A Graduate's Introduction to Professional Etiquette and Manners in Business

Inside the world of business, etiquette is a necessary knowledge.

Thousands of college graduates will be flooding the job market in the coming months;
however, many will lack the basic etiquette skills needed to successfully obtain
employment. Research shows that only thirty-six percent of these graduates will send
thank-you notes, yet seventy-six percent of business executives take into account postinterview thank-you notes when evaluating job candidates. Recent college graduates can
stand head and shoulders over their competition with some basic etiquette knowledge.
Regardless of how skilled you are in business, poor table manners can squelch a deal. To
succeed in business in todays competitive global economy, your skills at the dining table
must be on par with your skills at the boardroom table. Companies are looking for
employees who can travel well, and they are more and more concerned that many job
candidates are not up to the task.
Eating etiquette is one of the most important tools inside business. In the near future, you
could be at a job interview that contains a business lunch to test your manners as part of
the hiring process. In a New York Times article by Joe Sharkey, written on May 5th 2006,
accessed on September 12th 2009, Ms. Martin, who gives seminars on etiquette, states, A
lot of companies as part of the job interview will take someone out for lunch or dinner
just to see if they talk and chew at the same timeIf you have poor etiquette, it doesnt
matter how intelligent you are. You are going to be viewed as stupid. Corporate hiring
attitudes sometime comes down to who can we send abroad whos not going to
embarrass us? she said.
- Avoid chewable challenges.
- Dont talk with your mouth full.
- Dont overindulge in alcoholic beverages.
- Avoid finger foods.
- Dont order a drink unless offered, and even then remember the companys alcohol
policy and refrain if in doubt.
- If you are there to talk business, leave your portfolio or briefcase under your chair until
the entre plates have been removed. After that, do not cover the entire table with papers;
pull them out one at a time, according to Casperson and her book, Power Etiquette,
written in 1999.
A quote from Sharkeys article about Ms. Chaney, who has been conducting seminars on
etiquette for 25 years, expressed amazement at the deterioration of skills in simple
aspects of etiquette, like table manners. Some of our students just dont realize that they

are being invited to a meal as part of a job interview so somebody can watch them eat,
she said.
Introductions are commonplace in the world of business and that is why it is important to
know how to do them correctly and well. Properly introducing yourself can leave a good
impression with clients, coworkers, and business partners, ultimately boosting their
confidence in you. Even if you never make a move to the business world, knowing the
proper way to conduct introductions can help you feel at ease in any situation.
Deference refers to common courtesy that is extended to one another. In Margulis book,
Be In Charge, written in 2002, he states: With regard to introductions, juniors are
always presented to seniors. A common rule is to introduce the highest ranking person
first, and then introduce everyone to him/her. Deference is based on the rank in a
company, not on gender. Margulis also reminds us that a client always outranks someone
from within your company (even your supervisor). Use the name that was given during
the introduction. Name tags should always be placed on the right side so that an
individual may easily look at your name when shaking your hand.
- Introductions include handshakes, and thus the rules for conducting a handshake
properly: According to an article in the New York Times by Brown (written on May 21st
1989), you should extend your hand with the thumb up, clasp the other persons palm
entirely, give two or three pumps from the elbow (avoiding the painful bone-crusher
and the off-putting wet fish moves), and look at the person directly in the eyes, never
below the chin.
- Caspersons Power Etiquette tells us to always remember to close an introduction by
saying something like, It was nice to have met you. Never simply walk away.
In order to have good etiquette, keep in mind that eating etiquette and introduction
etiquette are interrelated and necessary knowledge. In business, a good reputation and
well-known name are beneficial but not enough to attract and keep employees and clients
happy. While good manners have never gone out of style, business etiquette has quickly
become an essential business tool. In the wake of this impersonal era, good manners help
strengthen business relationships.
Works Cited
Brown, Patricia L. "The Business of Etiquette ." 21 May 1989. NY Times. 1 December
2009 <http://nytimes.com>.
Mohn, Tanya. "Executive Life; The Social Graces As a Business Tool ." 10 November
2002. NY Times. 07 December 2009 <http://nytimes.com>.
Nahas, Donna Kutt. "Companies Honing Employees' Etiquette." 16 August 1998. NY
Times. 9 December 09 <http://nytimes.com>.

