Course Title: Functional English
Credit Hours: 3
Duration: 16 Weeks
Contact Hours: 48
Level: Undergraduate
Program: BS Governance and Policy Studies, Area Study Center, Quaid-i-Azam University, Islamabad
Lecturer: Riaz Laghari
Functional English: Week 15 - English for Professional Life
From Being Qualified to Communicating Your Professional Value
1. Week 15 Overview
Central Question
How do we use English to present ourselves, communicate our professional value, perform effectively in interviews and participate appropriately in workplace situations?
By Week 15, students have developed a substantial communication toolkit.
They have learned to:
- construct accurate sentences;
- use vocabulary precisely;
- read critically;
- summarise and paraphrase;
- write coherent paragraphs;
- write professional documents;
- speak spontaneously;
- participate in discussions;
- present ideas;
- listen actively;
- respond in real time.
Now the question becomes:
Can you use all of these skills when your communication has professional consequences?
A job application, interview, meeting or workplace conversation is not merely an English exercise.
It is a situation in which language communicates:
competence + credibility + judgement + professionalism.
2. The Fundamental Principle
Students often assume professional English means:
difficult vocabulary + formal expressions + complicated sentences.
It does not.
Compare:
“I am writing this correspondence in order to elucidate my profound interest in the aforementioned vacancy.”
with:
“I am writing to express my interest in the position.”
The second is:
- clearer;
- shorter;
- more natural;
- more professional.
Therefore:
Professional communication is functional before it is ornamental.
3. The Professional Communication Model
Introduce the following framework:
PURPOSE → AUDIENCE → MESSAGE → TONE → ACTION
Before communicating professionally, ask:
Purpose
Why am I communicating?
Audience
Who will receive it?
Message
What do they need to know?
Tone
How should I sound?
Action
What should happen next?
This framework applies to:
- CVs;
- cover letters;
- emails;
- interviews;
- meetings;
- workplace conversations.
4. Learning Outcomes
By the end of this session, students will be able to:
- identify the principles of effective professional communication;
- prepare a clear and concise CV;
- distinguish a CV from a résumé/profile;
- write achievement-oriented CV entries;
- tailor a CV to a position;
- write an effective cover letter;
- construct a professional profile statement;
- introduce themselves professionally;
- answer common interview questions;
- structure answers using evidence;
- describe achievements clearly;
- discuss strengths and weaknesses appropriately;
- ask intelligent interview questions;
- participate effectively in meetings;
- express agreement and disagreement professionally;
- interrupt appropriately;
- request clarification;
- make suggestions;
- summarise decisions;
- use professional workplace etiquette;
- communicate appropriately across formal and informal contexts;
- recognise the importance of tone, timing and audience;
- adapt communication to professional situations.
PART I — PROFESSIONAL IDENTITY
5. What Is Professional Communication?
Professional communication is communication that helps people:
work, decide, coordinate, solve problems and build trust.
It occurs through:
- written documents;
- email;
- meetings;
- interviews;
- presentations;
- telephone calls;
- workplace conversations;
- digital platforms.
6. Professional Identity Is Communicated Through Language
A professional identity is not communicated only through:
- qualifications;
- clothing;
- job title;
- experience.
It is also communicated through:
how you speak, write, listen, respond and interact.
For example:
“I don't know.”
can sound incomplete.
But:
“I don't have that information at the moment, but I can verify it and get back to you.”
communicates:
- honesty;
- responsibility;
- initiative.
7. The Professional Communication Test
Before sending or saying something, ask:
Is it clear?
Is it accurate?
Is it appropriate?
Is it concise?
Is it respectful?
Is it useful?
This six-question test can become a professional habit.
PART II — CV WRITING
8. What Is a CV?
A CV is a structured document that presents a person's:
- education;
- experience;
- skills;
- achievements;
- qualifications;
- relevant professional activities.
Its purpose is not to tell your entire life story.
Its purpose is:
to demonstrate relevance.
9. The CV Is a Selection Document
Students often ask:
“How can I put everything into my CV?”
The better question is:
“What does this particular employer need to know about me?”
