Communication with Employers
2 Communication with Employers
1) Email
When writing a professional email, keep the following in mind:
✓ Used proper salutations
(Example: Dear Cathy Picard)
✓ Proper tone (read out loud). Your tone can influence how your message is interpreted.
✓ Good grammar and correct punctuation
✓ Clear statement/purpose/ask
✓ Appropriate signature (Example: With Appreciation)
Grammarly is a “writing assistant” you can use to proofread and edit your documents. It checks for more than 250 types of spelling, grammar, and punctuation errors, and it allows users to choose editing input based on six different styles of writing, including business writing. The free version will provide you with what you need.
Here are 2 ways to use Grammarly:
- In the web version, paste a document into an editing box, designate the style of document, and click on “Start Review”.
- Using the Grammarly Plug-in for Microsoft Office, when you click “Review” in Word, the Grammarly Wizard will appear. Click “Check,” then select the writing style you need.
Sending Emails
There are numerous ways you can email a message to someone (e.g., To:, Cc:, ).
Using “To:”
The main intended recipient of your email should appear in the To line. This is the person you expect to take action or respond, or for whom the information is directly relevant.
Using “Cc:”
You can also send an email to additional recipients by using the Cc field. Before using the Cc field, know how to use it correctly. Cc (“carbon copy” or “courtesy copy”) is used to send a message to recipients who may need to be informed about the information; this could include York University Staff who may need to be aware of your communication with a potential employer. People listed in the To and the Cc fields (their names and/or email addresses) are visible to others in the email.
Here are some examples of situations where you might “Cc someone”:
-
- You have been asked to do so
- To keep someone updated on information that doesn’t require their immediate action
- You want each person in the thread to be aware of who the message is going to
Replying to Emails
There are a few things to consider before deciding when or how to reply to an email.
2) Verbal Communication
There are many factors affecting the effectiveness of verbal communication, such as word choice, logical sequencing, using expressions, and word connotations. Strong verbal workplace communications have 4 facets:
- Listening – Do you ask clarifying questions? paraphrase what you hear? refrain from interrupting?
- Speaking – Do you use words correctly? enunciate? speak at an easily understood pace & volume?
- Reading – Do you understand what you have read? Did you read thoroughly before asking questions or responding?
- Writing – Do you write with conciseness and clarity? Do you minimize jargon and avoid slang?
3) Leaving Professional Voicemail Messages
Employers may call you to set up an interview. Be sure to set up your voicemail with a professional message. You will also need to return calls from a potential employer and leave a voicemail.
Here are some tips:
- Think it through:
- What is the purpose of your call?
- What is the most important thing I need them to know?
- How can you say what I need to say briefly?
- When you call:
- State your full name
- Speak clearly
- Keep it short: state the most important reason for your call
- If you wish to be called back, state when you are available to take the call. If you plan to call back, let them know when to expect your call.
- End professionally, e.g., “I look forward to speaking with you.” Restate your name, contact number, and/or email address.
4) Virtual Communications Tools: Virtual Interview
Collaboration tools such as Zoom and TEAMS can be part of the interview process. More details on virtual interviews are within the Video Interview chapter.
5) Non-Verbal Communication (in-person and virtually)
Sometimes it is not what you say, but how you say it. In some cases, you can communicate without saying or typing anything at all. Non-verbal communication involves the exchange of messages without words, such as via facial expressions, eye contact, gestures, tone of voice, and even emoticons. Here are some tips to consider how you communicate without speaking:
- Where possible, turn your camera on for video calls
- Keep a tidy workstation (background during video calls)
- Dress professionally, in line with the workplace dress code
- Stand and sit with good posture
- Hold your shoulders back to convey confidence
- Keep your arms relaxed at your sides while talking
- Beware of crossing your arms, as it can suggest you are closed off