Sharkey, Joe. "Avoiding Tan Suits and Other Travel Gaffes ." 2 May 2006. NY Times. 1
December 2009 <http://nytimes.com>.
*Parts of this article are also posted at suite101.com by the same author
How To Be Posh
Etiquette For Girls - The Basics
Treat everyone with politeness, even those who are rude to you - not because they are
nice, but because you are. ~Author Unknown.
In these fast moving times it seems that for too many people manners are no longer
something to be bothered with. Civility is the first casualty, discretion gives way to the
pursuit of notoriety and the rules of social responsibility become confused.
Etiquette may seem like an old fashioned concept and yet never has knowledge of the
subject been more important than in these times of increased social mobility. A thorough
knowledge of etiquette can give you the much needed edge to get ahead.
The secret to social success relies on etiquette so prepare to re-embrace this timeless
concept. Good manners are back on the menu!
Politeness is to human nature what warmth is to wax. ~Arthur Schopenhauer.
Five Basic Etiquette Tips
1. The number one thing to remember is that so much can be achieved by simply making
others feel at ease. Smile, be warm help others to relax.
2. Consider other people's feelings at all times. Put yourself in their shoes. Be kind.
3. Use the personal touch. Remember people's names and use them in conversation.
4. Say please and thank you, respond appropriately - laugh when necessary, take your
turn to listen. The chances are that people will respond in kind.
5. A warm, positive attitude will encompass all. The result is that everyone is happier and
more comfortable.
Manners are a sensitive awareness of the feelings of others. If you have that
awareness, you have good manners, no matter which fork you use. ~Emily Post.
As the saying goes, good manners cost nothing,they make life altogether more bearable.
Good social behaviour benefits all concerned, both giver and receiver and create a
positive cycle. Rude behaviour does the same with everyone left feeling that bit worse.

Good manners can help you to move on in life and get the results you want. You will get
more out of people if you are polite and considerate as good manners are disarming.
There is plenty of gain to be had by practicing behaviour that is generous and discreet
both morally and personally and all of course for free!
Learn young about hard work and manners - and you'll be through the whole dirty
mess and nicely dead again before you know it. ~F. Scott Fitzgerald.
Workshop Etiquette
Posted on March 23, 2012 in Career Center, Center for Social Concerns, English for
Academic Purposes, Fellowships and Grants, Graduate School, Graduate
Student Union, Hesburgh Library, Kaneb Center, Reilly Center, Research,
Uncategorized, Writing Center by Melissa
Your behavior at a workshop or an employer information session can be an indication of
your professional behavior after you leave graduate school. Therefore you want to be
sure you are sending a professional, responsible message. It is extremely important that
you remember professional etiquette at these events. I have listed a few reminders below
to think about prior to your attendance at either a workshop or employer sponsored event.
1) If you RSVP for an event, attend. If you cannot attend, notify the organizer, within 24
hours in advance (if possible). If you do not know who to contact to withdraw your
registration, please contact the Graduate School at 631-1704 or gradprofdev@gmail.com
and they will help you withdraw your registration.
2)If food and drink are served, exercise control. That means take one piece of pizza and
one drink. If there are left overs, you may go back for seconds. Piling your plate with
four pieces of pizza and grabbing a water and a soda are inappropriate.
3)Prepare a few questions ahead of time and ask them when the presenter calls for
questions. Most of the time a presenter will state their preference
on answering questions. Most likely they will call for questions at the end of the
presentation while others welcome questions amidst the presentation. Asking them at
these times is most appropriate. However there are some questions that need to be asked
one-on-one versus in front of the entire group (those that are very specific to your
situation). This will help alleviate the long line of students after the presentation.
Professional Etiquette Tips Every New Grad Should Know
by Kate D'Amico on October 6, 2011
The professional world is much different than college life, needless to say. Theres no
scheduling your classes all after 12 so you can sleep in every morning, theres no
skipping work because you stayed out a little late the night before. The transition is hard,