A strong CV is:
selective, relevant and evidence-based.
10. Typical CV Architecture
A student CV may contain:
1. Name and contact details
2. Professional profile
3. Education
4. Experience
5. Skills
6. Projects/achievements
7. Certifications
8. Relevant extracurricular activities
9. References
Not every section is necessary for every application.
11. Professional Profile
Weak:
“I am a hardworking student looking for a challenging job where I can utilise my skills.”
This is generic.
Stronger:
“Governance and policy student with experience in research, public speaking and student-led projects, seeking an entry-level role in policy research and public-sector communication.”
Why is it stronger?
Because it communicates:
identity + evidence + direction.
12. The Profile Formula
Teach:
WHO I AM + WHAT I CAN DO + WHAT I AM SEEKING
Example:
“Final-year Governance and Policy Studies student with strong research, analytical writing and presentation skills, seeking an entry-level policy research position.”
PART III — EXPERIENCE ENTRIES
13. Do Not Simply List Duties
Weak:
Intern — Government Department
• Attended meetings
• Helped staff
• Worked on files
• Used computer
This tells the employer little.
Better:
Policy Intern — Government Department
• Assisted in preparing briefing materials for departmental meetings.
• Summarised policy documents for internal circulation.
• Organised administrative data to support departmental reporting.
The difference is:
specificity.
14. Use Strong Action Verbs
Instead of repeatedly using:
“helped”
use:
analysed
prepared
coordinated
drafted
organised
researched
presented
reviewed
compiled
developed
facilitated
monitored
evaluated
summarised
15. The Action–Task–Result Model
Teach students:
ACTION → TASK → RESULT
Example:
“Analysed student survey responses and summarised key findings, helping the student society identify three priorities for its annual programme.”
The entry communicates:
action;
task;
outcome.
16. Quantification
Whenever genuinely possible, quantify achievement.
Instead of:
“Organised student event.”
Use:
“Coordinated a student policy forum attended by approximately 120 participants.”
Numbers provide:
scale + evidence.
But students must never invent numbers.
PART IV — TAILORING THE CV
17. One CV Is Not Always Enough
A student applying for:
policy research
should emphasise:
research;
analysis;
writing;
policy knowledge.
The same student applying for:
communications internship
should emphasise:
writing;
presentations;
social media;
public communication.
The principle:
Same person. Different emphasis.
18. The Job Description as a Map
Students should identify:
Required skills
Preferred skills
Responsibilities
Then align relevant experience.
PART V — CV LANGUAGE
19. Professional CV Language
Avoid vague adjectives:
hardworking
honest
punctual
dynamic
passionate
motivated
unless supported by evidence.
Instead of:
“I am highly organised.”
show:
“Coordinated weekly project meetings and maintained shared documentation for a five-member team.”
Evidence is stronger than self-description.
20. The Evidence Principle
Don't tell employers what qualities you possess; show them where those qualities have been demonstrated.
Instead of:
“Excellent communication skills.”
Write:
“Delivered three student presentations and facilitated a group discussion involving 20 participants.”
PART VI — COVER LETTERS
21. Purpose of a Cover Letter
The CV answers:
What have you done?
The cover letter should answer:
Why are you applying, why are you relevant, and why this organisation?
22. Basic Cover Letter Structure
Paragraph 1 — Purpose
Why are you writing?
Paragraph 2 — Fit
What relevant skills/experience do you bring?
Paragraph 3 — Evidence
What demonstrates your suitability?
Paragraph 4 — Motivation
Why this organisation/position?
Closing
Professional expression of interest.
23. Opening Example
Weak:
“I am writing with reference to the above-mentioned vacancy.”
Better:
“I am writing to apply for the Policy Research Intern position advertised by your organisation.”
Stronger:
“As a final-year Governance and Policy Studies student with research and analytical writing experience, I am applying for the Policy Research Intern position at your organisation.”
24. The Cover Letter Test
A strong cover letter should answer:
Why this job?
Why me?
Why this organisation?
If it could be sent unchanged to 100 employers:
it is probably too generic.
