E-mail has revolutionized how we communicate. It is quick, easy, and often has a casual tone. Sometimes this tone can work against you. If you are writing to alumni or other contacts for informational interviews, it is best to sound professional. Alumni and others want to help, so you'll want to make a positive first impression! Subsequent emails will likely become more casual, but in the beginning we recommend a formal tone and introduction.

Review the following key points:

THE TEXT

• Make sure that your subject line is filled in and clear.

• Use a writing style similar to a cover letter.

• Be clear in stating your purpose for writing.

• Address new contacts as Ms. or Mr.

• DO NOT USE ALL CAPS (it's considered screaming).

• If writing to a Brown alum, include your concentration, class year, and brief background information.

• Be sure that what you are asking for is appropriate. The BRUnet network, for example, has specific guidelines and protocol – and is for informational interviewing ONLY. If in doubt, leave it out – or consult with a career counselor.

• Use a formal closing similar to a letter.

• Signature lines, especially those with quotes (identifying information at the bottom of the message) are not recommended.

• Proofread and spell check!

OTHER CONSIDERATIONS

• Make sure your own email address is professional. Avoid “cute” signature lines.

• Do not send a resume unless requested. If requested, inquire about the format in which they would like to receive your document (attachment or simple text document pasted to email.) Potential problems with attachments: incompatible systems or programs and fear of viruses in attachments. As appropriate, at the beginning of your email, state something like, “I am attaching my resume as a Word document. In case there is a problem, I've also included it unformatted at the end of this email.”

• Edit original messages in your replies. Re-send just a few summarizing lines of the original message to give your response context. Do not resend an entire message back.

• Check out your email configuration by sending it to yourself BEFORE sending it to others.

• Proofread, proofread, proofread!

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