so Best Colleges Online compiled a list of professional etiquette tips for new grads.
Below are a few highlights from the list, but you can see the full article here.
Dont forget the thank you note
A CareerBuilder rsurvey says 22% of employers wouldnt hire someone who didnt send
a thank you note after an interview.
Be on time
This one goes without saying, but be on time to work! Not just your first day, but every
day.
Listen to music discreetly
Keep the noise level down on your headphones while in the office. For more about
listening to music in the workplace, see Whistle While You Work: Benefits Of Music.
Tone down slang and lingo
Speak professionally both in person and through email, and keep slang and technology
terms to a minimum.
Answer calls promptly
It may have been okay to screen calls from your roomie on occasion, but in the
workplace, always pick up by the third ring.
Dont use smiley faces
They may be tempting, but keep your correspondences professional and lose the
emoticons.
Stay professional online
Keep your social networking professional especially because 91 Percent of Employers
Check Social Media.
Know the dress code
Find out what people wear before you start work; if youre unsure, dress more formally
than you think is appropriate, just in case.
Dont play with your phone
During business meetings and important events, keep the phone away no texting!

Be prepared
Always come to meetings prepared with research, professional demeanor, and a pen and
paper for notes.
For the full list of etiquette tips, click here.
What professional etiquette tips do you have? Share with us!
A Hire Calling (http://s.tt/1lOZ9)
Top 10 Interview Tips from an Etiquette Professional
By Nancy R. Mitchell, The Etiquette Advocate
Interview--one of the most dreaded words in the English language for job seekers young
and old. Do your hands begin to tremble or do you break out in a cold sweat when you
hear the word? You're not alone.
Could there be a more difficult situation than walking into a room with one or more
strangers, sitting in what feels like a criminal interrogation spotlight, knowing your every
word and gesture are being evaluated, while attempting to appear to be composed,
confident and professional?
As you head out the door for that next important interview, don't forget to pack one of the
most powerful business tools available: ETIQUETTE. Your etiquette and people skills
can make the difference between an adequate performance and one that will launch you
to level 2 of the hiring process.
Your attitude and behavior toward others are as important as your resume, experience,
training and technical abilities. Too many job candidates spend more time worrying about
the margins on their resume than their manners, and they fail to realize that employers are
selecting individuals who have not only job-related experience, but who they believe will
be a good fit in their business family. They are looking for the human qualities that make
the difference in business relationships: courtesy, respect, trust and reliability. Manners
and respect are the underlying foundation of good relationships, and good relationships
translate to business success.
How do your manners measure up? Here's how to outclass your competition by avoiding
some of the mistakes that have derailed job hunters from reaching their goal.
1. NO DO-OVERS IN FIRST IMPRESSIONS

You have 5 seconds to make a first impression in most situations. In a job interview
you're given a bit more time to shine--approximately 30 seconds. Since there's no rewind
button to undo a false start, don't blow this opportunity to cement the image you want to
leave in the minds of each and every member of an interview team.
You are on stage from the moment you walk into the building where the interview will
take place. Smile. Be enthusiastic. You may be riding on the elevator with the head of
your interview team. Turn off your cell phone or Blackberry before you enter the
building. When you arrive at the office where the interview will take place (and never
more than 10 minutes early), politely introduce yourself to the receptionist, and sit at
attention in the waiting area--no cell phone, BlackBerry, magazines. Stand and shake
hands with the person who comes to escort you into the interview.
Enter the interview room with enthusiasm and energy, both of which can help to mask
your nervousness. Smile, make eye contact, and try to maintain an open posture (line
your shoulders up with the shoulders of the person you are meeting) as you shake hands
with each individual in the room. If possible, walk around the side of the table or desk to
shake hands; try not to have a barrier between you and the person you are meeting.
Introduce yourself using your first and last name as you shake hands (at least to the first
person, if there are several people on the interview team), and, say your first and last
name as you shake hands.
2. AVOID WARDROBE MALFUNCTIONS
Always dress up and dress conservatively for a job interview. Even if you are applying
for a job behind a steam table in a fast-food restaurant or in the relaxed environment of an
IT company, this is a strategy that works. Remember how your parents told you to dress
up to go to church or to visit Grandma? Their reasoning was that we show respect for an
organization or an individual by dressing up. Your polish indicates that you think the
interview and potential employer matter and that you respect them and the situation.
3. DON'T UNDERESTIMATE THE POWER OF A SMILE.
I was invited recently to conduct mock interviews in the business school at a leading
university in Washington, D.C. One of my subjects participated in a 30-minute session
without smiling once. I had reviewed his resume the day before and knew that he had
begun a career in banking in his European homeland, so I was prepared to be impressed
when I talked with him. But his frown became my focus, as I tried to analyze him. Was
he mean, mad, nervous, psychotic, disappointed that his interviewer was a woman? This
guessing game distracted me from his answers and from his credentials. In my evaluation
at the end of the exercise, I discussed this with him and learned that in his culture, a
business professional is trained to have a serious demeanor in order to be taken seriously.
I quickly explained that this is not the case in the North American business environment.
A smile shows not only confidence, but a pleasant nature. It invites others to get to know
you. Remember that not only is an employer filling an opening in a workforce, but is
filling an opening in a business family.