PART VII — PROFESSIONAL EMAIL
25. Email Is Part of Professional Identity
An email should communicate:
purpose quickly.
Basic structure
Subject
Request for Internship Interview
Greeting
Dear Dr Ahmed,
Purpose
I am writing to request…
Details
…
Action
I would appreciate…
Closing
Kind regards,
Ali Khan
26. Effective Subject Lines
Weak:
“Hello”
“Important”
“Please see”
Better:
“Application for Policy Internship — Ali Khan”
“Request for Meeting — Research Project”
“Submission of Week 15 Assignment”
The subject should help the recipient understand:
what the email is about.
PART VIII — PROFESSIONAL SELF-INTRODUCTION
27. The 30-Second Introduction
Students should be able to answer:
“Tell me about yourself.”
without giving their entire biography.
Use:
PRESENT → BACKGROUND → STRENGTH → DIRECTION
Example:
“I'm currently a final-year Governance and Policy Studies student. My academic work has focused particularly on public policy and institutional governance. Through university projects, I've developed strong research and presentation skills. I'm now looking for an opportunity where I can apply these skills in a professional policy environment.”
28. The 60-Second Introduction
For networking or interviews:
Who I am
What I study/do
What I am good at
What I am interested in
What opportunity I am seeking
The goal is:
professional clarity, not self-promotion.
PART IX — JOB INTERVIEWS
29. An Interview Is a Communication Event
An interview assesses more than:
knowledge.
It may assess:
communication;
judgement;
confidence;
problem-solving;
professionalism;
motivation;
teamwork;
adaptability.
Therefore:
How you answer matters almost as much as what you answer.
30. The Most Common Interview Question
“Tell us about yourself.”
Do not:
repeat your CV word-for-word;
begin with childhood;
give irrelevant personal history.
Instead:
present → relevant past → strengths → future direction
PART X — THE STAR METHOD
31. Answering Behavioural Questions
Introduce:
S — Situation
What was happening?
T — Task
What responsibility did you have?
A — Action
What did you do?
R — Result
What happened?
32. Example
Question:
“Tell us about a time you solved a difficult problem.”
Weak answer:
“I am good at solving problems and I always try my best.”
STAR answer:
Situation: “During a group research project, two members disagreed about the research method.”
Task: “I was responsible for helping the group reach a decision.”
Action: “I suggested that we compare both approaches against the project requirements and available data.”
Result: “We selected the more appropriate method and completed the project on schedule.”
This is:
evidence rather than assertion.
PART XI — COMMON INTERVIEW QUESTIONS
33. “Why Should We Hire You?”
Avoid:
“Because I am hardworking.”
Instead:
skill + evidence + relevance
Example:
“I believe I would be a strong candidate because I combine research skills with clear written and oral communication. In my university projects, I have regularly analysed information, prepared written briefs and presented findings to groups. These skills align closely with the requirements of this position.”
34. “What Is Your Greatest Strength?”
Use:
strength → evidence → professional relevance
Example:
“One of my strengths is organising complex information. During a research project, I had to analyse material from several sources and synthesise it into a short briefing. That experience strengthened my ability to identify the most important information quickly.”
35. “What Is Your Weakness?”
Avoid:
“I have no weaknesses.”
Also avoid:
“I am a perfectionist.”
unless genuinely explained.
Better:
realistic weakness + management strategy + improvement
Example:
“Earlier in my studies, I sometimes spent too much time refining written work. I have started using time limits and prioritising the most important revisions, which has helped me work more efficiently.”
36. “Why Do You Want This Position?”
Weak:
“I need a job.”
Better:
organisation + role + personal development
Example:
“The position interests me because it combines policy research with public communication, two areas I have particularly enjoyed during my studies. I also see it as an opportunity to develop practical experience in a professional policy environment.”
PART XII — HANDLING DIFFICULT QUESTIONS
37. When You Need Time
Instead of:
“Umm…”
Use:
“That's an interesting question. Let me think about that for a moment.”
This gives you:
thinking time + professionalism.
38. When You Don't Know
Use:
“I don't know the exact answer, but I would approach the problem by…”
This demonstrates:
reasoning ability.
