Communicating with employers: email and text tips for job seekers

When you’re looking for work, email and text messages are often the first way you communicate with an employer.

You might use email to send your resume, reply to an interview invitation or ask a question about a job. Employers may also contact you by phone or text message to organise interviews or discuss a role.

The way you write and respond to messages can affect the impression you make. Clear, polite communication helps show employers that you are reliable, organised, and ready for work.

Here are some simple email and text etiquette tips that can help during your job search.

Use a professional email address

Your email address is one of the first things an employer sees.

If your email address was created years ago for gaming or social media, it may not create the best first impression. For example, addresses like [email protected] or [email protected] can look unprofessional.

A better option is a simple email address that includes your name, such as:

• [email protected]

• [email protected]

If you don’t already have a professional email address, it only takes a few minutes to create one here: gmail.com

Include a short message when sending your resume and cover letter

If you are emailing your resume and coverletter to an employer, always include a short message explaining why you are contacting them.

This helps the employer quickly understand your email.

Example:

Hi Mark,

I’m writing to apply for the Warehouse Assistant position advertised on Seek. Please find my resume and cover letter attached for your consideration.

Thank you for your time.

Kind regards,
Sarah Jones
(your mobile number)

Even a short message like this shows professionalism. And remember to include a descriptive subject line!

Reply to employers as soon as you can

If an employer contacts you about an interview or job opportunity, try to reply as soon as possible. Employers are often speaking with multiple candidates, and responding quickly shows that you are interested and organised.

Example reply:

Hi Lisa,

Thank you for your message. I’m available for the interview on Wednesday at 10 am and look forward to meeting you.

Kind regards,
Daniel Surname
(mobile number)

Avoid slang and texting shortcuts

It’s best to avoid slang, emojis or texting shortcuts when communicating with employers.

For example:

• “u” instead of “you”

• “thx” instead of “thanks”

• lots of emojis

These may be fine when messaging friends, but they can appear unprofessional in a job search.

Respond to missed calls from employers

Many employers will call or text candidates during the hiring process. If you miss a call from an employer, try to return the call or send a short message.

Example text:

Hi John, I missed your call earlier. Please let me know a suitable time to call you back. Thanks, Alex Surname.

This shows that you are professional and interested in the opportunity.

Check your email regularly

While you are job searching, it’s important to check your messages regularly. Employers may move quickly when organising interviews. If they don’t hear back from a candidate, they may contact someone else.

Try to:

• Check your email at least once a day

• Check your spam or junk folder

• Make sure your voicemail is set up and working

Good communication habits can make a big difference

Good communication is a skill that improves with practice. Taking a few extra minutes to write clear, respectful messages can help you make a positive impression on employers.

During your job search, these small habits can help show that you are reliable, organised, and ready for work.