Updated June 2017
Professional Communication Guide
When connecting with employers it is important to converse in a professional manner. This guide will provide
some tips on the following professional modes of communication:
Cover Letter
Thank you Note
Email
Voicemail & Phone
Did You Know? Employers view written correspondence as evidence of your communication skills – one of
the most important abilities that recruiters seek in entry-level professionals.
COVER LETTER
A cover letter may also be referred to as a letter of interest or application letter. It accompanies your resume.
All letters should be prepared individually and tailored to that particular company.
Goal: Introduce you to an employer, highlight key experiences and qualifications you possess, and convey
enthusiasm for that particular position and employer.
Format
Limit length to one page
Use standard business letter formatting with your return address (sender’s address), the date, and the
employer’s name, title and address (recipient’s information)
Use block style (e.g., no paragraph indents and insert a blank space between paragraphs)
Use common font styles such as Times New Roman, Garamond, Cambria, Arial. Avoid intricate fonts or
those with narrow or wide spacing (use same font as resume).
Greeting: If possible, address the letter to a specific person in the organization using “Dr., Ms., or Mr.”
If you do not have a name, “Dear Hiring Representative” might sound a bit more personalized than “To
Whom it May Concern”, then follow by a colon “:”.
Signature: When concluding the letter, close with a straightforward, “Sincerely.” For printed
documents, include a handwritten signature. If including the letter in the body of an email or sending
via email. Leave some spaces and then simply type in your name.
Enclosure: You can also add a line referencing your other materials depending on what the job
description requires for the application
How to Send
Emailing Your Document:
o Option 1 (preferred): Write a brief email indicating what you are applying for and then attach
the cover letter and resume as separate documents. Consider saving as a .pdf to ensure
formatting and translation from computers.
o Option 2: Write the cover letter in the body of an email and attach a resume
Printing Your Document:
o Print on resume paper that is white or ivory.