Dear Reader,
Do universities and colleges teach students how to execute a proper e-mail? I don’t know if they do this today, but I know they didn’t when I was there — though I wish they had.
For myself, learning how to execute a proper e-mail was more of a trait developed from thriving in the “business world.” When we’re young and low on the food chain, you attempt to write detailed professional e-mails, just like your third grade teacher taught you to write a letter to your mom via snail mail.
However, as we progress through time, our e-mails begin to slack. They don’t possess the same amount of courtesy as they once did. This could be due to a few possibilities. 1) Our connections over e-mail become much closer. 2) [We believe] our job titles put us in a position that we can fire off one-liners. 3) We’ve simply followed suit with the rest of the population.
The vast majority of the e-mails I receive are well developed. They have proper grammar, and typically engage me in some way. They typically address me and provide some type of closing, followed by a signature, at the end. As our e-mail chain grows, typically the courtesy greetings and closings, “Hi Tyler” “Best Regards” “Thank You,” head on out the window. In my opinion, this is fine. After a while, I know you are polite, and I know that you know my name. You don’t need to keep saying “Hi,” “Hello,” “Wassup,” etc.
I’ve noticed a developing trend in our younger professionals — typically those that are still looking for jobs out of college, or are still in college searching for internships.
My point in this blog is the latter — the “young professional/college student” searching for an internship. In my mildly professional opinion, colleges, universities and businesses need to instruct young people on how to send proper e-mails. You won’t have to micro manage e-mails over the years, but a nice little intro to writing a proper e-mail would be beneficial to society.
Recently I received an e-mail inquiring on an internship opportunity with Club Solutions Magazine. The “Subject” stated “Club Solutions Internship.” At this point I’m impressed. At least they understand why they are reaching out. However, the body quickly fell short. There wasn’t a greeting, a closing or a signature. The e-mail simply asked if we were still accepting resumes for the internship. We are, but I didn’t respond.
I typically respond to e-mails I receive. I don’t like it when I send an e-mail and I hear crickets, so I attempt to avoid ignoring e-mails myself. However, I believe that if someone needs information, or is inquiring about a position, they should follow these basic e-mail guidelines:
1) Write a subject in the line stated: Subject.
2) Begin with a Greeting. Greetings vary from “Hi,” Hello,” “Hey,” “Dear,” “Howdy,” etc.
3) In the body, make sure you edit your work. A proper e-mail shouldn’t contain fragments or horrendous grammar. I believe a fourth grade reading level is a good measuring stick.
4) Provide a closing. Closings are similar to Greetings. They may look like, “Best Regards,” “Thank You,” etc.
5) Most importantly, write your name (signature). If the person you are writing to doesn’t know who you are by the end of the e-mail, they most likely won’t respond. Trust me, in 2013 no one knows you by the clever e-mail BigPoppa_D_123@gmail.com.
Best Regards,
Tyler Montgomery
Tyler Montgomery is the editor of Club Solutions Magazine. Contact him at tyler@clubsolutionsmagazine.com.
