Professional Email Etiquette for Writers

As a writer and editor, I frequently receive e-mail queries, submissions, and requests for information that go something like this:

"Please send me more info about the freelance position.

Thanks, Sherri.

P.S. My resume is attached.

What have I learned about Sherri? First, she did not bother with a salutation, such as "Dear Ms. Barton," or even "To Whom it Concerns". Second, she did not indicate the topic of the freelance position (I often juggle multiple projects). Third, she did not tell me where she learned about the position (from a friend? Monster.com? her guidance counselor?). Fourth, she did not introduce herself, and finally, she did not explain why I should even send the information to her--or, rather, the "info" she requested.

I wish Sherri were the exception, but she is not. On a recent project, I received over 150 e-mail requests for further information about a freelance assignment. Approximately 75 included blatant spelling errors or lacked simple business courtesies. That 50% of applicants immediately boosted the chances for the other 50%.

When corresponding with friends via e-mail or chatting in online chatrooms, using BTW for "by the way" is fine, and spelling errors are a natural aspect of rushing to convey a point. However, when applying for a professional WRITING position, these mistakes are the first (and sometimes only) impression that you leave with a professional editor and fellow writer.

All freelancers live by the ebb and flow of projects. New writers are jolted by the thrill of first acceptances, while seasoned freelancers work their way up the informal ladder, using benchmarks of their own (more money, larger markets, greater subject freedom, etc.) to feel a sense of achievement. Nothing--I repeat nothing--can crush a new or seasoned freelancer more quickly than a poor e-mail image.

With this in mind, remember the following:

1. Proofread. Your seventh grade English teacher repeated it as her mantra, and so should you. How many errors can be caught by simply reading through the e-mail before clicking "send"? Probably most of them. Even when you are in a rush, those few minutes can mean the difference between rejection or getting that $30 an hour editing position, or the $40 book review article, or even the $60,000 per year finance writer position. In stark financial terms, it's worth it. In terms of your image and reputation as a professional writer, those minutes are priceless.

2. Use proper business etiquette. You do not need to date e-mails, as they are time-stamped. You do you need to type out the recipient's address.

At the same time, all e-mails should include:

a. A salutation.

b. An introduction: "My name is Lea Barton, and I would like to apply for the Staff Writer position available with DreamJob.com. I learned of this position at www.dreamjobsforwriters.com, in the May 21, 2000 issue."

c. A brief explanation of your skills, experience, and value as a writer for this particular project. If your articles have to hook readers in the introductory paragraphs, shouldn't your e-mail cover letter do the same?

d. A closing, explaining any following attachments, links to online work, etc.

e. Your name, snail mail address, phone number, and e-mail.

3. Get rid of inappropriate signatures, if possible. If you use a free e-mail service, like Juno or HotMail, you cannot avoid the signature tag at the bottom of your e-mails. However, if your personal e-mail signature has an off-color quote, or divulges some personal attribute that a prospective employer might not like, consider removing the signature tag for this particular e-mail. "Metallica Sucks!" is your opinion, and

an editor does not need to know this (unless you are writing music reviews).

4. Have a profesional-sounding email address. IM2Q4U@aol.com doesn't inspire confidence in the corporate world. Get an email address with your initials, for first and last name. A Yahoo or Gmail account will do.

If you follow these simple steps, you will place yourself in the top 50% of applicants and be halfway there! Once you're in the "e-door", the quality of your writing will dictate the rest of your journey. Professional writers recognize that all of their writing matters (o.k., grocery lists don't count...) and conduct themselves accordingly. The thrill of landing that outstanding contract will outweigh any impatience over time spent preparing and proofreading.