Common Professional Correspondence
Do you need guidance on sending a follow up email to an employer? How about asking someone to be a reference? This blog will cover common professional correspondence tips and examples to consider in your communications.
As you reach out to your contact, make sure to address them respectfully and include a clear subject line (if sending an email). Each situation is different so keep in mind what the best form of communication would be: email, phone, LinkedIn, or in-person.
Following Up After a Networking Event
If you connected with someone at a networking event, reach out within 48 hours. This shows that the connection you made was meaningful and that you appreciated the perspective they shared with you. Make sure to remind the person how you met by including unique discussion topics and details about your conversations. This will help them remember YOU and will make you stand out!
“I hope you are well. It was a pleasure meeting you at the NSPE conference this past weekend. I really enjoyed speaking with you about [insert relevant topic(s)] and learning more about what you do as a Project Manager.
I appreciate you mentioning the open internship position at X Company. I just applied and look forward to this potential opportunity. If you have time in your schedule next week for a 15-minute phone call, I would welcome any further insight you have about the company culture and success strategies you may have to offer as I wait to hear back.
Thank you for your time and I look forward to hearing from you soon!”
Asking for a Reference
Need to list a reference for a job application? Send a polite note to the contact that you would like to speak on your behalf before you apply to the job. Here is an email example of what you can include in your outreach.
“I hope this email finds you well. [Insert something personal about your potential reference (i.e. “How is your research project coming along?” or “How is your new position at X Company treating you?”)]
I am currently seeking a mechanical engineering internship and am wondering if you will be a reference for me during my job search. Throughout my time working alongside you in the research lab last year, I was able to [insert specific skills you gained and how that has made an impact thus far]. [Next, include why they would be a good reference. Think about the positive impact they had on you and how they personally helped you grow]. I have attached my resume for your review. Thank you for your consideration and I look forward to hearing from you soon.”
If your point of contact agrees to be a reference:
“Thank you for your reply. I appreciate your support and willingness to speak about my professional qualifications during my job search. I am excited to start the application process and to find a position that aligns with my interests and skillset. I will keep you updated on my progress and what I hear back from the open positions.”
When a hiring employer asks for your references (if they didn’t already ask in your application), make sure your references are aware they will be hearing from the employer. This allows your reference to gather their remarks about your qualifications and most importantly, doesn’t catch them off guard. And when you get that job, let your reference know of the exciting news!
Following Up After an Interview
When reaching out 24-48 hours after your interview, remember to include something unique you discussed so you can stand out from other candidates. Additionally, state something that you appreciate about the company. Do they value something that you also find important? If so, feel free to mention that.
“Thank you again for taking the time to meet with me yesterday. I enjoyed speaking with you about [insert relevant topics discussed] and learning more about X position.
Your description of X position along with hearing more about your company culture excites me!
[Remind them of how you are a good candidate for the role by including specific skills (i.e problem solving)/relevant experience].
Please don’t hesitate to reach out if you have further questions. I look forward to hearing from you soon.”
If you are looking for more professional correspondence examples, check out Handshake’s Resource Library (Handshake > Career Center > Resources).
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