Clear and thoughtful communication is a fundamental skill in any professional role. How you communicate not only conveys information but also represents you and your organization.

Following proper etiquette in written and verbal interactions is essential for building strong working relationships and maintaining your reputation.

Consider these dos and don’ts for professional communications of all types:

Customize Your CV and Cover Letters

DO tailor your CV, resume, and cover letters to match each job application. Research the company and role to highlight relevant experience. Use a simple CV template as a guide but make each document unique.

DON’T blast out generic application documents. Employers notice when little effort has been made. Make applications personal and meaningful each time.

Use Proper Spelling and Grammar

DO take the time to proofread all written professional communications for spelling errors, grammatical mistakes, and typos.

Read your message or document aloud to catch errors your eye may miss: double check names, addresses, dates, and other key details.

Use spelling and grammar checking tools but do not rely on them exclusively. There is no substitute for thorough human review.

DON’T rely solely on spell check functions. Technology is imperfect, and real words can still be missed or auto-corrected into different incorrect words.

Invest the time to review everything yourself carefully. Submitting materials littered with obvious errors undermines your message and reflects poorly on your attention to detail.

Adapt Your Style for the Audience and Situation

DO adjust your communication style based on who you are addressing and the context. More formal means of communication like client reports or presentations demand a professional, polite tone with proper salutations and closings.

Casual contexts like internal team chats may allow for a more relaxed, conversational style. Know when professional language matters most.

DON’T assume overly casual communication is acceptable just because you have an informal relationship with the recipient.

Avoid using excessive slang, abbreviations (“LOL”), or emojis in professional correspondences. This can come across as unprofessional or even disrespectful, depending on the situation.

Be Clear, Concise, and Direct

DO get straight to your main point and purpose right away. Be specific in stating your requests, questions, or information to avoid confusion.

Remove unnecessary words and phrases that clutter your message. Ask if the other party needs clarification.

DON’T ramble on or include irrelevant background details and tangents. You risk burying your core message. Be mindful of your recipient’s time.

Mind Your Tone

DO adopt a courteous, constructive tone even in challenging situations. Remain professional in word choice and emotional tone.

If you are raising an issue, provide potential solutions or offers to discuss further. Give praise and acknowledgment freely for jobs well done.

DON’T resort to aggressive, sarcastic, or passive-aggressive phrasing. Avoid using strong accusations or absolute statements like “never” or “always”. These forms of communication alienate others and escalate conflict.

Choose the Right Medium

DO select communication channels suited to your purpose. Email works for exchanging information. Phone or video conversations are better for complex discussions.

Texting has a more casual usage for quick check-ins. Know when written words, vocal nuance or facial expressions matter most.

DON’T have emotionally sensitive or private conversations solely through email or text. The lack of vocal cues and body language increases the potential for misinterpretation of tone and meaning.

Show Respect for Other People’s Time

DO be concise in emails, meetings, and conversations. Get to the main agenda item quickly. Set meeting agendas and time limits and stick to them. Return messages promptly even if just to acknowledge receipt.

DON’T bombard co-workers’ inboxes with unnecessary emails. Avoid dragging on conversations that should be brief. Be mindful of not monopolizing your colleagues’ valuable time.

Think Before You Click Send

DO pause and re-read any emotionally charged email before sending it to ensure the phrasing and tone align with your intent in all professional communications.

Add recipients last after drafting the content to avoid premature sends. For extremely sensitive matters, consider waiting 24 hours before responding.

DON’T fire off angry emails in the heat of the moment that you may deeply regret. Written words and emails have permanence and legal consequences. Always retain professionalism.

Listen Actively

DO give your full focus when colleagues are speaking. Clarify key points and summarise what you heard to ensure understanding. Ask thoughtful follow-up questions.

DON’T monopolize conversations or interrupt others while they are still speaking. Multitasking during meetings conveys disinterest and disrespect.

Adapt Your Communication Style for Remote Work

DO establish communication norms upfront when working remotely with a team. Schedule regular check-ins via preferred platforms. Convey tone and engagement through written channels.

DON’T assume working remotely allows for poor communication habits. Lack of in-person contact means consciously maintaining connections.

Ask for Feedback

DO solicit constructive feedback from trusted colleagues and mentors to improve your professional communication skills over time. Reflect on your areas needing growth as well.

DON’T dismiss or argue with feedback offered in good faith. Thank those who take the time to help you develop.

Mastering Professional Communications: Essential Dos and Don’ts

Mastering professional communication takes practice and self-awareness. Follow these tips to ensure your interactions make a positive impact on your reputation, relationships, and career success. Most importantly, communicate ethically and respectfully at all times.