Functional English: Week 9 - Functional and Professional Writing

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 9 - Functional and Professional Writing

Writing to Get Things Done: From Intention to Action

1. Week 9 Overview

Central Question

How do we write English that does something in the real world?

Academic writing often asks students to:

explain, analyse, argue and discuss.

Functional and professional writing asks them to:

request, inform, persuade, complain, apply, record, instruct, report and coordinate.

This distinction is fundamental.

A professional email is not successful because it contains sophisticated vocabulary.

It is successful when the recipient can quickly understand:

• why you are writing;
• what you need;
• what action is required;
• when it is required;
• what information supports the request.

Therefore:

Professional writing is communication designed to produce an appropriate response or action.

2. Week 9 in the Course Progression

Students have already learned:

Week 2: correct sentences

↓

Week 4: precise vocabulary

↓

Week 5–6: understand and evaluate texts

↓

Week 7: summarise and paraphrase

↓

Week 8: construct coherent paragraphs

↓

Week 9: use those skills to communicate professionally

The focus now shifts from:

“Can I write correctly?”

to:

“Can I write appropriately for a real communicative purpose?”

3. Learning Outcomes

By the end of this three-hour session, students will be able to:

• identify the purpose and audience of professional communication;
• distinguish formal, semi-formal and informal communication;
• write effective professional emails;
• construct informative and useful subject lines;
• make clear requests;
• write applications and formal requests;
• write professional complaints;
• use appropriate tone in difficult communication;
• distinguish formal letters from emails;
• prepare notices and memos;
• record meetings accurately through minutes;
• produce concise short reports;
• organise information using headings and bullet points;
• maintain professional tone and etiquette;
• edit functional documents for clarity, accuracy and concision;
• convert informal digital messages into professional English.

PART I — WHAT IS FUNCTIONAL WRITING?

4. Functional Writing Has a Job

A functional document exists because something needs to happen.

Examples:

Document	Primary function
Email	communicate/action
Application	request consideration
Request letter	seek information/action
Complaint	report a problem and seek remedy
Notice	inform/instruct
Memo	communicate internally
Minutes	create an official record
Report	present findings/information

The essential question is:

What should the reader do, know or decide after reading this?

5. The Professional Writing Formula

Introduce the PURPOSE–AUDIENCE–ACTION model.

PURPOSE

Why am I writing?

AUDIENCE

Who am I writing to?

ACTION

What should happen as a result?

Then add:

TONE

How should I say it?

FORMAT

What form should the communication take?

Thus:

Purpose + Audience + Action + Tone + Format

6. Professional Writing Is Reader-Centred

Weak writer-centred communication:

I want to tell you about the problems I have been facing and I think that perhaps you could possibly look into this matter.

Reader-centred communication:

I am writing to request an extension until 15 September because of a documented delay in receiving the required data.

The second version is:

• direct;
• specific;
• actionable;
• respectful.

PART II — PROFESSIONAL EMAILS

7. The Anatomy of a Professional Email

A professional email normally contains:

Subject line

Salutation

Opening/purpose

Essential details

Request/action

Closing

Signature

Visual structure:

SUBJECT

↓

GREETING

↓

PURPOSE

↓

DETAILS

↓

ACTION/REQUEST

↓

CLOSING

↓

SIGNATURE

8. Subject Lines

The subject line is not decoration.

It helps the recipient decide:

What is this message about?

Weak

Important

Weak

Request

Better

Request for Extension of Assignment Deadline

Better

Application for Student Research Internship

Better

Meeting Rescheduled to 12 September

The principle:

A subject line should summarise the purpose of the email.

9. Greetings

Formal

Dear Professor Ahmed,

Dear Dr Khan,

Dear Sir/Madam,

Professional but less formal

Dear Ms Ali,

Dear Mr Hussain,

When the relationship is established

Hello Dr Khan,

Hello Sara,

Avoid:

Hey!

Hi bro,

Respected Sir!!!

Professional writing requires sensitivity to:

relationship + hierarchy + context + institutional culture.

