Professional Etiquette
Joanne Lax
Graduate Technical Communications Specialist
College of Engineering
Etiquette Presentation Overview
• What is etiquette and why should you care?
• How does it affect the job search process?
• Where does it come into play?
• Written communication
• Verbal communication
• Nonverbal communication
Audience Awareness
• Avoid offending others via communication:
• Be conscious of interviewer diversity
• Age, gender, race, nationality, religion, etc.
• Be respectful
Etiquette in Written Communication
• Job-related documents
• Cover letters
• Thank-you letters
• Letters of references, negotiation,
acceptance, decline
Be Polite in Written Documents
Studies of politeness suggest for polite requests:
1. Do not impose
2. Give options
3. Make the receiver feel good
Make a Good Impression in Writing
• Use correct grammar, punctuation, abbreviations, capitalization,
spelling
• Avoid contractions and emoticons
• Check outgoing messages before sending them
• Reread them for tone
Poor communication practices can hurt you!
Email v. Snail Mail Differences
Characteristics
Formatting
Speed of transmission
Endurance
Tone
Email Etiquette (a.k.a. Netiquette)
• Respond promptly to personal messages
• Check email daily
• But do not expect recipients to respond immediately &
don’t nag them
• Use the subject line to indicate the topic
• Don’t leave it blank
• Be certain your name appears in English letters
• Have a professional email address & signature
block
Salutations and Closings
• Appropriate courtesy titles & salutations
• Dear Dr./Mr./Ms. Lax
• Dear Sir or Madam, To Whom it May Concern
• No “Esteemed Madam”
• Closings
• Sincerely,
Joanne Lax
•
•
•
•
Yours truly,
Regards,
Cordially,
Best wishes,
space
Dear Ms. Noel,
Example Thank-You Email
Thank you for taking the time to interview me at Purdue University on April 11. I enjoyed
talking with you and learning more about the mechanical design position with Avery.
As I mentioned during our interview, I have had experience as an intern with Honeywell
IAC. I have also taken advanced classes in material engineering at UNC-Charlotte. I
greatly enjoy this career field and wish to apply my interest and knowledge to Avery
Communications.
Again, thank you for the opportunity to interview with you. I look forward to speaking with
you again soon.
Sincerely,
Carol James
Carol James
(adapted from www.graduatingengineer.com)
Writing v. Speaking
•
•
•
•
Often face-to-face
Immediate
Ephemeral
Less formal
Etiquette in Verbal Communication
• Say “please” and “thank you”
• Use appropriate linguistic register (not “you guys” or “hey”)
• Make small talk on appropriate topics
• Record a professional voice mail message
• Do not interrupt
Etiquette in Nonverbal Communication
• What your body language says about you
• Handshake
• Eye contact
• Limbs/gestures
• Facial expression
• Fidgeting
• Posture
Appearance Matters
Additional Tips
•
•
•
•
•
•
Neat fingernails
Brushed teeth
Clean glasses
No strong scents
No gum
Minimal jewelry,
make-up
• No ill-fitting clothes
Deciphering Table Settings
(a)
(c)
http://www.emilypost.com/table-manners-sub-menu/371
(a) Plate
(b) Appetizer/salad
& entree forks
(c) Napkin
(d) Knife
(e) Teaspoon, soup
spoon
(f) Drink glasses
(g) Salad plate
(h) Bread plate &
butter spreader
(j) Coffee cup
Etiquette at the Table
What differences do you notice?
Major Dining Taboos
• Eating before everyone is served
• Making noise while eating
• Talking with a full mouth
• Chewing with an open mouth
• Leaning over the food to eat
• Using one’s fingers for non-finger food
• Putting elbows on the table
• Rushing through the meal or eating too slowly
• Playing with hair or scratching
More Professional Etiquette Tips
• Be punctual & prepared
• Silence your phone
• Carry business cards
• Be a good listener
• Wash hands in the restroom
• Sneeze/cough into your elbow
Professional Etiquette Resources
For job-related documents:
• www.graduatingengineer.com
• www.cco.purdue.edu
• www.owl.English.purdue.edu
On etiquette:
• “Top 10 Etiquette Rules,” www.cco.purdue.edu (p. 51)
• http://www.barnesandnoble.com/w/business-etiquettequamut/1008692400?ean=9781411497139
• http://www.emilypost.com/etipedia
• Links to articles on “Communication and technology,”
“Getting a job,” “Everyday manners,” and more useful topics