4. BODY LANGUAGE SPEAKS VOLUMES

Employers interpret your attitude and interest in the job vacancy and in their company
through your body language, just as they do from your smile and your words. Sit up
straight and plant your feet firmly on the floor during an interview. You may think that a
relaxed pose will show your confidence, but it shows, instead, a lack of respect or
interest. Don't sit with both hands in your lap beneath the table--you will look like a
nervous child. Rest an arm on the arm of your chair or on the table.
Make eye contact and maintain an open posture. This means aligning your shoulders
with the shoulders of the person to whom you are speaking, whenever possible. Do the
best you can in a situation where a number of people are interviewing you. Do not fidget
in your chair, cross your legs, or wring your hands, and try not to use too many hand
gestures. Hold a pencil or a pen if that helps to control your nervousness.
5. MASTERING THE ART OF MEET AND GREET
How you greet people reveals a great deal about you--your confidence, your attitude,
your polish. Learn to give a good handshake. Begin with your hand parallel to the floor
with your thumb pointing to the ceiling, and go all the way into your partner's hand until
the space between thumbs and index fingers touch. Wrap your thumb and fingers all the
way around your partner's hand and squeeze assertively--not painfully--and shake 3-4
times. Always stand for a handshake in business, and in a North American business
environment the space between partners is approx 2 feet (more when meeting Asians, less
when meeting Latin Americans or people from the Middle East.) Never have your left
hand in a trouser pocket when shaking hands, and don't feel obligated to return a double
handshake (left hand placed over the two hands shaking) or a pat on the upper right arm.
Make no comment about a handshake that does not come off perfectly.
Maintain an open posture when shaking hands, smile, make eye contact, and say your
first and last name. When meeting someone for the first time, always try to say their
name as you shake hands and use an honorific (Mr. Ms., Mrs., Dr., Gen.) and their last
name. These rules apply to both men and women in a North American business
environment. When meeting people from other countries, you need to research cultural
differences in order not to offend others or embarrass yourself. In some cultures for
example, a hug, kiss or air kiss may accompany that first handshake--you don-t want to
be taken off guard.
6. WHAT'S IN A NAME?
People love to hear the sound of their name, so use names when you meet interviewers
and when you say goodbye. It is not necessary to sprinkle their names throughout the
interview: "That's an interesting question, Mr. Davis" will seem artificial and cloying if
said more than once. Because you may be nervous when entering an interview room, you
may not hear and remember all of the names of the people you are meeting for the first

time. Instead, when you are contacted by the interview scheduler, ask for the names and
titles of the individuals who will be interviewing you, and write them down in the
notebook or portfolio that you will carry to the interview. Memorize this list. Then, when
you enter the interview room, you can use an individual's name when you shake hands:
"Good morning, Mr. Peterson. It's a pleasure to meet you." And always, always use an
honorific (Mr., Ms., Mrs., Dr., Gen.) and last name when meeting someone for the first
time in business. When introducing yourself, either in person or on the telephone, use
your first and last name.
7. TABLE TALK
After you shake hands with all of your interviewers, stand behind a chair until you are
invited to sit down, or politely ask where the interviewer would like you to sit. When
you take your seat at an interview table, do not place personal items on the table--no cell
phones, Blackberrys, handbags, briefcases, water bottles or coffee cups. All of these
things should be placed under your chair or on a chair beside you. You may place a
portfolio or notepad and pen in front of you. If a beverage is offered, decline politely.
Remember to sit up straight with both feet planted on the floor. (See Body Language.)
8. FOR WHOM THE BELL TONES
If, for some unfathomable reason, your cell phone or Blackberry rings during an
interview, some serious damage control will be required. Do not look at the display
window and do not answer it to explain that you cannot talk at that moment. Reach down
(because your cell phone is in your bag under your chair) and hit the "off" button
immediately. Look at the interviewers and say sincerely. "I'm so sorry. I was so caught
up in preparing for my interview that I forgot to turn it off." P.S. If it does happen, you
will have to be the absolute top candidate for the position in order for the faux pas not to
knock you out of the running.
9. EXIT STRATEGY
When the interview is over, reiterate your interest in the position (if sincere), and thank
the group for spending time with you. You may ask about the time frame for filling the
job and notifying candidates. Make eye contact, shake hands with everyone in the room
and try to use the name of each individual as you shake hands. If possible, stop in the
outer office to thank the individual who greeted you when you arrived or who escorted
you into the interview room. This is not a strategy, just good manners. Keep a smile on
your face and your cell phone turned off until you leave the building.
10. POST GAME PLAY
Write and mail (snail mail) a thank you note to each person on the interview panel within
24-48 hours of the interview. You will have collected names and titles when the HR or
company representative called to set up the interview, or you may ask the receptionist for
this information as you leave. You may contact the HR department or the interviewer for

