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Email Etiquette

If you work in an office, you probably write emails every day to colleagues, to your boss,

to clients. Even if youre still at college, youll need to email your lecturers once in a while

(maybe to plead for an essay extension, or to ask for help) and many employers now

expect resumes and cover letters to be sent by email.

So, being able to write a professional, business-like email is a crucial skill. Daily Writing Tipshas already covered theemail subject line,but the body of your message also matters.

1. Start with a salutation

Your email should open by addressing the person youre writing to. Sure, you can get away

with leaving out the salutation when youre dashing off an email to your friend, but

business-like messages should begin with:

Dear Mr Jones,or Dear Professor Smith,(for someone you dont know well, especially iftheyre a superior)

Dear Joe,or Dear Mandy,(if you have a working relationship with the person)Its fine to use Hi Joe, Hello Joe or just the name followed by a comma (Joe,) if you

know the person well writing Dear Joe to one of your team-mates will look odd!

2. Write in short paragraphs

Get straight to the point dont waste time waffling. Split your email into two to four short

paragraphs, each one dealing with a single idea. Consider using bullet-points for extra

clarity, perhaps if you are:

Listing several questions for the recipient to answer Suggesting a number of alternative options Explaining the steps that youll be carrying outPut a double line break, rather than an indent (tab), between paragraphs.

3. Stick to one topic

If you need to write to someone about several different issues (for example, if youre giving

your boss an update on Project X, asking him for a review meeting to discuss a payrise, and

telling him that youve got a doctors appointment on Friday), then dont put them all in the

same email. Its hard for people to keep track of different email threads and

conversations if topics are jumbled up.

4. Use capitals appropriately

Emails should follow the same rules of punctuation as other writing. Capitals are often

misused. In particular, you should:

Never write a whole sentence (or worse, a whole email) in capitals Always capitalise I and the first letter of proper nouns (names) Capitalise acronymns (USA, BBC, RSPCA) Always start sentences with a capital letter.This makes your email easier to read: try retyping one of the emails youve received in ALL

CAPS or all lower case, and see how much harder it is to follow!

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5. Sign off the email

For short internal company emails, you can get away with just putting a double space after

your last paragraph then typing your name. If youre writing a more formal email, though,

its essential to close it appropriately.

Use Yours sincerely, (when you know the name of your addressee) andYoursfaithfully,(when youve addressed it to Dear Sir/Madam) for very formal emails such as

job applications. Use Best regards,or Kind regards,in most other situations. Even when writing to people you know well, its polite to sign off with something such as

All the best, Take care, or Have a nice day, before typing your name.

6. Use a sensible email signature

Hopefully this is common sense but dont cram your email signature with quotes from

your favourite TV show, motivational speaker or witty friend. Do include your name, email

address, telephone number and postal address (where appropriate) obviously, your

company may have some guidelines on these.

It makes it easy for your correspondents to find your contact details: they dont need to

root through for the first message you sent them, but can just look in the footer of any of

your emails.

Putting it all together

Compare the following two job applications. The content of the emails are identical but

who would you give the job to?

ive attached my resume i would be grateful if you could read it and get back to me at your

earliest convenience. i have all the experience you are looking for ive worked in a

customer-facing environment for three years, i am competent with ms office and i enjoy

working as part of a team. thanks for your time

Or

Dear Sir/Madam,Ive attached my resume. I would be grateful if you could read it and get back to me at your

earliest convenience. I have all the experience you are looking for:

Ive worked in a customer-facing environment for three years I am competent with MS office I enjoy working as part of a teamThanks for your time.

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Writing a Reference Letter (With Examples)

At some point in life, youre almost certainly going to have to write a reference letter for

someone. It might be a former employee or student, or even a family friend. Heres what

you need to know about the purpose of reference letters and how to write the most effective

letter possible.

Note: I will be using candidate to refer to the person who the reference letter is about,you to refer to the person writing the reference letter, and recipient to refer to the

person receiving the letter. Ill emphasise here, though, that reference letters are not only

for job or academic candidates, its just a handy term to use to keep this article

straightforward!

