Professionalism

The first step once the project is selected is to contact with the client. Following the “protocol” is recommended.

1. Introduction

Introduce the team to the client via phone or email. Make sure the email or Skype ID is professional. Make sure one knows who they’re addressing.

2. Audience

• Know your audience
• The client is most likely busy people. Please ensure conciseness.

The audience would most likely be not impressed wtih:

• Vague email,
• Too much or too little detail
• Typos, ppoor gramar, or informal tone

Also to make sure to use non-abbreviated words, especially if they’re UBC specific such as “ECE”.

3. Purpose

Communicate clearly the purpose of the communication.

4. Context

Provide client’s situation and the team’s situation. Be specific in the subject line and identify yourselves with enthusiasm. Indicate approximate duration of the meeting or phone call.

5. Sign Off

Sign off in a positive, non-presumptuous tone. Example

We would appreciate such an opportunity and look forward to hearing from you. We can be contacted by email at ….

Best regards,

Additional Good Practices

• Follow-up email; but don’t send it too soon or too often.
• Non-verbal communication is carefully addressed
• Respect the audience or client.
• Be clear and use correct grammar
• be ready to meet at their location and the time best available for the client.
• Do not immediately commit to any new ideas that come up. Instead use professional language to express consideration or declination.