Every time you communicate with an employer, be as professional as possible. Always use correct grammar when speaking or writing.

Even if email is your preferred way of communicating, check with your contacts to see what their preferred contact method is so you can communicate with them most effectively.

Using the Phone

  • Don’t take a cell phone call or page when with another person–it’s rude. This is especially true during an interview, site visit, or other professional event.
  • When leaving a voice mail or message, speak slowly and clearly so your message is clear. Keep your message short. Leave your name and phone number to ensure the employer can call you back.
  • Return calls the day they’re received. If for some reason you can’t call back the same day, call within 24 hours.
  • Make sure that the greeting for your answering machine and/or voice mail is appropriate. Employers often complain about greetings that include loud and/or obscene music, background noise, or are just generally unprofessional.

Effective E-mailing

  • Don’t use an unprofessional e-mail address (e.g., sexykitten@hotmail.com). The recipient could delete the message thinking it’s spam or porn.
  • Always include a meaningful subject line that makes it clear what will be covered in the message, such as “Jose Vega – Confirming Friday Interview Time”  or “MSU Food Science Junior Seeking Information.”
  • Always include your full name and contact information in each e-mail.
  • Remember that there is no guarantee that an e-mail is private.
  • When replying to a message, always include the previous message in your response. Keeping the thread of the discussion together will help both you and your contact to follow the course of your e-mail discussion.
  • Always re-read and spell check every e-mail before you hit send!