39. When You Make a Mistake
Do not panic.
Correct yourself:
“Let me correct that. I meant Thursday, not Tuesday.”
Professional communication allows:
repair.
PART XIII — ASKING THE INTERVIEWER QUESTIONS
40. Interviews Are Two-Way Communication
At the end, students may be asked:
“Do you have any questions for us?”
Never automatically answer:
“No.”
Prepare meaningful questions.
Examples:
“What would success in this position look like after the first three months?”
“What kinds of projects would the successful candidate be expected to work on?”
“What opportunities are available for professional development?”
This communicates:
interest + preparation + professional curiosity.
PART XIV — WORKPLACE CONVERSATIONS
41. Professional Conversation Requires Adaptability
Compare:
Friend
Colleague
Senior colleague
Different:
relationship + purpose + level of formality.
42. Register
Students should understand:
formal ↔ neutral ↔ informal
Example:
Informal
Neutral
Formal
The appropriate choice depends on:
relationship;
context;
organisation;
urgency.
PART XV — MAKING REQUESTS
43. Direct vs Professional Requests
Too direct:
“Send me the report.”
More professional:
“Could you send me the report?”
More precise:
“Could you please send me the revised report by 2 p.m.?”
Professional requests should communicate:
what + when + appropriate politeness.
44. Useful Workplace Expressions
Requesting
Offering
Suggesting
Clarifying
Confirming
Disagreeing
Delaying
Agreeing
PART XVI — MEETINGS
45. What Is a Meeting?
A professional meeting exists to:
share information, discuss issues, make decisions or coordinate action.
A successful meeting requires:
agenda;
participants;
purpose;
time management;
discussion;
decisions;
follow-up.
46. The Meeting Cycle
AGENDA → DISCUSSION → DECISION → ACTION
This is particularly important for governance students.
47. Entering a Discussion
48. Making a Suggestion
49. Agreeing
Qualified agreement
50. Disagreeing
Never:
“That's wrong.”
Prefer:
“I'm not sure that would work in practice.”
“I see the point, but I have some concerns about…”
“Could we consider another approach?”
This connects directly to:
Week 12: Discussion and Argumentation.
51. Interrupting Professionally
Instead of:
“Wait!”
Use:
“Sorry to interrupt, but may I add something?”
“Could I come in here for a moment?”
“If I may, I'd like to clarify one point.”
PART XVII — MEETING MINUTES
52. What Should Minutes Capture?
Not every word.
Record:
date;
participants;
agenda;
key discussion points;
decisions;
action items;
responsible person;
deadline.
53. Action-Point Format
| Action | Responsible | Deadline |
|---|---|---|
| Prepare policy brief | Ali | 15 Sept. |
| Contact stakeholders | Sara | 18 Sept. |
| Review budget | Ahmed | 20 Sept. |
This demonstrates:
communication → coordination → accountability.
PART XVIII — PROFESSIONAL ETIQUETTE
54. Professionalism Is Often Visible in Small Behaviors
Examples:
arriving on time;
responding within reasonable time;
listening without interrupting;
acknowledging messages;
meeting deadlines;
using appropriate greetings;
respecting confidentiality;
checking documents before sending;
apologising appropriately;
following through on commitments.
55. Digital Professionalism
Students should understand that:
digital communication is still professional communication.
Avoid sending:
“Hi”
and waiting for a response before explaining why you contacted someone.
Better:
“Dear Dr Khan, I am writing regarding…”
56. Email Timing and Responsiveness
Professional communication requires:
reasonable responsiveness.
If you cannot complete something on time:
Do not disappear.
Instead:
“I wanted to let you know that I will need an additional day to complete the report. I apologise for the delay and expect to submit it by Thursday.”
This demonstrates:
accountability.
PART XIX — PROFESSIONAL ETIQUETTE IN DISAGREEMENT
57. Separate Person, Position and Problem
A useful framework:
PERSON — respect
POSITION — examine
PROBLEM — solve
You can disagree strongly with:
a proposal
while remaining respectful toward:
the person proposing it.
