Managing your emails
As you are transitioning into the professional world, you will need to come up with a system through which you can ensure that all emails sent to you are read and dealt with. Failing to respond to an email because it got “lost” in your spam folder is not an acceptable excuse. Spam filters require managing. If you offer an email address in a professional context, it ought to be 100% managed so you must ensure that you check the junk folder on a regular basis (such as once a week). Please ensure that the email address you use on your resume and on the ACN portal is effectively managed so that you appear professional and do not miss out on critical opportunities.
- Your Name
- Your Home Country
- Your University, Major and graduation month and year
- Your Contact information: email, phone.
- Time zone relative to GMT
- No quotes
- First of all, ensure that you have an appropriate email signature. This should include the following:
- When communicating with your internship organisation, it is good practice to carbon copy (cc) your ACN associate so that they remain up to date on all the arrangments.
- When replying to an email thread, remember to “reply all” so that everyone copied on the original mail receives your response. It is good practice to use the same email thread, once a thread has started, rather than sending a new email each time. Using the same email thread helps keep the information relating to your internship in one place and avoids confusion.
- It is important to include a subject line – do not leave it blank.
- Keep it short – no more than 10 words – do not put your entire email in the subject line.
- Subject lines should not include capital letters or excessive punctuation.
- Try to capture the main point of the email succinctly.
- Avoid using high priority markers or the word ‘urgent’ unless it is absolutely necessary.
Language and tone
- Avoid using colloquial language or slang in your emails.For example, avoid using terms like “hey,” “you guys,” “cheers,” and “kinda.”
- Avoid using accronyms unless they are widely known. Remember that ALA accronyms such as SRB, CSP, SEP and BUILD are meaningless to those outside the community.
- Use formal, complete sentances with no contractions (eg it is, not it’s).
- Avoid using emoticons.
- Avoid writing in ALL CAPS.
- Make sure all attachments are clearly labled and that you have attached the correct version of each file.
- When possible, compress large files to minimise downloading time.
- Before sending your email, always double check that you have attached everything you said you attached.
- Your emails should always end with a formal greeting such as ‘best wishes’ or ‘kind regards’ – this can be shortened or even ommitted once you receive a more casual tone from the person you are emailing.
- It is good practice to have an email signature including your full name, title and contact information, preferably including a time zone. You can model this after the signatures your ACN co-ordinators use.
- Read your email carefully for spelling and grammar mistakes that may not have been picked up by spell check.
- Check that you have correctly spelled the names of all the people mentioned in your message.