What is a reference letter and when are they used?A reference letter is usually written to testify to a person or (occasionally) a

companys skills, character and/or achievements. Sometimes a reference letter is

known as a recommendation letter. It is a formal document, and should betyped and

written in a serious and business-like style.

Reference letters are used in a wide variety of situations; there is no definitive list that

covers all possible scenarios. The most common examples are:

When a candidate applies for a job, they may need a reference to support theirapplication.

If an interviewee is given a job offer, they may need to supply a reference letter beforethe contract can be signed.

A student applying for an academic course often requires a reference letter to supporttheir application.

A student applying for funding will often need to supply reference letters. Companies may use reference letters as testimonies to their trustworthiness and ability

to carry out a job well. Prospective tenants may need to provide their landlord with a reference letter, testifying

to their good financial status. (This could be from a prior landlord or from a current

employer.)

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Who should write a reference letter?If you are approached and asked to write a reference letter for a job candidate, a

student or a company, consider whether you can legitimately do so.A reference

letter is a formal document, and it is crucial that you do not lie or fudge the truth in it, or

there could be legal repercussions. If someone wants a reference letter from you:

The candidate should be someone you know reasonably well. For example, you cannotprovide any authoritative comment on the academic ability of a student whos only been

attending your lectures for a week.

You should know the candidate in a capacity which gives you the ability to write ameaningful reference. For example, if you have worked with the person, it would be

appropriate for you to write a reference letter to a prospective employer for them.

You should be able to provide an honest and positive reference. If you truly feel that thecandidate has no good qualities for you to emphasis, or if you have had a personality

clash with them in the past, you should tell them to seek a reference letter from

someone else.

What goes into a reference letter?The exact structure of a reference letter will differ slightly depending on the type of

reference it is, but this is a good basic outline:

1. Start using thebusiness letter format:put the recipients name and address, if known,and address them as Dear [name]. If the recipient is currently unknown (this would

be likely on an academic application, for instance), then use Dear Sir/Madam or To

whom it may concern.

2. It is often helpful to introduce yourself in the first couple of lines of your letter. Therecipient will not need your life history: just give a brief sentence or two explaining

your position and your relationship to the candidate.

3. Your next paragraph should confirm any facts which you know the candidate will besupplying along with your letter. For example, if you are writing a reference for a job

applicant, some or all of these details may be appropriate:

The persons job title, and role within the company. The persons leaving salary when they were last employed by you (or your

organisation).

The dates which the person was employed from and until.

http://www.dailywritingtips.com/how-to-format-a-us-business-letter/http://www.dailywritingtips.com/how-to-format-a-us-business-letter/http://www.dailywritingtips.com/how-to-format-a-us-business-letter/http://www.dailywritingtips.com/how-to-format-a-us-business-letter/

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If you are writing a reference letter for an academic course, you will need to confirm

the persons academic grades.

4. In your third paragraph, you should provide your judgement upon the candidatesskills and qualities. It is often appropriate to state that you would gladly re-employ

them, or that their contributions to your college class were highly valued. Single out

any exceptional qualities that the candidate has perhaps their drive and enthusiasm,

their attention to detail, or their ability to lead.5. Where possible, use your fourth paragraph to give a couple of concrete examples of

times when the candidate excelled. (You may want to ask the candidate to tell you

about any extra-curricular projects theyve been involved in, or invite them to

highlight anything theyd particularly like you to include in the reference letter.)

6. Close your letter on a positive note, and if you are willing to receive furthercorrespondence about the candidates application, make this clear. Include your

contact details too.

7. As with any business letter, you should end appropriately; Yours sincerely when youare writing to a named recipient, and Yours faithfully when you do not know who will

be receiving the letter.

Things to avoid

Make sure that you avoid:

Mentioning any weaknesses the candidate has. Saying anything that could be construed as libel. Writing in an informal manner: keep the letter business-like. Jokes, slang and casual

language are not appropriate and may harm the candidates chances.

Including personal information not relevant to the application. Mentioning the candidatesrace, political stance, religion, nationality, marital status, age or health is usually

inappropriate.