10. Opening Sentences

Avoid:

I hope you are fine and doing well and everything is okay.

Unless there is a genuine reason for such a personal opening.

Prefer:

I am writing to request…

I am writing regarding…

I am writing to confirm…

I am writing to enquire about…

I am writing in response to…

The reader should understand the purpose quickly.

11. The “One Email, One Purpose” Principle

Weak email:

I want to ask about my assignment, attendance, scholarship, internship, examination and next semester's courses.

This creates cognitive overload.

Better:

one main purpose per email.

If multiple issues are genuinely connected:

organise them using numbered points or headings.

12. The CLEAR Email Model

Use a memorable framework:

C — Context

Why are you writing?

L — Lead with purpose

State the purpose early.

E — Essential information

Give only relevant details.

A — Action requested

Tell the reader what you need.

R — Respectful closing

End professionally.

13. Model Professional Email

Subject: Request for Extension of Assignment Deadline

Dear Dr Ahmed,

I am writing to request a two-day extension for the submission of my research assignment, which is currently due on 15 September.

A delay in receiving the required survey data has affected my ability to complete the analysis within the original deadline. I expect to receive the remaining data by 16 September and would therefore be able to submit the completed assignment by 17 September.

I would be grateful if you could consider this request.

Kind regards,

Ali Raza

BS Governance and Policy Studies

Semester I

14. Why This Email Works

It provides:

clear subject;

appropriate greeting;

immediate purpose;

relevant reason;

specific dates;

explicit request;

respectful tone;

professional closing.

It does not:

tell an unnecessary life story;

use exaggerated language;

demand action;

apologise repeatedly;

bury the request.

PART III — TONE

15. Tone Is Part of Meaning

Compare:

Aggressive

Send me my certificate immediately.

Passive/vague

I was just wondering if maybe you could possibly send my certificate sometime.

Professional

Could you please let me know when I can expect to receive my certificate?

Professional tone is generally:

clear + respectful + appropriately confident

16. Direct Does Not Mean Rude

Students sometimes believe professional English must be extremely indirect.

Not necessarily.

Weak

I humbly beg you to kindly consider, if possible, my small request.

Better

I would appreciate your consideration of my request.

Professional writing should avoid:

excessive flattery;

emotional exaggeration;

unnecessary apology;

threats;

sarcasm.

PART IV — INFORMAL TO PROFESSIONAL

Digital Communication Conversion Exercise

Informal

Sir I can't come tomorrow bcz I'm sick. Plz mark my leave. I'll send the work later. Thanks.

Professional

Subject: Leave Request for 10 September

Dear Sir,

I am unable to attend class tomorrow due to illness. I would therefore like to request leave for 10 September. I will complete the missed work and submit it as soon as possible.

Thank you for your consideration.

Kind regards,

Ahmed

17. What Changed?

Informal	Professional
Sir	Dear Sir
bcz	because
Plz	please
can't come	am unable to attend
mark my leave	request leave
work later	complete and submit the missed work
Thanks	Thank you for your consideration

But professional writing is not merely:

expanding abbreviations.

It also changes:

• structure;
• tone;
• precision;
• politeness;
• clarity.

PART V — APPLICATIONS

18. What Is an Application?

An application is a formal document through which someone seeks:

• admission;
• employment;
• leave;
• permission;
• funding;
• an internship;
• a scholarship;
• a position;
• a service.

The basic question is:

What are you applying for, and why should the reader consider your application?

19. Application Structure

1. Purpose

State what you are applying for.

2. Relevant background

Give the information that establishes suitability.

3. Evidence

Mention relevant:

qualifications;

experience;

skills;

achievements.

4. Motivation

Explain why the opportunity matters.

5. Closing

Request consideration and provide contact details if appropriate.

20. Application Opening

Weak:

I am a very hardworking and intelligent student and I want this opportunity because it is very important for my future.

