γ3.1 Professional Coorespondence

Philosophy
line.png 		Gray_Resources.png

 

Introduction

Finding experts can be difficult and time consuming. The alternative, however, of trying to re-create expertise or significantly altering plans is generally even more time consuming and difficult. More importantly, you are less likely to have a successful solution. As you seek resources and advice, always ask for suggestions of experts to contact. Those second generation contacts are usually your best resources. They are generally more specialized, and you almost always have more credibility because of who referred you.

 

Equipment

  • Donations/assistance request outlines
  • Example
  • Computer with Internet
  • Telephone
  • School letterhead

 

Procedure

As a team you have identified some of the resources that you will need to create a successful functioning prototype. You should already have some established contacts that can assist you. However, your current needs likely require that you ask for additional assistance. Depending upon who you are contacting and your needs, you may find that it will be necessary to communicate over the phone, in person, via email, and sometimes via mailed letter. Below are some checklists and guides for conducting these types of correspondence.

 

General

  • Grammar – Whether communicating in person or in writing, use correct grammar and avoid slang.
  • Research the person and establishment. You will almost always have better success when you are knowledgeable and complimentary about an organization or individual.
  • Before corresponding with anyone, especially in person or on the phone, thoroughly plan and discuss the process with your instructor and parent/guardian.

 

In Person

  • Appearance – Remember that you are asking for assistance. Be sure that you meet or exceed the expectations of appearance of the place or person(s) you are meeting.
  • Take your notes to guide the correspondence. Be sure to document your conversation.

 

Phone

  • Make sure that you are in a quiet place and have a very good connection. Distractions will not only inhibit what you might gain from the conversation, but they may also frustrate the person with whom you are speaking.
  • Create and use good notes to guide the correspondence. Make sure to take notes during the conversation.

 

Mail

  • Use school letterhead.
  • Use a professional format, such as that provided in the Example Materials Request Letter.

 

Email

  • Use a professional format for the body of the email, such as that provided in the Example Materials Request Letter.
  • Make sure your email address sounds more professional than personal. If it does not sound professional, consider creating a new email account for professional correspondence.

 

Thank You Letters

  • At the conclusion of all correspondence, be sure to thank those helping you. Even if they have nothing to offer, thank them for their time.
  • Send thank you letters to individuals that provide assistance of any kind. It is the professional thing to do, and you may find that the person becomes a valuable resource at a later date.

 

Conclusion

  1. Is there a resource you are asking for that is so crucial that it will completely change your project if you are unable to acquire it? What is your backup plan?
  2. What do you plan to do if you ask two entities for the same thing and they are each willing to provide it?