Professional Communications

Myrna RudderDan Solarek

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Communication Modes

• Business Letters– Cover letters

• Similar letters

– “Thank You” letters

• Professional eMail• Telephone Basics

Business Letters

Especially Cover Letters

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• Isn’t it just a throwaway?

• When do I need to write a cover letter?

Cover Letter / Letter of Application

A handshake

through the mail

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Cover Letters

• When you send a resume, you always include a cover letter.

• The cover letter should be addressed to a specific person.

• The cover letter should be targeted toward the job or opportunity. It is NEVER generic.

• Cover letters should be one page.

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• Express your intent, interest, and enthusiasm in position– to connect yourself with the job– to connect with the recipient– to demonstrate you’ve done your “homework”

• Demonstrate your personality and writing ability– to impress with your style and clarity

• Complement and emphasize highlights of your resumé– to “flesh out” the resumé as it relates to the job

Cover Letter Goals

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Fit the Argument to the Context

1. If you’re well qualified for the job,convince with your experience

e.g.: “ My record as an engineer at ABC manufacturing is excellent, and I am excited at the possibility of contributing to the success of your company.”

Strategies

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Fit the Argument to the Context

2. If your general background fits, but the job description doesn’t really,

convince with related skills

e.g.: “The education and experience I’ve gained as an engineering technology student have prepared me for the co-op position.”

Strategies

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Fit the Argument to the Context

3. If your skills and experience don’t fit,persuade with your interest

e.g. “Although I’ve worked in the fashion industry for ten years, I’ve always wanted to be an engineer.”

Strategies

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PurposeRefer to job advertisement

Mention company contact

Preview qualifications

Supporting DetailsProve claims with examples

Tie qualifications to the requirements of the position

Quantify evidence

Detail your experience

Goodwill ClosingOffer to meet for an interview

Refer to resumé

Make your final pitch

Structure

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Some Writers Prefer the Me-You-We Model:

• Me (paragraph 1) – I’m very interested in this job, and here are my related qualifications.

• You (paragraph 2) – This is what interests me in your organization and this is how I fit the company/job.

• We (paragraph 3) – We will work well together, and you should give me the job.

Structure

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Structure

• Opening Paragraph– State which position you are applying

for, and how you found out about the organization and/or position

– Express what is attracting you to work for this organization and in this position

– Arouse the reader’s interest in reading more about your qualifications

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Structure

• Middle Paragraph(s)– Give detailed information about how your

qualifications fit with the position’s responsibilities

– Use key words from the job description to make the connection between the employer’s needs and your skills

– Include information about academics, job experience, and/or personal attributes relevant to the position

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Structure

• Closing Paragraph– Summarize your qualifications– Refer the reader to your enclosed

resume– Mention your interest in an interview– State when and how you will contact

themNote: Follow up exactly when you say you will follow up!

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• Don’t overuse “I” – try me/my or “burying” the I in mid-sentence

e.g., “When working in the engineering department, I accomplished….”

• Negative comments

• Vague form letters

• Typos!

Common Errors

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Summary

• Good cover letters have the following qualities:– formatted as a professional business letter– well written with no grammatical or spelling

errors– written to a specific company or organization

for a specific position – NO MASS MAILINGS PLEASE

– contains detail that makes the reader want to read your resume more closely and interview you

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Format

• The 3-paragraph style for a cover letter is shown at right:

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Format

• The figure at right shows the basic template for a full-block style cover letter:

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Your street address City, State Zip Code October 14, 2002 Ms. Michele Smith (name of the person if you have it) General Mills Resume Processing Center P.O. Box 549240 Suite 129 Waltham, MA 02545 Dear Ms. Smith: (if you do not have the name of the person use Hiring Manager, Human Resources Representative, or Search Committee) It is with great interest that I am applying for the co-op position at General Mills which was posted with the College of Engineering’s Co-op Office. I look forward to using my knowledge and experiences within Mechanical Engineering Technology to make a significant contribution to the efficiency of the department and the building of solid relationships throughout General Mills. As a self-starter, I’ve been recognized as someone with sound judgment and the ability to lead a team toward its goals. With my coursework in project management and process control, I have gained valuable knowledge about the field and have developed effective communication skills by leading several team projects to successful completion. As a co-op engineer at Dana, my strong leadership and negotiation skills led to developing solid working relationships with nine suppliers I help introduce to that organization. In addition to communication, negotiation, and leadership skills, the various customer interaction opportunities I’ve developed my problem solving and decision-making skills, increasing the overall efficiency of the department. My experiences and skill level will ensure the continued quality of the system at General Mills. I look forward to a meeting with you to discuss my qualifications in more detail. I will call you the week of October 22, to set up a time convenient for you. If you need any additional information, please call me at (419)-XXX-XXXX. Sincerely, (Sign Here) Your Name Enclosure

