Professional email communication

Basic Rules of Etiquette for Professional Email Communication
Email Communication Guide for Job Seekers

When searching for a job abroad, you will sooner or later need to send an email to a recruiter, HR manager, or an employee who interviewed you. Without practice, even this simple task can take hours to complete.

Our guide includes key dos and don’ts to help you handle your first emails with ease. At the end, you'll find a short checklist.

Email Account Name

Let’s start with the basics – your email address should be appropriate for professional communication. This means it should include your first and last name. Your initials and last name are also acceptable. Avoid adding random numbers (such as your birthdate or a random numeric string).

Examples:
✅ max.ivanov@gmail.com — okay
✅ ivanov.m.s@yahoo.com — okay
✅ mivanov@outlook.com — okay
❌ workemail@mail.ru — not ideal
❌ maksim.ivanov123@yandex.ru — avoid
❌ soft.kitty7839240@gmail.com — avoid
❌ Maxivanov1989@outlook.com — avoid

Using a public domain is absolutely fine. We recommend choosing international domains (gmail.com, yahoo.com, outlook.com) instead of Russian ones (yandex.ru, rambler.ru, mail.ru) to minimize the chances of your email landing in the spam folder.

Avoid using your work email for job search communications. Your potential employer can evaluate your work experience from your CV, and emails from your current workplace are likely monitored by the company’s IT security department.

Font

Use a neutral, professional font (we recommend Arial, but Cambria, Times New Roman, or Georgia are also fine). The optimal font size for readability is 10–12. Stick to standard font colors – black, dark gray, or navy blue.

Avoid using multiple fonts or colors in your emails. If you need to highlight certain information (such as the date and time of a meeting), it’s better to use bold rather than a different color or font.

An exception can be made for your email signature.

Subject Line

Always include a subject line in your email. First, emails without a subject are more likely to end up in the spam folder. Second, your recipient should understand what the email is about before opening it. Third, it should be easy to find your email later. Do not change the subject when replying to ongoing email threads.

Your subject line should reflect the actual subject 😊. Briefly state the reason you're writing. It’s okay to include your name to make your message easier to find. Do not include the name of the company you’re applying to – your recipient already knows where they work.

Examples:
✅ Application for position of Product Manager
✅ Application for position of Product Manager – Max Ivanov
✅ HR Interview – Max Ivanov
❌ (no subject)
❌ Max Ivanov
❌ My CV
❌ Application in Stripe