Professional Communications Guide

Communication is the ability to effectively exchange thoughts and ideas with others through listening, speaking, writing, and nonverbal interactions. Your communication, whether it be in-person or via phone/e-mail is one of the first opportunities to showcase your strengths and value to a potential employer or graduate program. If you are graduating soon, be sure to use an e-mail address that you will still have access to when communicating via e-mail. This guide contains helpful information for professional communication such as emails, business cards, voicemails, etc.

Networking Correspondence

Dear [Insert Name/Title],

I am a second year Math major at the University of Florida interested in discovering more about the industry. I found your information through a LinkedIn search of the Miami metropolitan area and saw that you are also a Gator alumni. Through thorough research, I know that [Organization X] is a leading innovator in big data and I hope to be in a career with the same type of values of creativity, analytical thinking, and research.

Would you be open to having a brief 10 minute phone conversation to discuss career paths and what advice you have for stepping into the field of analytics? I understand that you are extremely busy and appreciate any time you may be able to offer.

My contact information is included, and I look forward to speaking to you in the near future. Thank you for your consideration and time.

Best,
Your Name
Your UFL email (or professional email)
123-456-7890

Dear [Insert Name/Title],

I wanted to thank you for taking the time to meet with me this past week. The advice you gave about working in the field of journalism was helpful, and per your recommendation I reached out to Dr. __ and we have a meeting scheduled this month.

Additionally, I have enthusiastically pursued career opportunities at [Organization X], [Organization Y], and [Organization Z]. I would love to continue to update you on my career path in the future and appreciate having you in my network of connections.

If I can ever help you with anything, please do not hesitate to reach out. Again, thank you for your time and valuable insights.

Best,
Your Name
Your UFL email (or professional email)
123-456-7890

Business Cards

Business cards are beneficial for students for many reasons. They are an easy way to exchange information at conferences or impromptu meetings, standing out among other candidates, and establishing your personal brand. The standard business card size is 3.5×2 inches.

  • Size: standard size is 3.5×2 inches
  • Information to Include
    • Your name
    • Phone Number
    • E-mail
    • Job Title
    • Organization
    • Website or LinkedIn (if applicable)

Sample formatting for the front part of a business card. Name, Email, and Phone number centered on the card. Organization, department, title aligned on the left-hand side of the bottom of the card.
Sample formatting for the back part of a business card. Information on what position the person is interested in plus a couple of relevant skills centered on the card. Website aligned on the left-hand side of the bottom of the card.

The Job Search

Throughout your job search process, it is ideal to communicate via phone or in-person. E-mail communication can be used for follow-up after initial conversations.

Dear [Insert Name/Title],

I am a Psychology student at the University of Florida, with a concentration in neuroscience. While reviewing the website for internship opportunities at [Organization X], I saw a position posted in your department. I am extremely interested in the position and would like to learn how I can stand out in comparison to my fellow candidates.

Will you be willing to fit me in your schedule for a brief phone call to discuss the environment at [Organization X] and experiences you or participants have had with the internship program?

My contact information is included, and I look forward to speaking to you in the near future. Thank you for your consideration and time.

Best,
Your Name
Your UFL email (or professional email)
123-456-7890

Dear [Insert Name/Title],

Thank you for offering me the position of Management Intern at [Organization X]. The position aligns very closely with my career goals and I am grateful for this opportunity. I am writing to let you know that I have a previously scheduled interview, and ethically, it is important to me to honor this commitment. In order to make an educated decision, I was hoping to be granted an extra week to confirm or deny the employment offer at [Organization X].

Please let me know your thoughts and if you need anything else from me in the interim.

Best,
Your Name
Your UFL email (or professional email)
123-456-7890

Dear [Insert Name/Title],

Thank you again for the opportunity to interview with [Organization X] for the position of Associate Consultant. This position continues to be the most aligning with my career goals and where I truly feel I can bring my strengths of leadership, research, and community service to contribute to the organization.

I wanted to inform you that I have received an offer from another organization and have been given a deadline to respond. The position at [Organization X] is my preferred choice, and I am hoping to receive an offer from you before having to make a decision with the other organization.

Thank you for your time and consideration. I am looking forward to hearing back from you.

Best,
Your Name
Your UFL email (or professional email)
123-456-7890

Dear [Insert Name/Title],

Following up to your call earlier today, I am writing to express my excitement and gratitude about accepting your employment offer at [Organization X] today, November 21, 20XX. I am looking forward to being part of the team and to be part of the [Organization X] community. Thank you again for the opportunity.

As discussed, my starting salary will be [$45,000] with health, dental, and life insurance benefits provided immediately. I look forward to starting employment on January 13, 20XX and would be happy to provide any additional documents necessary prior to then.

Best,
Your Name
Your UFL email (or professional email)
123-456-7890

Dear [Insert Name/Title],

Thank you very much for extending the offer of Risk Analysis Intern at [Organization X]. I have appreciated your time in discussing the position with me during the interview process and having the opportunity to meet you and your colleagues.

The position is interesting to me in many ways when I think about how I could grow in my career and develop as a professional. However, after a challenging decision, I believe it is best to decline the offer based on next steps that are more appropriate for my career path.

Again, I am grateful for your time and consideration and hope to cross paths with you in the future.

Best,
Your Name
Your UFL email (or professional email)
123-456-7890

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