How to Write Emails That Will Land You a Job

Now that most introductions happen over email, it’s safe to say that email communication has become as important as or even more important than writing cover letters. With this in mind, here are my top five tips for communicating effectively over email:

Be incredibly responsive.

When someone introduces you to a new contact, it’s imperative that you follow up immediately. If you had a phone conversation or an in-person interview, send a thank-you email as soon as you get off the line or leave the building. Don’t worry about coming across as desperate or creepy; this isn’t a date. Whether the executive takes a few days to respond, or doesn’t respond at all, he or she will be impressed if you respond immediately.

Pay attention to the subject line.

The task of your email’s subject line is to trigger an impulse that causes the recipient to open the email. Your subject line should be enticing and express who you are and what you are writing about. Sometimes it is appropriate to include your name, and other times your school or connection or who referred you is the better way to go. Here are some examples:

Begin by explaining the occasion for your message.

The first line of your email will vary, but no matter the situation, your opening line should explain why you’re contacting the recipient. Here are some well-executed examples for a range of scenarios:

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Keep it short and easy-on-the-eyes.

Most people don’t have the time or attention span to read an email that’s longer than 10 lines. Assume that the recipient will be reading it on their smartphone (while multi-tasking). Make it snappy. Establish who you are and what you want in the first two sentences. Write your email in at least 11 or 12 point font so that the reader doesn’t have to put on his or her reading glasses.

Don’t lose your cool.

Chances are, you will be reaching out to people who are very busy. Unread emails don’t bring them joy; they make them anxious, and your email will be adding to the count. So if you haven’t heard back from someone, or if they’ve sent you a less-than-warm response, it doesn’t mean that they dislike you or don’t think you’re good enough. It doesn’t even mean the conversation is over.

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More often than not, the recipient is just hesitant to add an unexpected task to the pile. Don’t be afraid to continue reaching out. Find the right frequency—perhaps once every two weeks—until your contact replies with a next step or tells you they aren’t interested. Even then, don’t necessarily cross the person or company off your target list. Just thank them for their time and consider them inactive for the time being.

You might try them again in a few months, or they might become an important contact for you years later in your career. An email can be forwarded in an instant, so don’t jeopardize your relationships and your network by writing something in the heat of the moment that will come back to haunt you.

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Remember, every interaction by email is an opportunity to move your job search process forward by one small but concrete step.

Citrin runs the CEO Practice at Spencer Stuart, one of the world’s leading executive search and leadership consulting firms. He is the best-selling author of six books. This article was adapted from his latest, The Career Playbook: Essential Advice for Today’s Aspiring Young Professional, which was published this week.