The CoSIDA Job Seekers Committee has put together a "best practices" document about the proper protocol and etiquette when applying for a job using an email process. This is the busiest time of the year in our profession for career openings and movement, and this reference can be beneficial to job seekers and hiring managers.
Applying For The Job Via Email
A Collaboration by the CoSIDA Job Seekers Committee (Lawrence Fan, San Jose State Sports Information Director, Chair)
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Recently, a prospective Division I employer listed an open intern position with
www.cosida.com for 2011-12 and, later, inquired about the proper etiquette to apply for a job using an email process.
The employer received a wide range of application packets for a job announcement that specifically requested a letter of application, resume and references. A second request stated a maximum size for attachments. There was no definition what documents beyond the letter of application, resume and references could be attached.
The CoSIDA Job Seekers Committee tackled the question of applying for a job specifically using email and offers its opinion to employers and job seekers.
Some of these principles also can apply to online applications that are screened by a university’s human resources department; the 20th century method of applying by mail or overnight delivery; and/or the use of an executive search firm as
CoSIDA partner, Eclaro Sports.
• Employers - Be sure the job announcement is precise and specific particularly with the application materials requested, the ground rules, any deadlines and who is receiving the applicant’s email. Length and detail are not the issue. The job seeker must understand exactly what you want so you can conduct an efficient search.
o Job seekers must understand and follow the employer’s procedures.
o In this case of an email application, email yourself before submitting it to a prospective employer. Read, critique and edit it, if necessary.
Would you hire yourself based on the email’s presentation and contents? If you’re answer is “NO,” revise your application materials for a “YES!”
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Employers have their reasons for the way they want to fill a position. It is not for you to question. If a position asks for references, find a way to list your best references. Do not state in your resume, “References provided upon request.” That is the simple sign the job seeker is not following directions.
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Email exactly what the prospective employer wants. The committee is unanimous on this point.
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A cover letter or letter of application should be included as an attachment. The email message to the prospective employer should be succinct and direct and lead the employer to the attachments and what is contained in the required documents.
There is no consensus on whether you should or should not include links to your work samples in the body of your introductory email applying for the position. If you include a link, be sure it takes the employer to the correct destination.
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Again, follow the instructions listed in the job announcement. If work samples are requested in a pdf format, comply. You are demonstrating your ability to fit into the corporate culture. Once you get the job, you can exhibit your creative skills and enhance office productivity.
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If you want to follow through on receipt of your electronic materials, check the job announcement and determine if the employer is willing to take a short phone call. If the employer states, “No calls, please,” do not call. Follow the instructions listed in the job announcement.
There is no consensus on following through on an email application by mailing a hard copy of one’s cover letter, resume and/or work samples. Employers who use the email application procedure should be able to print your pdf documents and navigate the links, if requested, that your email contains.
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The Committee believes it is very appropriate to send a "Thank You" note within 48 hours if you earn an opportunity for an interview whether it is in person, over the phone, or via an internet connection.
Express your gratitude for the employer’s time, the opportunity to communicate your professional history and learn about a potential place of employment, and conclude by reiterating your interest in the position.
The CoSIDA Job Seekers Committee welcomes your feedback on this topic and matters connected with finding that next job. Please contact Committee Chair Lawrence Fan, San Jose State Sports Information Director with any comments, questions or suggestions. Fan can be reached at lawrence.fan@sjsu.edu.