To "e" or Not to "e"

What did we do before email? Before we could send off notes at lightning speed, save money on postage, and check overdue correspondence off our "to-do" list? Although email is a commonly accepted and convenient method of communication, it's not always appropriate. Here are some helpful hints for saying it right.

Resume

Sometimes you don't have the choice of how to submit a resume. Internet job search engines typically require electronically submitted resumes, while responses to other job openings may only be sent via fax or mail. If you've got the option, send your resume electronically to ensure your immediate consideration, and follow up with a cover letter and hardcopy of your resume. A formatted hard copy will look the way you'd intended, and the extra copy might allow additional sets of eyes to review your qualifications.

Thank-you note for interview

Whichever option you choose, be prompt; get your communication out within 24 hours of the interview. If a hiring decision is imminent, use email. Keep your note brief and reiterate your interest in the job and your qualifications that make you the perfect candidate.

Thank-you note for gift

As long as you've got the time, nothing beats the personal touch of a handwritten note as a special thanks for a thoughtful gift.

Invitation

Although the "evite" is a popular way to send informal, personal invitations or business invitations that require fast response times, invites to more formal affairs should be mailed.

Holiday/greeting card

"e" if time is an issue. Otherwise, personalized greetings are best.

Know your audience — take the time to differentiate between business and social communications. The email you whip off to a friend will have a significantly different tone than the one you send to a prospective client or your boss. Humor is subjective — only use it if you know it will be well received. When in doubt, err on the side of professionalism.

Be prompt — your sentiment may be genuine, but it should also be timely. If you wait too long to send a note of gratitude, the recipient might actually forget what you're thanking them for. And in a job search, the immediacy of your correspondence could mean the difference between getting the job and getting passed over.

Spelling counts — if you're sending electronic communications, you've probably got the ability to do spell-check. Use it. Nothing dilutes your point and your professionalism like careless spelling and grammatical mistakes. If you are handwriting a note, card or invitation, use a dictionary.

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