Whether you are employed or currently job seeking (or both), you will be sending lots of employment-related email messages. These range from email cover letters to thank you messages to congratulations notes to job offer acceptance and rejection messages.
When you are sending employment-related email messages, it's really important to get it right. If you don't, your message probably won't be opened, let alone read. Or, it might come across as unprofessional, and it could hurt your professional reputation.
Tips for Writing an Employment-Related Email
Review these tips for writing email messages for employment purposes:
Use a professional email address: First, make sure your email address is professional. Something along the lines of FirstnameLastname@email.com or Lastname@email.com is clear, simple, and professional.
Keep it professional: Getting it right means keeping it professional. Even though you may be used to sending casual communications when it's related to work, your correspondence needs to be as well-written, properly formatted, and professional as any other formal business communications.
Keep it short: It's also important to keep your email messages short. An email message is open on average for 11 seconds. That's not long. Keep your email messages as concise and as brief as possible, and focus on grabbing the reader's attention in that short amount of time. Your first paragraph needs to be compelling enough for the reader to continue. The second and third paragraphs (if you have them) need to make your point. Any paragraphs beyond that most likely won't get read.
Write a compelling subject line: The subject line of the message needs to entice the reader to open your message. Include as many keywords as possible, without making the subject line too long. For job application emails, for example, simply include your name and the job you are applying for. Keep in mind that when people open emails on their phones (which most people do), they see an abbreviated version of your subject line. So keep the subject as brief as possible.
End professionally: Don't stop after you've written your message. Take the time to end it professionally. End with a complimentary close and an email signature. At the very least, the email signature should contain your name, email address, and phone number. You might also include your job title and any more contact information you wish to share. You might add a personal website URL or the URL to your LinkedIn profile or Twitter account.
Edit, edit, edit: Professional emails should be clearly written and edited. Be sure to reread your message to proofread for any spelling or grammar errors before sending it.
What to Include in an Employment-Related Email Message
Your email messages should include:
- Subject line describing why you're writing
- Short message (2-3 paragraphs at most)
- Signature with your contact information
What Not to Include
When you are writing to apply for a job or for other employment-related matters, there are some things your message shouldn't include:
- Typos and grammatical errors
- Extraneous information
- Fancy fonts or formatting
- Colored fonts
- Images (unless you are attaching a related document with images)
- Quotations in your signature
- Slang or abbreviations
How to Use Email Examples and Templates
It is a good idea to review employment-related email examples and templates before writing your own. Examples can help you see what kind of content you should include in your letter. Templates can help you format your letter, and organize the information in your letter.
While examples, templates, and guidelines are a great starting point for your emails, you should always take the time to personalize your email message, so it reflects the reason you are writing.
Email Message Examples: A - Z
Review these email message examples, including email subject lines, signatures, email cover letters, networking letters, thank you letters, farewell messages, resignation letters, and other sample email messages, templates, and formatting advice, so you're sure to send the right message.
A - E
- Absent from Work Email Message
- Appreciation Email Message
- Asking for a Reference Email Message
- Business Thank You Message
- Candidate Rejection Email Message
- Congratulations Email Message
- Counter Offer Email Message
- Cover Letter Examples
F - N
- Farewell Message
- Formatted Email Message Examples
- Goodbye Letter
- Job Application Email Example
- Job Application Message Example
- Job Internal Promotion Cover Letter
- Job Transfer Request Letter
- Job Transfer Request Letter Example - Relocation
- Networking Message
- New Business Congratulations
- New Job Announcements
O - Z
- Promotion Congratulations
- Reference Letters
- Resignation Email Messages
- Resume Follow Up Message
- Return to Work After Maternity Leave
- Sick Day Email Message
- Temp to Perm Request
- Thank You Letters
Email Subject Line and Greeting Examples
Email Signature Examples
Email Message Templates
- Email Cover Letter Template
- Email Message Template
- Employment Letter Templates
- Microsoft Email Message Templates