Email Basics: Sending, Replying, and Staying Organized
By the Gray Hair Jobs Editorial Team · Published · 2 min read
The short answer
Email basics for a job search come down to a few tasks: reading new messages, replying, writing a new email, attaching a file, and finding older messages. Check your inbox at least once a day while applying. Also check your spam or junk folder, since employer messages sometimes land there by mistake. Keep messages short, polite, and clear.
Key points
- Check your inbox at least once a day during a job search.
- Look in your spam or junk folder for messages that went astray.
- Use a clear subject line on every email you send.
- Reply keeps the earlier conversation attached.
- Never send passwords or bank details by email.
Read and reply to a message
- Open your email (for example, go to gmail.com or outlook.com and sign in).
- Your Inbox shows new messages. Unread ones usually appear in bold.
- Click a message to open it.
- To answer, click Reply. Your response goes only to the person who sent it.
- Type your message and click Send.
If a message was sent to several people, Reply all sends your answer to everyone. For job searching, plain Reply is usually the right choice.
Write a new email
- Click Compose (Gmail) or New mail (Outlook). The exact wording can vary by version.
- In the To line, type the person's email address carefully.
- In the Subject line, write a short summary, such as "Follow-up on Receptionist interview."
- Write your message. Start with a greeting, keep it to a few short paragraphs, and end with your name and phone number.
- Read it over once, then click Send.
To add your resume, see how to attach a resume to an email.
Find an older message
- Click the search bar at the top of your email.
- Type a word you remember, such as the company name or the person's name.
- Press Enter. Matching messages appear in a list.
Check your spam folder
Email services filter out messages they think are unwanted. Sometimes they catch real messages from employers.
- Look in the left-hand menu for Spam or Junk. In Gmail you may need to click More to see it.
- If you find a real message there, open it and choose Not spam (or Not junk) so future messages arrive in your inbox.
Keep your account safe
- Do not click links in unexpected emails asking you to "verify your account."
- Never email your Social Security number, bank details, or passwords to someone you have not confirmed is a real employer.
- Sign out when you use a shared or public computer.
For more, read online safety. If you do not have an address yet, start with how to create an email address.
Frequently asked questions
How quickly should I reply to an employer's email?
Try to reply within one business day. A quick, polite reply shows you are interested and reliable. If you need time to check your schedule, it is fine to send a short note saying you received the message and will confirm by a specific time.
What is the difference between Reply and Forward?
Reply sends your answer back to the person who wrote to you. Forward sends a copy of the message, including any attachments, to someone new whose address you type in. You might forward an interview invitation to yourself at another address, for example, to keep a backup.
Why did my email bounce back?
A "bounced" email means it could not be delivered. The most common reason is a typo in the address. Check each letter, the @ symbol, and the ending, such as .com or .org. Then try sending again. If it bounces a second time, the address may no longer be in use, so look for another way to contact the person.
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