a status update on the hiring process once the prescribed period of time has passed. You
may send interviewers a quick email thank-you message if you believe that your note will
take a long time to reach them, but a hand-written note shows your good manners.
Don't underestimate the power of people skills in an interview. When interviewers like
you, they begin to "pull" for you to do well, often without knowing they are doing so.
Some interviewers will explain questions more fully, help you along when you are
searching for a word or an example to answer a question, and they become more relaxed
in how they pose questions and rate your answers. All of these things can help you to
succeed in your interview. This emphasis on etiquette and people skills is not intended to
diminish the importance of a strong resume and solid work experience, but to underline
how people skills can give one candidate an edge over another.

Career Center
San Jos State University
Search SJSU

Main Navigation

Students
Employers
Faculty/Staff
Alumni/Community
Parents/Prospective Students
About Us

Shortcut Icons
MySJSU Spartan Athletics Give to SJSU
SJSU Home > Career Center > Students > Find A Job/Internship > Interviewing
> Professional Etiquette
ShareThis
FacebookRSS
Professional Etiquette(videos: http://www.sjsu.edu/careercenter/students/find-a-jobinternship/interviewing/professional-etiquette/index.html)
What is Etiquette?
You can have the resume and the degree, but if you don't have the manners, you probably
don't get the job.

Etiquette is the proper mode of conduct or procedure within a certain social realm. Being
aware of certain conventions will give you a professional and attractive look. And though
practicing good etiquette alone won't get you up the business ladder, it certainly will give
you a boost.

Social/Conversational Etiquette
Communication Etiquette
Dining Etiquette
Thank You Letters

Career Center
San Jos State University
Search SJSU

Main Navigation

Students
Employers
Faculty/Staff
Alumni/Community
Parents/Prospective Students
About Us

Shortcut Icons
MySJSU Spartan Athletics Give to SJSU
SJSU Home > Career Center > Students > Find A Job/Internship > Interviewing
> Professional Etiquette
ShareThis
FacebookRSS
Secondary Navigation
Navigate
BACK to Interviewing

Main Content

Professional Etiquette

What is Etiquette?
You can have the resume and the degree, but if you don't have the manners, you probably
don't get the job.
Etiquette is the proper mode of conduct or procedure within a certain social realm. Being
aware of certain conventions will give you a professional and attractive look. And though
practicing good etiquette alone won't get you up the business ladder, it certainly will give
you a boost.

Social/Conversational Etiquette
Communication Etiquette
Dining Etiquette

Thank You Letters

Social/Conversational Etiquette
The way you interact with others says a lot about you. Learn how to project polite and
professional appeal.

Introductions
Introducing Yourself
Make sure to look people in the eyes and smile in order to seem confident and
approachable.
If you are seated while being introduced to someone, stand to greet that person and shake
his or her hand. Have a firm handshake, but avoid death grips.
If you are given a name tag, put it high on your right shoulder; that way, while you shake
hands, people can follow the line of your arm straight up to your name without having to
scan your chest.
Introducing Others
When introducing two people to each other, introduce the lowest ranked person first, then
reciprocate.
Logistically this means you must look at the higher ranked person and say, "Ms
Throckmorton, I'd like to introduce to you Mr. Thomas, an intern in our IT department.
Mr. Thomas, this is Ms Throckmorton, the director of technical publications."
When dealing with people outside of the company, clients are considered more important
than anyone working within the company, and hiring managers are more important than
job seekers. You can omit titles when introducing people of the same rank and position.
Discussions
When talking with people at the workplace, in a networking session, or even over coffee,
there are some basic tips for discussion that will make your conversations more
enjoyable:
Basic Courtesy
Try not to interrupt people in the middle of a story. If you must interrupt, always
excuse yourself and try to get back to what the other person was saying as soon
as possible. This shows people that you value their ideas and company.
Don't talk too loudly or for too long; these actions might make you seem self
centered.
Topics

