Andrea Tovar: Email etiquette for communicating with recruiters or professionals
As a senior at Santa Clara preparing to enter the workforce, I've realized that an email is often your first impression. Before an interview and even sometimes before your resume is reviewed, there’s always an email. The way we communicate even in the simplest “I look forward to speaking with you soon,” can either reinforce professionalism or quietly undermine it.
Clarity and structure matter. A strong subject line should be purposeful and attention grabbing, such as “Follow-Up on Summer Analyst Interview - Andrea Tovar.” Inside the email should be a concise introduction, clear purpose, and polite closing to make the email easy to respond to. Speaking of making emails easy to respond to, when you’re reaching out for a coffee chat make sure you suggest a few dates and times that work best for you so the professional can easily pencil themselves into your availability. Taking this proactive step shows that you respect their time and can save you from getting ghosted after numerous back and forth communications.
Tone is equally important. Professional emails should avoid excessive exclamation points or overly casual language. At the same time, they should be genuine because you want to come across confident and courteous. Addressing a recruiter by name, expressing appreciation for their time, and proofreading carefully all signal professionalism and attention to detail. Great things that recruiters value in their future candidates.
Timeliness is also telling of professionalism. Responding and following up within 24 hours shows reliability and enthusiasm. A thank you email after an interview can be critical to leaving a good lasting impression.
Finally, customizing an email signature with your name, Santa Clara University, major, and contact information makes a big difference. These subtle, but important, elements demonstrate your readiness for the professional world.