Professional communication toolkit
A practical guide to help you communicate professionally and confidently in academic and career-related messages.
Professional email etiquette checklist
When you're sending a professional email, ask yourself:
- Is my subject line clear and specific?
- Did I use a professional greeting? (Hello/Dear [name])?
- Is my message concise and easy to skim?
- Did I clearly state my purpose or ask?
- Is my tone polite and respectful (no slang or emojis)?
- Did I proofread for spelling and grammar?
Professional communications examples
These examples demonstrate strong communication practices. Use them as inspirations, not scripts and adapt tone, wording and structure to reflect your own voice and context. Authenticity and clarity matter more than perfection!
Email signature
Your email signature should be concise, relevant and easy to read.
Your full name and phone number are enough to ensure people can identify and contact you:
Your Name
Phone Number
If relevant, you may also include:
- a link to an up-to-date professional profile, such as your LinkedIn, GitHub, or online portfolio
- your current job, internship, or research position
- your program of study and institution
Including your program of study can be helpful when networking, applying for jobs, or contacting employers, alumni and industry professionals. It provides context for your background and career interests.
Avoid inspirational quotes, graphics, emojis, or excessive contact information that may distract from your message.
Example email signature
Eddie Viva
BComm Student, Accounting | Concordia University
450-579-0000 | eddie.viva@concordia.ca
linkedin.com/in/eddieviva
Post-interview thank-you
When to send: Within 24 hours of your interview.
Goal: To show appreciation, to reinforce your interest and to remind them of your fit.
Example thank-you email
Subject: Thank You – Video Editor Interview
Dear Mr. Puppetore,
Thank you for taking the time to meet with me regarding the video editor position at Sesame Media. I really enjoyed learning more about your team’s creative process and the way you approach storytelling across digital platforms.
Our conversation strengthened my interest in the role, particularly the opportunity to contribute to engaging, high-quality content that resonates with audiences. I’m excited about the possibility of bringing my editing skills and creative perspective to your team.
Thank you again for your time and insights. I appreciated the opportunity to connect and look forward to the next steps.
Kind regards,
Zoe Morrisett
(514) 123-2123
Interview follow-up message
When to send: If you haven’t heard back, you can send a follow up email five to ten business days after the interview (or after the timeline they gave you).
Goal: To express continued interview and politely check on the next steps.
Example follow-up email
Subject: Follow-Up – Library Clerk Interview
Dear Ms. McLaughlin,
I hope you are well. I wanted to follow up regarding my interview for the Library Clerk role at the Harmony Library. I really enjoyed our conversation and learning more about how your team supports access to music resources for the community.
I was especially interested in your approach to organizing the collection and assisting visitors in navigating material; this is the part of the role that really aligns with my strengths and interests.
I appreciate the opportunity to speak with you and look forward to hearing from you.
Best regards,
Sully Louk
(438) 888-8888
Networking follow-up message
When to send: Within 24-48 hours after meeting someone
Goal: To strengthen the connection, show appreciation for the conversation and open the door for a short follow-up conversation. You might request an informational interview.
Example networking email
Subject: Great Connecting at the FOFA Gallery Exhibition
Good day Ms. Francesca,
It was a pleasure meeting you at the FOFA Gallery during the Art Volt Collection 2026 Launch Exhibition. I really enjoyed our conversation about emerging artists and how galleries support new voices in the Montreal art scene.
I would love to stay connected and continue learning from your experience in the field. If you’re open to it, I would appreciate the opportunity to connect for a brief 15–20-minute coffee or virtual chat in the coming weeks.
Thank you again for your time. I’m glad we have the chance to connect.
Best,
Giulia Bellini
Requesting a reference
When to send: Begin lining up your references as you start applying for opportunities, so you’re prepared when opportunities come up. Before sharing someone’s name and contact information with an employer, always ask for their permission in advance. Ideally, send your request at least three to four weeks before any deadlines for academic applications.
Goal: Ask respectfully and professionally and provide context to help them write a strong reference so that it makes it easy for them to say yes and support you.
Example reference request
Subject: Request for Reference
Dear Ms. Kay,
I hope you are doing well. I am currently applying for a Community Outreach Coordinator position and was wondering if you would be willing to support me as a professional reference and provide a strong and positive recommendation on my behalf. If you feel you are not the best person to speak to my qualifications, I completely understand.
Working with you at NDG Youth Connect was such a valuable experience, and I believe you could speak to my strengths in supporting youth programming, building relationships and communicating effectively with diverse communities.
I would be happy to share my resumé, details about the role and any additional information that would be helpful.
Thank you for considering my request. I truly appreciate your support.
Kind regards,
Toni Hart
LinkedIn request
When to send: Anytime you want to connect with a professional, whether after meeting them, discovering their profile, or exploring a field of interest.
Goal: To introduce yourself, show genuine interest and open the door for future conversation.
Example LinkedIn message
Hello Emma,
I hope you’re doing well. I am a recent Concordia marketing grad and am inspired by your career path. I’d love to connect and hear any tips you have for someone starting out in the field.
Thank you, and I look forward to staying in touch.
Umair Hassan