PART XX — ROLE-PLAY LAB
58. Activity 1 — Professional Self-Introduction
Students prepare a 60-second introduction.
Must include:
current status;
academic/professional background;
strongest relevant skill;
area of interest;
professional goal.
Partner feedback:
Was it clear?
Was it relevant?
Was it natural?
Was it too long?
59. Activity 2 — Mock Interview
Pair students:
Interviewer + Candidate
Candidate answers:
Tell me about yourself.
Why do you want this position?
What is your greatest strength?
Tell me about a challenge you faced.
Why should we hire you?
Do you have any questions for us?
Switch roles.
60. Activity 3 — Workplace Request
Situation:
You need a colleague to submit a report two hours earlier than originally planned.
Student must make the request professionally.
Weak:
“I need the report now.”
Better:
“Could you possibly send me the revised report by 2 p.m.? We need to incorporate the figures into the briefing before the meeting.”
61. Activity 4 — Meeting Simulation
Scenario
A university department is considering introducing compulsory AI-literacy training.
Roles:
department chair;
faculty member;
student representative;
IT officer;
quality-assurance representative.
Agenda:
Need for AI literacy.
Benefits.
Concerns.
Implementation.
Decision.
Students must:
raise points;
agree/disagree;
ask questions;
make suggestions;
reach a decision.
PART XXI — PROFESSIONAL COMMUNICATION CHALLENGE
The 5-Minute Career Simulation
Students complete four stages:
Stage 1 — Introduction
Stage 2 — Interview
Stage 3 — Workplace communication
Stage 4 — Meeting
Express agreement or disagreement with a policy proposal.
This integrates:
Weeks 11–15.
PART XXII — COMMON PROFESSIONAL COMMUNICATION FAILURES
Failure 1 — Generic CV
Repair:
provide evidence.
Failure 2 — CV as Biography
Problem:
everything included.
Repair:
select information relevant to the position.
Failure 3 — Cover Letter Repeats CV
Repair:
explain fit, motivation and evidence.
Failure 4 — Memorised Interview Answers
Problem:
sounds artificial.
Repair:
prepare structures and examples, not scripts.
Failure 5 — Overly Casual Language
Repair:
adapt register to professional context.
Failure 6 — Excessive Formality
Problem:
unnecessarily elaborate.
Repair:
professional English should be natural and direct.
Failure 7 — Talking Too Much
Interview answers become:
five-minute stories.
Repair:
answer → evidence → relevance.
Failure 8 — No Evidence
Repair:
provide a situation and result.
Failure 9 — Poor Meeting Behaviour
Repair:
listen + contribute + coordinate.
PART XXIII — THE PROFESSIONAL ENGLISH TOOLKIT
Students should leave Week 15 with a reusable bank of expressions.
Introducing yourself
Highlighting experience
Giving evidence
Making requests
Clarifying
Suggesting
Disagreeing
Confirming
Closing
PART XXIV — THREE-HOUR TEACHING PLAN
| Time | Component | Focus |
|---|---|---|
| 0–10 min | Retrieval | Week 14: listening |
| 10–20 min | Diagnostic | 60-second professional introduction |
| 20–35 min | Mini-lecture | Professional English and professional identity |
| 35–50 min | Lecture | CV structure and achievement language |
| 50–65 min | Workshop | Rewrite weak CV entries |
| 65–80 min | Lecture | Cover letters and professional profiles |
| 80–90 min | Break | — |
| 90–105 min | Lecture | Job interviews and STAR |
| 105–120 min | Practice | Interview questions |
| 120–135 min | Role-play | Mock interviews |
| 135–150 min | Lecture | Meetings and workplace conversations |
| 150–165 min | Role-play | Workplace requests and disagreement |
| 165–175 min | Simulation | Mini professional meeting |
| 175–180 min | Exit ticket | Reflection |
PART XXV — PROFESSIONAL COMMUNICATION PORTFOLIO
By the end of Week 15, each student should have:
1. One-page CV
2. Professional profile
3. Tailored cover letter
4. 30-second professional introduction
5. 60-second professional introduction
6. Three STAR interview responses
7. Professional email
8. Workplace request
9. Meeting contribution
10. Personal professional communication checklist
This becomes a practical component of the student's:
Functional English Portfolio.
