Professional Email
& Thank You Notes
There are many reasons why you may be writing a professional message:
...reaching out to contacts
...sharing your professional interest within an organization
…submitting an application
...sending a thank you note
...accepting a position
...withdrawing from the candidate pool
...declining an opportunity
The way in which you write and correspond with others can either leave a positive and
lasting impression, create an undesirable reaction, or cause you to blend in with other
applicants.
Effective communication is a two-way information-sharing process, which involves one party
sending a message that is easily understood by the receiving party. To increase the
effectiveness of professional correspondence, consider matching the tone with the message
you wish to convey to the recipient of the email.
Tone
With face-to-face communication, we rely on non-verbal cues such as facial expressions,
posture, gestures, and voice tone to interpret other’s behavior and meaning. Without these
non-verbals, it is easy to misconstrue the meaning by filling in the blanks of what we
assume the message may be. This can lead to misunderstanding and tension in working
relationships.
Since 80% of business communication occurs via email, it is crucial to consider the tone of
the email message: the word choice, syntax, letter case, punctuation, sentence length,
greeting, closing, and use of graphics.
Message
Before you begin writing, ask yourself the following questions to determine what is
appropriate to include in the message:
Why am I writing this document?
To whom am I writing?
What do I want them to understand?
Career and Em
ploy
ment S
ervices • Howarth 101 • c
[email protected] •
253.879.3161 • pugetso
und.edu/ces
Tip! Demonstrate courteous
professional behavior in all of
your communications. You
never know if you may
encounter these individuals at
a future point, so leave a good
impression. Ghosting is never
acceptable.