Better:

I am writing to apply for the Student Research Internship advertised by the Department of Governance and Policy Studies. As a third-semester student with experience in policy research and data analysis, I believe the internship would provide an opportunity to develop these skills in a professional setting.

The second version gives:

purpose + evidence + relevance

PART VI — REQUESTS

21. Making an Effective Request

A professional request should answer:

What do you need?

Why do you need it?

When do you need it?

What action should the recipient take?

Weak

Please help me with my problem.

Better

Could you please provide the attendance record for Semester II by Friday so that I can complete my scholarship application?

Specificity improves response.

22. Useful Request Expressions

Neutral

Could you please…?

Polite

I would appreciate it if you could…

Formal

I would be grateful if you could…

Information

Could you please confirm…?

Permission

May I request permission to…?

Follow-up

I would appreciate an update regarding…

PART VII — COMPLAINTS

23. A Complaint Is Not an Emotional Outburst

Students often confuse:

complaining

with:

writing a professional complaint.

A professional complaint documents a problem and seeks an appropriate remedy.

24. Complaint Structure

Situation → Problem → Evidence → Impact → Requested Remedy

Example:

I am writing regarding an incorrect charge on my student account. The fee statement issued on 8 September includes a laboratory charge that does not appear in my approved course registration. I have attached the relevant registration record for reference. I would appreciate it if the charge could be reviewed and corrected.

Notice:

fact rather than anger.

25. Avoid Aggressive Complaint Language

Poor

Your staff are completely incompetent and nobody knows what they are doing.

Professional

I have experienced repeated delays in receiving the requested documents and would appreciate clarification regarding the cause of the delay and the expected resolution date.

The second version is more powerful because it is:

specific + evidence-based + actionable.

PART VIII — FORMAL LETTERS

26. When to Use a Formal Letter

A formal letter may be used when:

• institutional procedure requires it;
• the communication is especially formal;
• a permanent written record is needed;
• communicating with an external organisation;
• applying for certain positions or services.

27. Basic Formal Letter Format

Sender's address/contact

Date

Recipient's name/designation

Organisation

Address

Subject: Request for…

Dear Sir/Madam / Dear Dr…

Opening

Purpose.

Body

Details and supporting information.

Action

Request/response required.

Closing

Yours faithfully/sincerely,

or, depending on convention:

Yours faithfully,

Name

Contact information

PART IX — NOTICE WRITING

28. What Is a Notice?

A notice provides important information to a defined audience, usually briefly.

It answers:

What? Who? When? Where? What action?

29. Model Notice

NOTICE

Student Orientation Session

All newly admitted students are informed that the orientation session will be held on 12 September 2026 at 10:00 a.m. in the Main Auditorium.

Students are requested to arrive by 9:45 a.m. and bring their admission documents.

Student Affairs Office

8 September 2026

30. Notice Writing Principle

A notice should be:

visible + brief + specific + actionable

Do not write a notice like an essay.

PART X — MEMOS

31. What Is a Memo?

A memo, or memorandum, is generally used for:

internal organisational communication.

It may announce:

a policy;

a meeting;

a deadline;

a procedure;

an operational change.

32. Basic Memo Format

MEMORANDUM

To:

From:

Date:

Subject:

Purpose

Why is the memo being issued?

Information

What has changed or what needs to be known?

Action

What should recipients do?

33. Model Memo

MEMORANDUM

To: All Departmental Coordinators

From: Office of Academic Affairs

Date: 8 September 2026

Subject: Submission of Mid-Semester Assessment Records

All departmental coordinators are requested to submit mid-semester assessment records by 15 September 2026.

The records should include attendance, marks and evidence of continuous assessment. Please submit the completed records through the designated academic portal.

Office of Academic Affairs

PART XI — MEETING MINUTES

34. What Are Minutes?

Minutes are:

an official written record of what occurred during a meeting.

They are not:

a transcript of every word spoken.

Good minutes record:

• date;
• time;
• venue;
• participants;
• agenda;
• key discussion points;
• decisions;
• actions;
• responsible persons;
• deadlines.