Stay away from negative conversation and never tell rumors or point out major
faults in others. These actions build mistrust and are generally unpleasant.
If you feel the conversation going sour, switch the tone as soon as possible.
Close the negative topic and ask a question to redirect the conversation. If all
else fails, talk about the weather, but keep the conversation positive.
Cat got your tongue?
For some people coming up with conversation topics can be really difficult. If
you struggle with this, equip yourself with easy conversation starters. Before
going to a work party or professional gathering,
Try watching the news or reading an interesting article.
Read articles from a professional journal.
For networking, you might want to brush up on your strategic introduction.
Being ready to quickly and clearly describe yourself shows confidence and
direction.
If you get stuck in an awkward silence, you can bring up any of the above topics.
Asking people questions is always a great way to keep a conversation going as
well: People love to talk about themselves or a topic about which they know a
lot.
Body Language
At social functions, try keeping your hands as free as possible: Don't carry a
huge notebook or bag, and if you must eat something, hold it in your left hand to
save your right hand for hand shakes.
Show that you are focused on the conversation by keeping eye contact, nodding,
smiling, and using other nonverbal affirmative gestures.
If you are alone, try not to zone out. Make eye contact with people and smile at
them. These actions will make you more approachable.
BEHAVIORAL INTERVIEW VIDEO
Communication Etiquette
The way you communicate in writing or over the phone is sometimes more important
than communication in person. This is because people may not be able to see your body
language or hear your tone of voice. So word choice is imperative. Avoid confusion by

omitting jokes that could be misinterpreted.

Letter Format
Letters are still the most formal mode of communication. Even with e-mail, it is still
important to know the format of a formal business letter:

Use 8 1/2 by 11 inch paper.

Write in single space.
If the letter is not printed on letterhead, type your address, not including your
name, at the top of the letter.
Skip one line. Then write out the date.
Skip one line. Then type the recipients name, title, and address.
Skip one line. Write the salutation, including the recipient's title, last name, and a
colon.
For example, write, "Dear Mr. Peterson:"
Skip one line. Write the short body of the letter.
In the first part state the purpose of the letter and identify your connection to the
recipient.
In the second part, describe what you want.
In the third part, make the specific request.
Skip two lines. Close your letter with "Yours truly" or "Sincerely."
Then skip three lines to leave room for your signature, and type your name.

See a sample cover letter for an example of a formal business letter.

E-mails
Professional email should not address the recipient in a more casual tone than you would
in person (i.e. Mr. Smith in person should stay Mr. Smith in e-mail). And though e-mail is
a quick and convenient mode of communication, you should ALWAYS use correct
English. Take time to check for spelling, grammar, and proper usage.
Phones
Lately more and more business transactions are done over the phone, and phone
interviews are a pretty common procedure. So know the proper protocol:
Making Calls
Be mentally prepared to make a call before you dial. Know with whom you want
to speak and what you want to say or ask.
Always introduce yourself immediately.
When leaving messages, speak slowly, and leave your number twice: once at the
beginning of the message and once at the end.
Receiving Calls

Always answer your phone in a quiet place free of interruptions and noise.
Before you pick up make sure you have time to devote to the caller. Always
identify yourself immediately.
When asking who is calling make sure to ask permission to ask; that is, phrase
your question something like this: "May I ask who's calling?" This will avoid
alienating the caller.
Change your voice mail message to a simple professional greeting when your job
hunting: "Hello, you've reached Shanna Jones, I'm unable to answer my phone
at this time, please leave me a message and I'll get back to you as soon as
possible."
Cell Phones
Turn your cell phone off during meetings; answering your cell phone in a
meeting gives the impression that those around you are less important than any
other person who might call.
Try not to answer the phone when you are in restaurants; if you are expecting an
important call, let those you are dining with know, and when you receive the call,
excuse yourself, leave the table, and make the call brief.
Be aware of how loud you talk on a cell phone in public places and create space
by moving at least two arm lengths away from those around you (or out of the
room if possible).
PHONE ETIQUETTE VIDEO

