Communication Online – How to write to achieve the most?

Do’s & Don’ts list with examples

✅ Do’s (With Examples):

1. Be Clear & Concise
   1. ✅ “I am interested in the Project Manager role at your company. Could you please share details about the hiring process?”
   1. ❌ “Hi, I saw the job listing. Can you tell me everything about it?” (Too vague and demanding)
2. Use Professional Language
   1. ✅ “Dear Mr. Johnson, I hope you are doing well. I am writing to follow up on my application.”
   1. ❌ “Hey John! Wassup? Did you check my CV?” (Too informal)
3. Proofread Before Sending
   1. ✅ “I have attached my resume for your review.”
   1. ❌ “I have attatched my resum for your revu.” (Spelling errors look unprofessional)
4. Address the Recipient Properly
   1. ✅ “Dear Ms. Carter,” (If unsure of marital status, use ‘Ms.’ instead of ‘Mrs.’ or ‘Miss.’)
   1. ❌ “Hey Carter,” or “Hi Sir/Madam” (Too informal or generic)
5. Follow Cultural Norms
   1. In New Zealand, polite and friendly emails are preferred. Avoid being too direct or overly formal.
   1. ✅ “I appreciate your time and look forward to your response.”
   1. ❌ “Send me a response ASAP.” (Too aggressive)
6. Use a Neutral or Positive Tone
   1. ✅ “I understand there may be delays. Please let me know if I can provide any additional information.”
   1. ❌ “Why is this taking so long? I applied weeks ago!” (Sounds rude)
7. Structure Your Message Well
   1. ✅ Start with a greeting, introduce your topic, give details, and close politely:
      Subject: Application Follow-Up
      Dear Mr. Smith,
      I hope you are doing well. I wanted to check on the status of my application for the Marketing Associate role. Please let me know if you require any additional information.
      Best regards,
      [Your Name]
   1. ❌ “Hi, I sent my application. Any update?” (Lacks structure and courtesy)
8. Respond in a Timely Manner
   1. ✅ Reply within 24-48 hours if possible, even if just to acknowledge receipt.
   1. ❌ Ignoring emails for weeks without a response.
9. Be Honest & Transparent
   1. ✅ “I have three years of experience in project management and have completed a certification in Agile methodologies.”
   1. ❌ “I have over 10 years of experience” (When it’s actually three—exaggerations can be checked)
10. Use Proper Formatting

• ✅ Bullet points and spacing make your message easy to read.
• ❌ A long, unbroken paragraph makes it hard to follow.

🚫 Don’ts (With Examples):

1. Don’t Use Slang or Informal Language
   1. ❌ “Yo, I need a job. U got anything?”
   1. ✅ “Dear Hiring Manager, I am interested in opportunities at your company.”
2. Don’t Overuse Emojis
   1. ❌ “I’d love to work with you!! 😃🔥💪” (Not professional)
   1. ✅ “I’m excited about this opportunity and look forward to your response.”
3. Don’t Write in ALL CAPS
   1. ❌ “PLEASE HIRE ME! I’M A HARD WORKER!” (Looks aggressive)
   1. ✅ “I am eager to contribute to your team and would appreciate the opportunity to discuss further.”
4. Don’t Send Unstructured Emails
   1. ❌ “I am looking for a job. Here’s my CV. Can you check?”
   1. ✅ Introduce yourself, explain why you’re reaching out, and close politely.
5. Don’t Ignore Email Etiquette
   1. ❌ Subject: (Empty) or “Hey”
   1. ✅ “Subject: Application for Sales Manager Position”
6. Don’t Be Too Demanding
   1. ❌ “I need an answer NOW.”
   1. ✅ “Could you kindly update me on the application status when possible?”
7. Don’t Assume Tone
   1. ❌ “Why haven’t you replied?” (Sounds accusing)
   1. ✅ “I understand you’re busy, so I wanted to follow up on my email from last week.”
8. Don’t Use Excessive Abbreviations
   1. ❌ “Pls fwd the doc ASAP. Thx.”
   1. ✅ “Please forward the document at your earliest convenience. Thank you.”
9. Don’t Ignore Follow-Ups
   1. If you don’t hear back after a week, send a polite reminder:
      ✅ “Dear [Name], I wanted to check if you had a chance to review my previous email. Looking forward to your feedback.”
10. Don’t Attach Unnecessary Files

• ✅ Attach only relevant documents and mention them in your email.
• ❌ Sending large files without explanation.

By following these guidelines, you can ensure your emails are effective, professional, and well-received. Remember, good communication builds strong relationships!