As time goes by and my years in the industry amass, I find myself more and more shocked by what is considered an appropriate answer to communication received from a potential employer or an agent acting on their behalf.
Let’s be clear on this matter, “txt spk” is not appropriate, neither are grammatical errors or one-line answers, such as those you send to friends.
There is also a myriad of other cringeworthy mistakes many candidates make, and as long as they are not corrected, they will continue to put themselves at severe disadvantage with potential employers due to their lack of understanding of the art of professional communication.
This is why I would like to help you all to improve your communication skills by discussing a simple and yet very important task — scheduling your interview.
Imagine the following.
Your recent application to a company has been received positively, and you have received an email informing you of an interest to speak with you and requesting your availability for either a telephone, skype or face-to-face conversation. What do you do at this point? Logic implies that a reply would be in order. But what is an appropriate answer?
Here are a few points that you should include:
• Address your reply properly (Dear Mr./Ms.)
Treat it as if you were writing a professional letter. You can also address the email directly however, only if you were addressed informally in the first instance. No matter how many times you communicate, keep in mind that this is the only way to exchange communication professionally.
• Give options
Be flexible. Never reply with just a single date and time when you are available. Consider that your counterpart does not have a free schedule and can talk with you any time. It is always ideal to provide at least 3 different options on at least 2 different dates.
It is also a good idea to propose a different form of interview (if not skype then phone, if not face-to-face then skype) should your schedules clash. Do also consider that giving several options will also make it much easier to schedule an interview and reduce back and forth communication.
• Check your spelling and grammar
I can not stress this enough.
• DO NOT USE TXT SPK
(Would seem obvious.)
• Consider your layout
If you are listing dates and times, consider using bullet points. Make the email easy to read.
• Ask for advice
If you are uncertain about a direct reply to a company, consider asking someone you trust.
It is important in all of this to keep in mind that how you reply to business communication is a direct reflection of your person. If you are sloppy, this will give off the wrong impression.
Similarly, you do not need to write an essay to schedule an interview, as this also reflects upon your manner.
Keep a balance. Consider what you are writing and who you are writing to.
Most importantly, BE PROFESSIONAL.
Get most recent content to your mailbox. Subscribe here.