Professional Communication
Develop Professional Communication Skills
Strong communication is a cornerstone of career success. Whether you're sending an email, making a phone call, participating in meetings, or introducing yourself at a networking event, the way you communicate reflects your professionalism and readiness for the workforce.
After watching the video, take the Communication 101 Quiz to get certified!
Need More Help?
The Career and Employment Services team at Amarillo College is here to help you build those skills. Schedule a one-on-one coaching session by emailing employmentservices@actx.edu or calling (806) 371-5147.
Professional Email Etiquette
Email is still the #1 way professors, employers, and campus staff communicate. How you write an email sets the tone for how people see you.
Structure Your Message
- Use a clear subject line – Give the recipient a reason to open your email.
Example: “Question About PSYC 2301 Assignment Due Oct. 15” is better than “Assignment” or “Help.” - Greet the person formally – Until they tell you otherwise, use professional greetings:
“Dear Dr. Jackson,” or “Hello Ms. Garcia,”
Avoid casual openers like “Hey” or “Yo.” - Write in complete sentences – No texting shorthand (“u,” “idk,” “lol”). Use correct grammar and punctuation.
- Sign off properly – End with a closing like “Best regards,” or “Sincerely,” followed by your full name.
Example:
Best regards,
Jordan Lopez
Amarillo College, Business Administration Student - Keep it short and focused – Most emails should be 3–5 sentences max unless more detail is needed.
Respond Promptly
- Aim to reply within 24–48 hours during the workweek.
- If you need more time, send a quick acknowledgment:
“I received your email—thank you! I’ll follow up with the full details by Thursday afternoon.”
Be Clear and Respectful
- Avoid sarcasm, excessive exclamation points, and emojis.
- Keep your tone professional—even if the person you’re writing to uses casual language.
- Re-read your message before hitting send to ensure it’s free of typos and unclear statements.
Verbal Communication & Body Language
How you speak and carry yourself can be just as important as what you say.
Speaking in Person or on the Phone
- Start with a greeting – A simple “Hi, how are you?” shows courtesy.
- Speak clearly – Avoid mumbling; aim for a moderate pace.
- Cut filler words – Words like “um,” “like,” and “you know” can make you sound unsure.
- Listen actively – Nod, take notes, and ask clarifying questions to show engagement.
Example: “Just to confirm, the meeting is at 10 a.m. in Room 204, correct?”
Body Language Matters
- Maintain eye contact – This shows interest and confidence.
- Keep an open posture – Avoid crossing your arms or slouching.
- Use small engagement cues – Nod occasionally or say “That makes sense” to show you’re following along.
- Be aware of nervous habits – Clicking pens, tapping feet, or fidgeting can be distracting.
Digital Communication & Social Media
How you portray yourself online and on social media can have a significant impact on your hireability. Consider the following points to put have the best chance at being hired.
Keep It Clean Online
- Employers and professors often search your name online. If your social media is public, make sure it reflects your values and professionalism.
- Remove (or make private) posts with offensive language, inappropriate jokes, or questionable photos.
Professional Platforms
- Create a LinkedIn and Handshake profile that includes your education, skills, and achievements.
- Follow companies and professionals in your field.
- Post or share content that reflects your interests and career goals.
Use Video Calls Wisely
- Mute when you’re not speaking to avoid background noise.
- Dress appropriately – Even for virtual meetings, wear something you’d feel comfortable wearing to class or work.
- Pick the right location – Quiet, well-lit space with a neutral background.
- Check your name display – Make sure it’s your full name, not a nickname.
- Position your camera – Frame your face at eye level (no “ceiling” or “chin-only” shots).