Email and Phone Etiquette for Job Seekers
How to Remain Professional in Digital Spaces
Remaining professional and clear when communicating with employers is important for making a good first impression and securing interviews during your job search.
Email Communication
Email is an effective tool when searching for job opportunities, as it is the main source of communication for many companies. It is common to send your cover letter and resume by email as part of your application process.
When setting up your professional email account, remember that employers will see the email address, so try to make it something unique to you.
TIP: Use your name or a variation of it, like JSmith12@email.ca
This way it is easier to find your email address when employers reach out to you.
When writing an email, try to clearly describe the purpose in the subject line. This can be very brief and gives the employer a heads up about what the email is about before they open it.
TIP: Think of the subject like a short title for your email. An example could be Cashier Job Application – John Smith.
In the body of your email, keep it brief. Many recruiters receive many job applications each day and only have so many hours to read them all.Remain clear and concise, only providing the information necessary for the application. An example of this would include stating the position you are applying for, thanking the employer for their consideration, and a sign off that seems appropriate, like ‘Thank you,’ ‘Sincerely,’ or ‘Best’.
TIP: Always proofread for spelling or grammar errors. You can also ask a friend or family member to edit it.
Phone Communication
Most people today use their phone as their main source of communication and many companies have switched over to it as well. It is common to hear back from employers about your application status over the phone or even to complete your interview.
When setting up your phone for job searching, create a voicemail that sounds professional, basic, and courteous. You don’t want anything overly complicated as this can make a less professional impression.
TIP: Keep your voicemail short and to the point.State your name and that you will return the call as soon as possible.
Try to only answer calls from recruiters if it is a suitable time for you, ideally in a space where it is quiet, and you have the time to talk. If you can take the call, have enough battery life and a good signal to make it through the full call.
TIP: It is better to let the call go to voicemail than having background noise or interruptions during it.
Keep a notepad and pen by you when answering and jot down any information that might be important or next steps. Your notes app can also work but try to use speakerphone so you can listen and write notes at the same time.
Digital Communication
Sometimes when expanding your network, you will connect to people through digital chat spaces such as LinkedIn messages. Some employers also use digital chat to communicate with employees and send out notices.
In these spaces, remember to stay professional. Here you are usually chatting with your coworkers or supervisor, not sharing memes with your friends. It’s also important to understand what your employer considers appropriate to share over chat, as expectations can vary depending on the workplace.
Make sure there is a clear purpose for your message, as chat should be used for relevant information such as urgent updates, reminders, or scheduling changes. Messages are meant to be quick and easy to read, but full spelling should be used and casual language like “lol” or abbreviations should be avoided. If you need to expand on a topic or discuss something confidential, ask to call or book a meeting instead.
TIP: Make sure to check the message is being sent to the right person and has no spelling errors before pressing send.
When sending messages, think of them like emails. They are meant to remain professional and quick to read.
Final Thoughts
Staying professional in emails, phone calls, and digital messages can make a big difference during your job search. These small habits help you make a strong impression and show employers that you are prepared and respectful. With some practice, professional communication will become second nature.