35. Minutes Structure

Minutes of the Departmental Meeting

Date: 8 September 2026

Time: 11:00 a.m.

Venue: Conference Room

Chair: Dr Raja Qaiser Ahmed

Members present: …

Agenda 1: Student Attendance

The committee reviewed attendance concerns in Semester III.

Decision

The committee agreed to introduce weekly attendance monitoring.

Action

Responsibility: Program Coordinator

Deadline: 20 September 2026

36. Minutes: Record Decisions, Not Conversation

Weak:

Dr Ahmed said that attendance was a problem. Ms Ali said she agreed. Mr Khan said students should attend. Then everyone discussed attendance for a long time.

Better:

The committee discussed declining attendance and agreed to introduce weekly monitoring from September.

Minutes should be:

concise + objective + accurate.

PART XII — SHORT REPORTS

37. What Is a Short Report?

A report presents:

organised information, findings, analysis and, where appropriate, recommendations.

A report is generally more structured than an ordinary paragraph or email.

38. Basic Short Report Structure

Title

Purpose / Introduction

Findings

Discussion

Conclusion

Recommendations

Not every short report requires all sections, but this structure is highly useful.

39. Model Short Report

Report on Student Use of the University Library

1. Purpose

This report examines patterns of library use among undergraduate students.

2. Findings

A brief student survey identified three major concerns:

limited evening opening hours;

insufficient individual study spaces;

inadequate access to some digital resources.

3. Conclusion

The findings suggest that students value the library but experience practical limitations that may reduce its usefulness.

4. Recommendations

It is recommended that the university:

extend evening opening hours during examination periods;

increase individual study spaces;

expand access to digital academic resources.

PART XIII — THE PROFESSIONAL WRITING MATRIX

Document	Audience	Purpose	Typical tone	Main requirement
Email	Individual/group	communicate/action	professional	clarity
Application	institution/employer	seek opportunity	formal/persuasive	relevance
Request	authority/service provider	obtain action	polite/direct	specificity
Complaint	organisation	seek remedy	firm/respectful	evidence
Letter	external/formal audience	communicate formally	formal	structure
Notice	defined public audience	inform	concise	visibility
Memo	internal staff	inform/instruct	direct	action
Minutes	organisation	record	objective	accuracy
Report	decision-maker	inform/analyse	formal	organisation

PART XIV — ONE MESSAGE, DIFFERENT FORMATS

This is a powerful classroom activity.

Situation

The university library will close at 6:00 p.m. instead of 9:00 p.m. for one week because of maintenance.

Ask students to communicate the same information as:

an email;

a notice;

a memo;

a short announcement.

The information remains the same.

But:

audience + purpose + format

change the writing.

PART XV — PROFESSIONAL REGISTER

40. Formality Exists on a Continuum

Informal

Can you send me the file?

Neutral professional

Could you please send me the file?

More formal

I would appreciate it if you could send me the requested document.

The best choice depends on:

relationship;

institutional context;

purpose;

urgency.

41. Avoid “Artificial Formality”

Students sometimes think professional writing means difficult vocabulary.

Weak:

I am writing this epistle with the profoundest humility to solicit your benevolent consideration.

Better:

I am writing to request your consideration of my application.

Professional English values:

clarity over ornament.

PART XVI — THE “5 Cs” OF PROFESSIONAL WRITING

A professional document should be:

1. Clear

The reader understands immediately.

2. Concise

No unnecessary words.

3. Complete

Necessary information is included.

4. Correct

Grammar, spelling and facts are accurate.

5. Courteous

The tone respects the reader.

A sixth C is especially valuable:

6. Concrete

Use specific dates, names, amounts and actions where appropriate.

PART XVII — EDITING PROFESSIONAL WRITING

Before sending, ask:

Purpose

Why am I writing?

Reader

Who will read this?

Action

What should they do?

Clarity

Can they understand it quickly?

Tone

Is it appropriately respectful and confident?

Accuracy

Are dates, names and facts correct?