PART XXVI — WEEK 15 ASSESSMENT RUBRIC
| Criterion | 1 | 2 | 3 | 4 | 5 |
|---|---|---|---|---|---|
| Professional vocabulary | |||||
| Clarity | |||||
| Conciseness | |||||
| Appropriate tone | |||||
| CV organisation | |||||
| Evidence of achievement | |||||
| Interview response structure | |||||
| Spoken fluency | |||||
| Professional self-introduction | |||||
| Listening and responsiveness | |||||
| Meeting participation | |||||
| Professional etiquette |
PART XXVII — EXIT TICKET
1. What is the primary purpose of a CV?
2. What three questions should a cover letter answer?
3. What does STAR stand for?
4. What makes professional English effective?
5. What should you do if you disagree with a colleague?
PART XXVIII — HOMEWORK
Functional English Professional Portfolio — Week 15
Prepare a complete application for a fictional position:
Policy Research Intern
Submit:
Part A — CV
Maximum:
2 pages
Part B — Cover Letter
350–450 words
Part C — Professional Introduction
60 seconds
Part D — Interview Preparation
Answer:
Tell us about yourself.
Why do you want this position?
What is your greatest strength?
Describe a challenge you faced.
Why should we select you?
At least two answers must use:
STAR.
Part E — Professional Email
Write an email submitting your application.
PART XXIX — WEEK 15 SKILLS CHECKLIST
Students should now be able to:
☐ construct a professional CV;
☐ tailor a CV to a position;
☐ write achievement-oriented entries;
☐ use action verbs;
☐ quantify genuine achievements;
☐ write a professional profile;
☐ write a targeted cover letter;
☐ write an appropriate professional email;
☐ introduce themselves professionally;
☐ answer “Tell me about yourself”;
☐ answer behavioural interview questions;
☐ use STAR effectively;
☐ discuss strengths with evidence;
☐ discuss weaknesses constructively;
☐ explain motivation for a position;
☐ ask intelligent interview questions;
☐ make professional requests;
☐ ask for clarification;
☐ participate appropriately in meetings;
☐ make suggestions;
☐ agree and disagree professionally;
☐ interrupt appropriately;
☐ summarise decisions;
☐ identify action points;
☐ adapt register to context;
☐ communicate professionally in digital environments;
☐ demonstrate professional etiquette.
WEEK 15 — CORE TAKEAWAYS
2. A CV is not a biography; it is a selective argument for your relevance.
3. Evidence is more persuasive than adjectives.
4. A cover letter should connect your experience and abilities to a specific opportunity.
5. A professional introduction should be concise, relevant and purposeful.
6. Strong interview answers demonstrate rather than merely assert competence.
7. STAR converts vague claims into evidence-based stories.
8. Professional communication requires register: the way we speak to a friend is not necessarily the way we speak to a colleague, client or supervisor.
9. Effective meetings require listening, contribution, clarification, decision-making and follow-up.
10. Professionalism is communicated through small linguistic and behavioral choices: tone, timing, precision, responsiveness and respect.
WEEK 15 COURSEPACK PRINCIPLE
Employability is not simply the ability to get a job; it is the ability to communicate your value, understand professional expectations, collaborate with others and turn competence into credible action.
The course now reaches its professional application:
WEEK 10 — WRITE TO ARGUE
↓
WEEK 11 — SPEAK TO CONNECT
↓
WEEK 12 — DISCUSS TO THINK TOGETHER
↓
WEEK 13 — PRESENT TO INFLUENCE
↓
WEEK 14 — LISTEN TO UNDERSTAND
↓
WEEK 15 — COMMUNICATE TO WORK
The deeper Functional English trajectory is now:
LANGUAGE → CLARITY → COMMUNICATION → REASONING → DIALOGUE → PRESENTATION → LISTENING → PROFESSIONAL ACTION
Riaz Laghari, Visiting Lecturer in English, Area Study Center, Quaid-i-Azam University, Islamabad

