit of sending mass applications to dozens of companies you are actually reducing your chances of ever finding a job greatly. It's better to apply to less companies and to take the time to research them individually and write a distinct cover letter to each one.

6. Finally, a little technicality: When you create documents on your computer, be it Word documents or PDFs, your programs will insert metadata about you into those documents (such as name and company name). In Word also whole histories of document changes can get saved and restored later. So make sure you check your documents before you send them. See "Document Properties" and similar items in your application to verify there's nothing that can put you at a disadvantage. Most people will not check those, but you never know..

Over time paper applications will disappear entirely, but keep the above points in mind and remember that digital applications are subject to the same quality standards as their snail-mail counterparts.

But don't go overboard. From entry level jobs to high yield management positions: When you get invited to the job interview, it's not your writing skills that matter. But the trick, of course, is to get there in the first place.

About the Author

Eric Foerster

Professional Career Consult
Eric's Career Advice Blog

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