Career Center
San Jos State University
Search SJSU

Main Navigation

Students
Employers
Faculty/Staff
Alumni/Community
Parents/Prospective Students
About Us

Shortcut Icons
MySJSU Spartan Athletics Give to SJSU
SJSU Home > Career Center > Students > Find A Job/Internship > Interviewing
> Professional Etiquette
ShareThis
FacebookRSS
Secondary Navigation
Navigate
BACK to Interviewing

Main Content
Professional Etiquette

What is Etiquette?
You can have the resume and the degree, but if you don't have the manners, you probably
don't get the job.
Etiquette is the proper mode of conduct or procedure within a certain social realm. Being
aware of certain conventions will give you a professional and attractive look. And though

practicing good etiquette alone won't get you up the business ladder, it certainly will give
you a boost.

Social/Conversational Etiquette
Communication Etiquette
Dining Etiquette

Thank You Letters

Social/Conversational Etiquette
The way you interact with others says a lot about you. Learn how to project polite and
professional appeal.
Introductions
Introducing Yourself
Make sure to look people in the eyes and smile in order to seem confident and
approachable.
If you are seated while being introduced to someone, stand to greet that person and shake
his or her hand. Have a firm handshake, but avoid death grips.
If you are given a name tag, put it high on your right shoulder; that way, while you shake
hands, people can follow the line of your arm straight up to your name without having to
scan your chest.
Introducing Others
When introducing two people to each other, introduce the lowest ranked person first, then
reciprocate.
Logistically this means you must look at the higher ranked person and say, "Ms
Throckmorton, I'd like to introduce to you Mr. Thomas, an intern in our IT department.
Mr. Thomas, this is Ms Throckmorton, the director of technical publications."
When dealing with people outside of the company, clients are considered more important
than anyone working within the company, and hiring managers are more important than
job seekers. You can omit titles when introducing people of the same rank and position.

Discussions
When talking with people at the workplace, in a networking session, or even over coffee,
there are some basic tips for discussion that will make your conversations more
enjoyable:
Basic Courtesy
Try not to interrupt people in the middle of a story. If you must interrupt, always
excuse yourself and try to get back to what the other person was saying as soon
as possible. This shows people that you value their ideas and company.
Don't talk too loudly or for too long; these actions might make you seem self
centered.
Topics
Stay away from negative conversation and never tell rumors or point out major
faults in others. These actions build mistrust and are generally unpleasant.
If you feel the conversation going sour, switch the tone as soon as possible.
Close the negative topic and ask a question to redirect the conversation. If all
else fails, talk about the weather, but keep the conversation positive.
Cat got your tongue?
For some people coming up with conversation topics can be really difficult. If
you struggle with this, equip yourself with easy conversation starters. Before
going to a work party or professional gathering,
Try watching the news or reading an interesting article.
Read articles from a professional journal.
For networking, you might want to brush up on your strategic introduction.
Being ready to quickly and clearly describe yourself shows confidence and
direction.
If you get stuck in an awkward silence, you can bring up any of the above topics.
Asking people questions is always a great way to keep a conversation going as
well: People love to talk about themselves or a topic about which they know a
lot.
Body Language
At social functions, try keeping your hands as free as possible: Don't carry a

huge notebook or bag, and if you must eat something, hold it in your left hand to
save your right hand for hand shakes.
Show that you are focused on the conversation by keeping eye contact, nodding,
smiling, and using other nonverbal affirmative gestures.
If you are alone, try not to zone out. Make eye contact with people and smile at
them. These actions will make you more approachable.
BEHAVIORAL INTERVIEW

Communication Etiquette
The way you communicate in writing or over the phone is sometimes more important
than communication in person. This is because people may not be able to see your body
language or hear your tone of voice. So word choice is imperative. Avoid confusion by
omitting jokes that could be misinterpreted.
Letter Format
Letters are still the most formal mode of communication. Even with e-mail, it is still
important to know the format of a formal business letter:

Use 8 1/2 by 11 inch paper.

