Professional

Communications

Myrna Rudder
Dan Solarek
 Communication Modes
• Business Letters
– Cover letters
• Similar letters
– “Thank You” letters
• Professional eMail
• Telephone Basics

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Business Letters

Especially Cover Letters

Cover Letter / Letter of Application

• Isn’t it just a throwaway?

• When do I need to write a cover letter?

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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 Cover Letter Goals
• 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
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 Strategies
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.”
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 Strategies
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.”

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 Strategies
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.”

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 Structure
Purpose
Refer to job advertisement
Mention company contact
Preview qualifications
Supporting Details
Prove claims with examples
Tie qualifications to the requirements of
the position
Quantify evidence
Detail your experience
Goodwill Closing
Offer to meet for an interview
Refer to resumé
Make your final pitch

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 Structure
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.

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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 them
Note: Follow up exactly when you say
you will follow up!

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 Common Errors

• 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!
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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 addre
City, State Zip C
October 14, 2002
An example:

Ms. Michele Smi

General Mills Re
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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! 20
 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 Add
City, State Zip C
An example:
Date

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 Business eMail

It isn’t IM or a chat room

 Business 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 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.

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 Business eMail Content
• 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
• Attaching a file
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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
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 Business eMail as Writing
Why 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.
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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

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 Business eMail Caution
• eMail is forever
• Don’t send anything you wouldn’t want
your Mother to read
– Or your boss
– Or the general public
– etc.

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Telephone Basics

Common Sense
 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
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 Discussion
• Your questions and comments are
welcome

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