Professional Etiquette
Overview
Strong communication skills set you apart in your job search and professional relationships. Writing a clear email, making a phone call, or requesting a recommendation reflects your readiness and respect for others' time.
Remember: Most people, especially employers and mentors, are busy. Before you reach out, make sure you understand the opportunity or organization. Review job descriptions, websites, and any available information to communicate with purpose and clarity.
This guide offers etiquette tips to help you build confidence and communicate professionally in a range of situations. For guidance on application materials that go hand in hand with communications, including resumes and CVs, cover letters, and interview preparation, check out our related resources.
Writing Strong Emails
Email is often your first point of contact. A clear, respectful message makes a strong impression. Before sending an email, make sure your resume or online portfolio is ready in case the recipient asks to see your work. Your communication may lead to a review of your application materials.
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- After an interview or career-related meeting
- To ask a question about an opportunity
- When requesting a reference or recommendation (see section below)
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- Use a clear subject line, including the purpose of your message (e.g., “Follow-Up from Portfolio Review”). Consider including “School of the Art Institute of Chicago” or “SAIC” to offer context and credibility
- Be concise and professional, avoiding overly casual language. Keep your tone respectful.
- Proofread before sending to ensure there are no spelling or grammatical errors.
- Use a professional email address. It is fine to use your school email address.
- Include a greeting and a sign-off. Address the recipient appropriately (e.g., Dear [First and Last Name]) and end with your name and contact information. Use standard closing, such as Sincerely, Thank you, or Best regards.
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A well-timed follow-up shows that you are engaged and appreciative. Keep your message short and thoughtful. This step is especially important after networking events or interviews. For more support on preparing for interviews and what to expect, visit our interview guide.
After an interview or event: Follow up within 24 hours to express your thanks and reinforce your interest.
What to include:
- A thank-you message
- Something specific you appreciated or learned
- A short note (1–3 sentences) on why you are excited about the opportunity
Sample Post-Interview Email
Subject Line: Thank You – [Position Title] Interview
Dear [Name],
Thank you again for taking the time to meet with me [e.g., yesterday] to discuss the [Position Title] role at [Organization Name].
I appreciated hearing about the diverse programming your team has led this year. My past experience in [related skill or project] aligns well with your mission, and I would be excited to contribute to your work.
I look forward to hearing from you, and I appreciate your consideration.
Sincerely,
[Your Full Name]
Sample Post-Event Email
Subject Line: Thank You – Following Up After SAIC Portfolio Review
Dear [Name],
Thank you for reviewing my portfolio during the School of the Art Institute of Chicago’s Portfolio Review event [e.g., yesterday]. I enjoyed learning about your firm’s approach to community-based design and appreciated your feedback on my projects.
I hope to stay in touch and continue developing my work in this area. Thank you again for your time and insight.
Best regards,
[Your Full Name]
Confident Phone Calls
Phone conversations are still a common part of hiring and networking. Being prepared helps you feel more confident and focused, and shows respect for the person's time.
Note: If you are calling about a job or internship application, understand that employers will reach out when there is movement or interest. We do not recommend calling to check on your status unless the job posting specifically invites follow-up calls. Repeated outreach without a clear purpose may work against you. Before you call, review all publicly available information. Know what you are going to say and keep it short.
You may also find phone conversations useful when networking or inquiring about freelance and contract work, which often requires more direct outreach.
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- Say your full name clearly
- Mention why you are calling
- Include your phone number
- Keep it under 30 seconds
Example: Hi, this is [Your Full Name]. I'm calling to follow up on the design internship application I submitted for the fall. I'd love the opportunity to connect and answer any questions. You can reach me at (555) 555-5555. Thank you!
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- Answer with a polite greeting
- If you are not in a quiet place to talk, let them know and suggest a time to reconnect
- Take notes if needed and thank them before hanging up
- Make sure your voicemail is set up with a professional greeting
Requesting a Letter of Recommendation
Make it easy for someone to support you by being clear and respectful when making the ask. This is a common step when applying to graduate programs, residencies, fellowships, or for grants.
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At least 2–3 weeks before the recommendation is due (earlier if possible). Avoid last-minute requests, especially during busy times of the semester.
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- The opportunity you are applying for and the deadline
- Why you are asking this person
- Your resume, artist statement, and/or portfolio link (if relevant)
- Any specific experiences or skills you hope they can highlight
- Clear instructions for submitting the letter, including links or an email address
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Subject Line: Letter of Recommendation Request – [Your Full Name]
Dear [Name],
I hope you are doing well! I am applying for the [Position Title] at [Organization Name] and would be honored if you would consider writing me a letter of recommendation. The deadline is [Date], and letters can be sent to [email address].
I have attached my updated resume, a brief summary of my work, and some recent projects. I have also included a few bullet points below about the position that connect to my goals:
[Point 1]
[Point 2]
[Point 3]Please let me know if you would be open to writing the letter. I greatly appreciate your support.
Sincerely,
[Your Full Name]
Practice with Big Interview
Build your communication skills using Big Interview, a free platform for SAIC students and alums. View instructions to access Big Interview on Handshake.
- Practice interview questions and get feedback
- Review sample answers and etiquette tips
- Explore strategies for follow-ups and thank-you notes
Final Reminders
- Be thoughtful and prepared when reaching out. Show that you have done your research and are using the appropriate communication method.
- Keep your tone respectful and professional.
- Proofread your messages. Small errors can leave a big impression.
- Be genuine about your interests and goals. Authenticity stands out.
If you need help drafting a message, practicing a phone call, or preparing for outreach, make an appointment with a CAPX advisor. CAPX is here to support you.