An example:

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Cover Letter Checklist• One page only and limited to three targeted paragraphs• type written or word processor, with full spell check and

proofing• Written to someone specific, with the name and title spelled

correctly• Company name and address are correct and complete• Quality bond paper, 8x11 inches, ideally the same as your

resume• Three focused paragraphs (focused on the reader's need, not

yours)• Closes with "Sincerely” (anything else can be too chummy)

Signed with a blue or black pen• Place the resume behind and fold in a tri-fold, with no staples• Type or neatly print address on envelope• Seal the envelope• Conservative stamp on the envelope• Final step: do not forget to follow up, or all the other steps will

be in vain!

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Other Business Letters

• Thank-you• Networking• Prospecting / Inquiry • Acceptance• Non-acceptance

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Thank You Letters• Generally, a thank you letter has three basic parts:

– Start by thanking the interviewer for taking the time to talk with you. It is generally a good idea to include the actual date on which the interview occurred.

– Reaffirm your interest in the firm by pointing out particular issues brought during the interview that appeal to you. Try to personalize the letter by referring to some topic or common interest you discussed during the interview.

– Close the letter with another word of appreciation, an offer to provide more information and a statement that you look forward to hearing from them.

• Resist the temptation to sell yourself by reiterating your resume strengths. Keep it short and to the point. If you receive a call back interview, you should send another thank you letter.

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Your Street Address City, State Zip Code Date Mr. Patrick Dodson Lone Cactus Food and Beverage Company 162 Getzen Derive Scottsdale, AZ 85258 Dear Mr. Dodson: Thank you for interviewing me for the engineering co-op position with Lone Cactus Construction. I enjoyed meeting you and learning more about Lone Cactus’ customer base and philosophy. Your approach to providing exceptional quality service is a management philosophy well aligned with my expectations. As we discussed in the interview, my engineering technology experience and formal training provide the essential skills necessary to meet the needs of your rapidly expanding organization. My strong background in construction management, coupled with my coursework in construction graphics, make me an excellent match for this position. I reiterate my interest and enthusiasm for the position, and I know I can make a solid contribution to Lone Cactus’ objectives. Please feel free to contact me for any additional information at (419) XXX-XXXX. Thank you again for your interest and time. Sincerely, (Sign here) Your Name

An example:

Business eMail

It isn’t IM or a chat room

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Professional eMail Address

• Use a professional email address– University

• firstname.lastname@rockets.utoledo.edu

– Engineering• firstname.lastname@eng.utoledo.edu• engrid@eng.utoledo.edu

• Refer back to Lesson 1

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Business eMail Address

• Use the company-provided address– business purposes only– keep personal email messages

separate, use a separate account from UT or Co-op employer

jsmith@ibm.com

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Business eMail Purpose

What is a Good Business eMail?

A good business email is one that can clearly and effectively deliver your intention, meaning, background/or reason … without ambiguity.

Tone

• Avoid terseness, which can be misinterpreted

• Use face-to-face communication if issue is sensitive

• Read your emails aloud, looking for ambiguity

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Tone: Example OneTo: Female employees From: H. HonchoRe: Dress codeDate: 4 July 2010

Clients will be visiting next week. Halter tops and jeans will not make the right impression. It’s time you started dressing for the office instead of the beach. Leave your flip-flops at home!

Tone: Example Two

To: All staffFrom: H. HonchoRe: Reminder about what to wear to work Date: 4 July 2010

During the summer, our dress code is business casual. We think “business casual” means clothes that feel comfortable and look professional.

