Mastering Professional Correspondence

A cover letter is not a summary of your resume; it is a Value Proposition. Its primary goal is to bridge the gap between what the company needs and what you offer. To do this effectively, use the PAR Formula: Problem, Action, and Result. Instead of saying 'I am a hard worker,' describe a specific problem you faced, the action you took, and the measurable result. This creates a narrative of success. Think of your cover letter as a bridge: one side is the job description, the other is your experience, and your writing is the structure that connects them. Always address a specific person if possible, as this increases the 'open rate' of your application by appearing personalized rather than generic.

In a professional environment, emails are the lifeblood of communication. The most critical component is the Subject Line. It must be clear, concise, and searchable. A busy professional should know exactly what the email is about without opening it. Inside the email, use a formal salutation, followed by a Context Statement (why you are writing). Keep the body paragraphs short—no more than 3-4 sentences. Finally, always include a Call to Action (CTA). A CTA is a clear instruction on what you want the recipient to do next. For example, 'Please let me know if you are available for a 10-minute call on Tuesday' is much more effective than 'Hope to hear from you soon.'

Internal memos are used to communicate policy changes, updates, or requests within an organization. Unlike emails, memos follow a strict header format: TO, FROM, DATE, SUBJECT. The most important cognitive principle for memos is BLUF: Bottom Line Up Front. In a professional setting, time is the most valuable currency. Place your most important information or request in the very first paragraph. The subsequent paragraphs should provide the necessary data, reasoning, or 'why' behind the decision. This ensures that even if a reader only skims the first 20 words, they have received the core message.