Write in single space.
If the letter is not printed on letterhead, type your address, not including your
name, at the top of the letter.
Skip one line. Then write out the date.
Skip one line. Then type the recipients name, title, and address.
Skip one line. Write the salutation, including the recipient's title, last name, and a
colon.

For example, write, "Dear Mr. Peterson:"

Skip one line. Write the short body of the letter.
In the first part state the purpose of the letter and identify your connection to the
recipient.
In the second part, describe what you want.
In the third part, make the specific request.
Skip two lines. Close your letter with "Yours truly" or "Sincerely."
Then skip three lines to leave room for your signature, and type your name.

See a sample cover letter for an example of a formal business letter.

E-mails
Professional email should not address the recipient in a more casual tone than you would
in person (i.e. Mr. Smith in person should stay Mr. Smith in e-mail). And though e-mail is
a quick and convenient mode of communication, you should ALWAYS use correct
English. Take time to check for spelling, grammar, and proper usage.
Phones
Lately more and more business transactions are done over the phone, and phone
interviews are a pretty common procedure. So know the proper protocol:
Making Calls
Be mentally prepared to make a call before you dial. Know with whom you want
to speak and what you want to say or ask.
Always introduce yourself immediately.
When leaving messages, speak slowly, and leave your number twice: once at the
beginning of the message and once at the end.
Receiving Calls
Always answer your phone in a quiet place free of interruptions and noise.
Before you pick up make sure you have time to devote to the caller. Always
identify yourself immediately.
When asking who is calling make sure to ask permission to ask; that is, phrase
your question something like this: "May I ask who's calling?" This will avoid
alienating the caller.
Change your voice mail message to a simple professional greeting when your job
hunting: "Hello, you've reached Shanna Jones, I'm unable to answer my phone
at this time, please leave me a message and I'll get back to you as soon as
possible."

Cell Phones
Turn your cell phone off during meetings; answering your cell phone in a
meeting gives the impression that those around you are less important than any
other person who might call.
Try not to answer the phone when you are in restaurants; if you are expecting an
important call, let those you are dining with know, and when you receive the call,
excuse yourself, leave the table, and make the call brief.
Be aware of how loud you talk on a cell phone in public places and create space
by moving at least two arm lengths away from those around you (or out of the
room if possible).
PHONE ETIQUETTE

Dining Etiquette
Many times professionals conduct business meetings or interviews over a meal. This may
give some people a panic attack. But dining is not as complicated as we sometimes
imagine. Just knowing a few pointers will help you survive.
First things first

As you arrive at the table, wait until the person with the highest seniority sits
before taking your seat.
Immediately place your napkin on your lap as you seat yourself. If you must leave
during the meal, place your napkin on the seat--not on the table.
Don't start eating until your host or hostess begins.

Utensils
Use the outside utensils first and work your way in.

Once you use a utensil, it should not touch the tablecloth again. While not using your
utensils, rest them slanted across the right front side of your plate. Make sure that the
blade of your knife is facing you. Never leave a spoon in a bowl of soup or cup of coffee.
The plates under bowls and cups are there for your utensils.
Accidents do Happen
The general rule for spills or accidents is hands off. Don't clean up spills with your own
napkin and don't touch items that have dropped on the floor. You can use your napkin to
protect yourself from spills. Then, simply and politely ask your server to clean up and to
bring you a replacement for the soiled napkin or dirty utensil.
More Help
Visit the Etiquette Scholar website to get detailed instructions.

Thank You Letters

Sending a thank you letter is not only very courteous, but could also make the difference
in whether or not you get the job. it is also another way of getting your name and
qualifications in front of a recruiter or a networking connection. Additionally, your letter
can also be one more way of displayingr your writing skills.
Three types of "Thank You" communications:

Formal business-type letter

Email
Handwritten card or note

All three of these forms are completely acceptable, choose the form that best fits your
personality and that of your interviewer. Ask yourself "How do I want to portray myself"
and "What form would my interviewer prefer?" If you have a strong feeling about one
of these questions, you have your answer.
When to Send? Send thank you letters or thank you notes after job interviews, career
fairs, informational interviews, career panels, or other career-related events. Start off by
mentioning something you enjoyed or benefited from during the interview or meeting.
Then give a specific thank you. Try to keep the letter short.
FOLLOWING UP VIDEO