Men Women•khaki pants •casual pants and skirts•leather shoes… •leather or fabric shoes…

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Business eMail Content

• General Business eMail communication tips …– it is not the same as talking in a chat

room or informally with friends– include full name in body of email– provide a Subject/Description that is

clear and specific– pay attention to coherence, stay on

topic

Four Parts of Business eMail

The Opening tells the reader why you are writing

The Focus tells the details about the topic

The Action tells what you want to happen and gives a time frame

The Closing thank the reader and mention future communication

No Blank Subject Lines

• Never, ever have a blank subject line

• People are unlikely to read it thinking the email may contain a virus

• It won’t stand out to them as they scan through their inbox

Long Subject Lines

• Try not to let the subject lines get too long:– Re: Re: Re: Re: Re: Re: Your Question

• No one wants to see this, and eventually the important words won’t be seen in the email window

Keep the Thread?

• Sometimes it is needed for understanding

• Sometimes it simply increases the size of the message and gets in the way

• Use your judgement35

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Business eMail Content

• It is professional communication• It is professional writing

– Shorter– Less formal (but not informal)– It can make-or-break all else you do

• It can be effective– If the employer accepts/likes this form

of communication

Long Messages

• First, don’t make email messages really, really long unless it’s necessary

• If it is long, say if you’re coordinating group work and email is the only way you communicate, let people know

– Subject: Long email about final report duties

Attaching a File

• May be an alternative to a long email message body

• Some email systems do not allow attachments– ask– use PDF for attachments

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Really Big Files

• You may have the need to send a big report or other large document …

• Place on a web server– Get help if you need it

• Send the link to your recipient(s)39

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Business eMail as WritingWhy are good business writing skills

important?1.Employers may see your writing more than they

see you.

2.Good writing skills show that you really care.

3.Good writing skills contribute more forcefully to arguments/persuasion/selling.

4.Good writing skills reduce risk of damaging a relationship and fosters good relationships with employers.

Greetings and Goodbyes

• Emails should begin with a greeting:– Dear Janet

• And end with a salutation:– Best wishes– Thank you– Best regards

First Name or Title?

• If you have never met the person, use– Mr. or Ms. Or Dr., etc.

• If you have met the person, and they have invited you to call them by their first name, go ahead and do so.

• However, if you think they might not remember that invitation (it was at a cocktail party or a long time ago) revert to the title.

But . . .

• If you have been exchanging emails with the person all day, it’s okay to skip the greeting and salutation as if you’re having one long conversation

Use Short Paragraphs

• Don’t use long paragraphs– Anything more than five sentences

can be too long

• Remember– The reader may be viewing the email

in a much smaller window than you are

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Business eMail Policies

• What is the company policy for email usage on-the-job?– Monitored?– Archived– Abuse is cause for termination

In a study of 500 companies with ethics codes, 90% of them monitored their employees’ email, and not all of their employees knew it …

Have a Professional Signature

• Every email program has a way you can add a signature to your outgoing emails automatically. Make sure this signature has your name, number, and email address for business contacts.

• When you join the workforce, ask if there is a standard email signature for the company. If not, add one—it should contain all of the information on your business card.

An Example

• Angela EastinTechnical Support DivisionACME Engineers and ArchitectsFremont, Ohio 43420Office: 419-555-2500 x231Fax: 419-555-2600angela.eastin@acmeengrs.com

Signatures Do NOT Include

• Inspirational quotations

• “A life with love will have some thorns, but a life without love will have no roses.”

• “May the Force be with you.”

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Business eMail Caution

• eMail is forever• Don’t send anything you wouldn’t

want your Mother to read– Or your spouse– Or your boss– Or the general public– etc.

Telephone Basics

Common Sense

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Telephone Basics

• Calling an Employer– No background noise– Speak clearly, slowly– Identify yourself early in the call

• Leaving a Voice Mail– As above– Repeat your return number

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Telephone Basics

• Cell Phones– Turn off in meetings (interviews)– Don’t ignore others to talk on phone

• Being called– You message … is it professional?

• On the job– Company phone policies?– No personal calls

Discussion

• Your questions and comments are welcome

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