PROFESSIONAL
COMMUNICATIONS:
COVER LETTERS, REFERENCES,
EMAILS, and THANK YOUS
Professional Development
Workshop Series
Career Development
and Internships Office (CDIO)
careers@northpark.edu
x5575
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Professional Communications Workshop: Cover Letters, References, Emails, and Thank Yous, Slides of Communication
A comprehensive guide on professional communications, focusing on cover letters, references, emails, and thank you notes. It covers topics such as using appropriate email addresses and voicemail greetings, formatting cover letters, creating reference sheets, writing emails, and sending thank you notes. The document also emphasizes the importance of researching companies and customizing communications.
What you will learn
- How should you address a thank you note?
- What are some tips for writing professional emails?
- What information should be included in a cover letter?
- How should you format a reference sheet?
- What are the key elements of a professional cover letter?
Typology: Slides
2021/2022
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PROFESSIONAL
COMMUNICATIONS:
COVER LETTERS, REFERENCES,
EMAILS, and THANK YOUS
Professional Development
Workshop Series
Career Development
and Internships Office (CDIO)
careers@northpark.edu
x
Cover Letters
- A cover letter is a supplement to your resume that includes more detailed information about yourself, highlights key points in your resume, expresses your interest in the position, and shows off your qualifications to a prospective employer.
- Research the company including website, general internet search for news or current events, reports, and even speaking with current or previous employees if you can. Find out about their mission statement, their growth or decline, and any big projects or acquisitions in process.
- Before you begin writing your cover letter, brainstorm a list of reasons about why you’re the ideal candidate, and which of your skills, experiences, and qualities you want to highlight that best match the job and organization.
- Do not write more than 1 page. As you are likely competing with many other applicants, employers will not read more than one page.
- Do not repeat your resume; this is your chance to say more about the experiences that didn’t fit on your resume, so give more details and background information.
- You should address the letter to a specific person at the company. You can search online to find a contact, or if you must, use “Dear Hiring Manager”. Do not use “To Whom It May Concern” or “Dear Sir or Madam”.
- The first paragraph should include: o The position you are applying for. o How you found out about the position, and if you found out about it from someone at the company or whom the hiring manager knows, include that name. o State that you believe you are an ideal fit for the role.
- The body paragraph should include: o References to specific points in your resume. o Emphasize your strongest qualifications for the role. o Show how these qualifications will benefit the organization you’re applying to. o Provide examples of your measurable achievements that have benefitted previous organizations. o Be specific in all descriptions.
- The closing paragraph should include: o Restate that you are an excellent fit for the position and organization. o State that you would enjoy discussing the position further. Give your contact info. o Thank them for their consideration, and state that you will follow up with them in a week.
- Close the letter with “Sincerely”, and be sure to sign it in blue or black ink pen if you are mailing it.
- Check for correct spelling and typos—professionalism is of the utmost importance. Have someone else review the letter to ensure that it makes sense.
- Always customize the contact information and be sure to change it with each cover letter—accidentally sending it with the wrong contact information looks careless and almost guarantees that you will not get an interview!
References
- The format of a reference sheet should include your contact info, then the date written out in month date, year.
- List 3 references in the same format: o Name—use Mr., Dr., or Ms., not Mrs. or Miss. o Title—ask your reference for this so that you make sure to list it as they prefer. o Organization—be sure to spell and punctuate correctly. o Contact information—usually this means a phone number and an email address.
- Make sure to ask permission from each of your references to use them and share their contact information, and make sure all information about the reference is correct!
- It should be identical in formatting (font, type size, spacing, alignment) to your resume and cover letter. The three documents should look like a set, like they match.
Insert Month, Date, Year Your First and Last Name Street Address City, State, Zip Code REFERENCES Ms./Mr./Dr. First and Last Name Title Company Name Address City, St Zip (xxx) xxx-xxxx Email address Ms./Mr./Dr. First and Last Name Title Company Name Address City, St Zip (xxx) xxx-xxxx Email address Ms./Mr./Dr. First and Last Name Title Company Name Address City, St Zip (xxx) xxx-xxxx Email address
Date: Month, day, Year From: Youremail@email.com To: Contact@email.com Subject: Referred to you by Gretchen Fry Dear Mr. Contact, Gretchen Fry, a mutual contact of ours, suggested that I speak with you. I am a recent graduate from North Park University in Chicago, IL with a Bachelors degree in Sociology. I am interested in entering the Social Work industry, and after talking with Gretchen, she suggested you might have helpful ideas for me. I am looking for feedback or ideas regarding the industries, particular organizations and anything else you think might be helpful as I pursue this goal in the greater Chicagoland area. Please let me know if and when you would be willing to connect. Thank you in advance for your consideration and I will hope to hear from you soon. Kind regards, Your name
Thank Yous
- After a final round interview, you should send hand-written thank you notes to each person you interviewed with. They should be written neatly in blue or black ink, and be on high-quality and professional note cards.
- The note should include the date, and address the person as they introduced themselves to you. If you can’t remember how they introduced themselves, use Mr., Dr., or Ms. First names are more personal and can be used if you feel it is appropriate after the interview conversation.
- Say that you enjoyed meeting them, and reference something you discussed during the interview or a key qualification that makes you an ideal candidate.
- Close by thanking them for their time and consideration and that you wish them well, and then sign your name.
- Thank you notes should be sent as soon as possible after the interview, especially as the mail may delay the receipt of the note for a few days.
- Write the address neatly in the same ink color, and include your return address on the back of the envelope.
- Use the address on the person’s business card if they gave you one; if they didn’t, look up the organization’s main address on the internet or possibly in the email signature when you set up the interview. Remember that the Career Development and Internship Office is available to help you with these professional communications and many more! We are happy to review drafts of professional communications before you send or use them. Call us at x5575 or email us at careers@northpark.edu to set up an appointment.