Spelling mistakes, sloppy writing or typos: this letter is hugely important to thecandidate, and you should take care to make it look professional.

Reference Letter ExamplesThere are a number of good templates for reference lettersavailable on Business Balls.Ive

included one below, which would be appropriate for a general-purpose reference if you

were writing a reference in your capacity as the candidates former employer, you would

need to include more specific details:

Date

To whom it may concern

I confirm that I have known (name) for (number) years.(State relationship social, business, working together in some other capacity, club,

activity, project, etc.)

At all times I have found (name/him/her) to be (state characteristics eg, dependable,

reliable, hard-working, conscientious, honest, peace-loving, courteous, etc to be as helpful

as possible think about what the reader will most prefer to see, in terms of satisfying

concerns, or seeing evidence of relevant required skills or characteristics).

Im happy to provide further information if required. (optional)

http://www.businessballs.com/referencesletterssamples.htmhttp://www.businessballs.com/referencesletterssamples.htmhttp://www.businessballs.com/referencesletterssamples.htmhttp://www.businessballs.com/referencesletterssamples.htm

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Yours faithfully, etc.

You can find examples of full reference letters onAbout.coms job searching section.They

list letters appropriate for a variety of different situations: heres one from a previous

employer in support of a job candidate:

To Whom it May Concern:

I highly recommend Jane Doe as a candidate for employment. Jane was employed by

Company Name as an Administrative Assistant from 2002 2005. Jane was responsible foroffice support including word processing, scheduling appointments and creating brochures,

newsletters, and other office literature.

Jane has excellent communication skills. In addition, she is extremely organized, reliable

and computer literate. Jane can work independently and is able to follow through to ensure

that the job gets done. She is flexible and willing to work on any project that is assigned to

her. Jane was quick to volunteer to assist in other areas of company operations, as well.

Jane would be a tremendous asset for your company and has my highest recommendation.

If you have any further questions with regard to her background or qualifications, please do

not hesitate to call me.

Sincerely,

John Smith

Title

Company

Address

Phone

Email

If you are still unsure what best to include in the reference letter, imagine yourself in the

position of the candidates prospective employer, or of the panel reading his/her academic

application. What information would they need to know? What qualities would they like their

candidates to have? Obviously, you should never lie or mislead in a reference letter, but you

should try to focus on areas which will give the recipient the most useful information

possible about the candidate.

http://jobsearch.about.com/od/referencesrecommendations/a/sampleref.htmhttp://jobsearch.about.com/od/referencesrecommendations/a/sampleref.htmhttp://jobsearch.about.com/od/referencesrecommendations/a/sampleref.htmhttp://jobsearch.about.com/od/referencesrecommendations/a/sampleref.htm

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You should be able to provide an honest and positive reference. If you truly feel that thecandidate has no good qualities for you to emphasis, or if you have had a personality

clash with them in the past, you should tell them to seek a reference letter from

someone else.

What goes into a reference letter?The exact structure of a reference letter will differ slightly depending on the type of

reference it is, but this is a good basic outline:

1. Start using thebusiness letter format:put the recipients name and address, if known,and address them as Dear [name]. If the recipient iscurrently unknown (this would

be likely on an academic application, for instance), then use Dear Sir/Madam or To

whom it may concern.

2. It is often helpful to introduce yourself in the first couple of lines of your letter. Therecipient will not need your life history: just give a brief sentence or two explaining

your position and your relationship to the candidate.

3. Your next paragraph should confirm any facts which you know the candidate will besupplying along with your letter. For example, if you are writing a reference for a job

applicant, some or all of these details may be appropriate:

The persons job title, and role within the company. The persons leaving salary when they were last employed by you (or your

organisation).

The dates which the person was employed from and until.If you are writing a reference letter for an academic course, you will need to confirm

the persons academic grades.

4. In your third paragraph, you should provide your judgement upon the candidatesskills and qualities. It is often appropriate to state that you would gladly re-employ

them, or that their contributions to your college class were highly valued. Single out

any exceptional qualities that the candidate has perhaps their drive and enthusiasm,their attention to detail, or their ability to lead.

