Professional Communication and Emails

When you engage in a job search, and even in exploratory activities, it is very important to ensure that all of your communication is professional in nature. You want to present yourself in the best possible manner to a potential employer, even if you aren’t actively applying for a job.

Cover Letters, References, and Thank You Notes Guide (Printable PDF)

Email guidelines

Even brief emails should be more formal than you would send to a friend. Proper capitalization and spelling are critical. Ensure that you are always including a subject line, a greeting, and a closing. 

Cover Letters

Use your cover letter to succinctly present your qualifications, personality, and enthusiasm for the position. ALWAYS send a cover letter along with your résumé, whether it’s required or not, unless specifically told not to do so.

Tailor your cover letter to the position—don’t use one generic cover letter for everything. In most cases, your cover letter is the first extension of your personality an employer will see. Your cover letter should work with your résumé, NOT simply restate the information.

Why write a cover letter?

  • Serves as a writing sample and example of your communication skills
  • Conveys motivation and interest in the position and/or organization
  • Provides opportunity to describe aspects of your experience or identity more fully
  • Helps prepare for interviews by developing relevant stories and examples to share
  • Directly addresses any potential barriers (ex. Gaps in employment, relocation, and being unavailable during certain phases of the hiring process)

How to submit

  • Save each file with your name and document type. Ex.: “Eagle,Regal_CoverLetter.pdf”
  • When submitting your application materials via email:
    • Save each document as a separate PDF file, attaching them to the email
      • In the body of the email provide a brief, friendly, and somewhat formal and professional message, adhering to all the basics of good email communications (see previous tips)
      • Be sure to use a helpful subject line for your email message, such as:
        • "[Position Name] application - [First and Last Name]” or
        • “Public Policy Intern application – Regal Eagle”

Avoid these common cover letter mistakes

  • Ignoring directions from the employer. Carefully read the job description and follow the guidelines provided by the employer
  • Exceeding one page
  • Submitting a cover letter with grammar or spelling errors
  • Overuse of “I” statements
  • Using language that undermines your confidence: Say “I will be a great asset” NOT “I believe I would be a great asset”
  • Making it all about you: While the position may benefit you in exciting ways, remember to also share how you will contribute to the employer too
  • Using clichés, such as the phrase, “As you can see on my résumé”

References

You may be asked to provide 3-4 professional references before receiving a job offer. You may choose to ask:

  • Former or current supervisors at jobs or internships
  • Co-workers
  • Professors/teachers or staff (advisors)
  • Committee or student organization members with whom you have served
DoDon't
  • Ask someone to serve as a reference in person, so they can ask any questions and you can gauge their reaction
  • Talk with your references in advance, and have your references list ready when you begin applying for positions
  • Make sure to inform your references BEFORE you apply so they are prepared for a call/email
  • Send a copy of the job posting and your résumé to your references, so that they can highlight aspects of your history that make you a great fit for the position
  • Choose someone who can’t give you a strong recommendation; if they can’t or seem hesitant, find someone else
  • Send information until it has been requested

What to include in your reference list

  1. List your contact information at the top of your reference page, as on your résumé.
  2. Page title (“References”) - This should be formatted to match your résumé.
  3. References
    1. Name
    2. Title
    3. Organization
    4. Phone
    5. Email
    6. Describe the length and nature of the relationship

NOTE: Repeat this process when listing other references.

Thank You Notes

After you interview for a job or internship, send a thank you note to your interviewer(s) within two days. Send either a handwritten note card, an email, or a typed letter (printed out and mailed). Email is a good choice if your interviewer prefers email contact, or if you know a hiring decision will be made immediately.

  • Proofread, then proofread again. Check for typos, grammatical errors, and awkward sentences.
  • If you were interviewed by multiple people, the best thing to do is send an individual thank you to each person who interviewed you. At a minimum, send a thank you to whoever seemed to be the lead in the interview.
  • Keep track of who you send thank you notes to and when.
  • Keep a copy of emails and letters.