5. Where possible, use your fourth paragraph to give a couple of concrete examples oftimes when the candidate excelled. (You may want to ask the candidate to tell you

about any extra-curricular projects theyve been involved in,or invite them to

highlight anything theyd particularly like you to include in the reference letter.)

6. Close your letter on a positive note, and if you are willing to receive furthercorrespondence about the candidates application, make this clear. Include your

contact details too.

7. As with any business letter, you should end appropriately; Yours sincerely when youare writing to a named recipient, and Yours faithfully when you do not know who willbe receiving the letter.

Things to avoid

Make sure that you avoid:

Mentioning any weaknesses the candidate has. Saying anything that could be construed as libel. Writing in an informal manner: keep the letter business-like. Jokes, slang and casual

language are not appropriate and may harm the candidates chances.

http://www.dailywritingtips.com/how-to-format-a-us-business-letter/http://www.dailywritingtips.com/how-to-format-a-us-business-letter/http://www.dailywritingtips.com/how-to-format-a-us-business-letter/http://www.dailywritingtips.com/how-to-format-a-us-business-letter/

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Including personal information not relevant to the application. Mentioning the candidatesrace, political stance, religion, nationality, marital status, age or health is usually

inappropriate.

Spelling mistakes, sloppy writing or typos: this letter is hugely important to thecandidate, and you should take care to make it look professional.

Reference Letter ExamplesThere are a number of good templates for reference lettersavailable on Business Balls.Ive

included one below, which would be appropriate for a general-purpose reference if you

were writing a reference in your capacity as the candidates former employer, you would

need to include more specific details:

Date

To whom it may concern

I confirm that I have known (name) for (number) years.

(State relationship social, business, working together in some other capacity, club,

activity, project, etc.)

At all times I have found (name/him/her) to be (state characteristics eg, dependable,

reliable, hard-working, conscientious, honest, peace-loving, courteous, etc to be as helpful

as possible think about what the reader will most prefer to see, in terms of satisfying

concerns, or seeing evidence of relevant required skills or characteristics).

Im happy to provide further information if required. (optional)

Yours faithfully, etc.

You can find examples of full reference letters onAbout.coms job searching section.They

list letters appropriate for a variety of different situations: heres one from a previous

employer in support of a job candidate:

To Whom it May Concern:

I highly recommend Jane Doe as a candidate for employment. Jane was employed by

Company Name as an Administrative Assistant from 2002 2005. Jane was responsible foroffice support including word processing, scheduling appointments and creating brochures,

newsletters, and other office literature.

Jane has excellent communication skills. In addition, she is extremely organized, reliable

and computer literate. Jane can work independently and is able to follow through to ensure

that the job gets done. She is flexible and willing to work on any project that is assigned to

her. Jane was quick to volunteer to assist in other areas of company operations, as well.

Jane would be a tremendous asset for your company and has my highest recommendation.

If you have any further questions with regard to her background or qualifications, please do

not hesitate to call me.

Sincerely,John Smith

Title

Company

Address

Phone

Email

http://www.businessballs.com/referencesletterssamples.htmhttp://www.businessballs.com/referencesletterssamples.htmhttp://www.businessballs.com/referencesletterssamples.htmhttp://jobsearch.about.com/od/referencesrecommendations/a/sampleref.htmhttp://jobsearch.about.com/od/referencesrecommendations/a/sampleref.htmhttp://jobsearch.about.com/od/referencesrecommendations/a/sampleref.htmhttp://jobsearch.about.com/od/referencesrecommendations/a/sampleref.htmhttp://jobsearch.about.com/od/referencesrecommendations/a/sampleref.htmhttp://www.businessballs.com/referencesletterssamples.htm

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If you are still unsure what best to include in the reference letter, imagine yourself in the

position of the candidates prospective employer, or of the panel reading his/her academic

application. What information would they need to know? What qualities would they like their

candidates to have? Obviously, you should never lie or mislead in a reference letter, but you

should try to focus on areas which will give the recipient the most useful information

possible about the candidate.