Concision

Can anything unnecessary be removed?

Format

Is this the appropriate document type?

PART XVIII — FUNCTIONAL ENGLISH LAB

Professional Communication Simulation

Divide the class into groups.

Scenario

A university has changed the examination timetable.

Student A — Academic Office

Write a memo to department coordinators.

Student B — Department Coordinator

Write an email to students.

Student C — Student Representative

Write a request asking for clarification.

Student D — Student

Write a formal complaint about a scheduling conflict.

Student E — Administration

Prepare a notice for the department noticeboard.

Students then compare:

Same situation.

Different audiences.

Different purposes.

Different documents.

PART XIX — 15-MINUTE EMAIL CHALLENGE

Students receive:

You have been selected for a university workshop, but you cannot attend because you have an examination at the same time. Write to the organiser requesting an alternative arrangement.

Requirements

• subject line;
• appropriate greeting;
• purpose in first paragraph;
• reason;
• specific request;
• professional closing;
• 100–120 words.

PART XX — PEER REVIEW

Partner evaluates:

Criterion	Yes/No
Clear subject line
Purpose immediately apparent
Appropriate greeting
Relevant details only
Specific request
Professional tone
Correct grammar
Appropriate closing
No unnecessary repetition

PART XXI — COMMON ERRORS IN PROFESSIONAL WRITING

1. No subject line

Important information is hidden from the recipient.

2. Unclear purpose

The reader must guess why the writer contacted them.

3. Excessive background

The request is buried under unnecessary explanation.

4. Emotional language

Anger replaces evidence.

5. Excessive politeness

The actual request disappears.

6. Text-message language

“Plz send ASAP.”

7. No action requested

The reader finishes the message thinking:

“What am I supposed to do?”

8. Vague deadlines

“Please send it soon.”

Better:

“Please send it by 15 September.”

9. Missing attachments

“Please find attached…” when nothing is attached.

10. No proofreading

Professional documents create an impression of the writer.

PART XXII — DIGITAL ETIQUETTE

Professional digital communication requires additional awareness.

Before sending:

• verify the recipient;
• check attachments;
• check links;
• use an appropriate subject;
• proofread;
• consider whether everyone needs to be copied;
• avoid sending emotionally charged messages immediately;
• use professional filenames.

Instead of:

final.docx

Prefer:

Ali_Raza_Research_Proposal_September_2026.docx

PART XXIII — AI AND PROFESSIONAL WRITING

AI tools can help students:

correct grammar;

improve clarity;

adjust tone;

identify repetition;

suggest alternative subject lines;

convert informal language into professional language;

check whether a document is complete.

But students must not outsource:

responsibility.

Before sending AI-assisted communication, verify:

FACTS

Are all details correct?

TONE

Does it sound appropriate for this recipient?

INTENTION

Does it actually say what I mean?

PRIVACY

Have I exposed confidential or personal information unnecessarily?

HUMAN JUDGEMENT

Would I be comfortable sending this document under my own name?

A particularly important rule:

Never send AI-generated professional communication without reading it yourself.

PART XXIV — THREE-HOUR TEACHING PLAN

Time	Component	Focus
0–10 min	Retrieval	Week 8: paragraph structure
10–20 min	Mini-lecture	Functional vs academic writing
20–35 min	Lecture	Purpose, audience, action and tone
35–55 min	Lecture + examples	Professional emails
55–70 min	Practice	Informal → professional conversion
70–80 min	Practice	Subject lines and requests
80–90 min	Break	—
90–105 min	Lecture	Applications, requests and complaints
105–120 min	Practice	Complaint/request writing
120–135 min	Lecture	Notices and memos
135–150 min	Lecture	Minutes and short reports
150–175 min	Functional Lab	Multi-format professional communication
175–180 min	Exit ticket	Five-question retrieval

PART XXV — EXIT TICKET

1. What is the primary purpose of functional writing?

To communicate information or achieve a practical action or outcome.

2. What three questions should guide professional communication?

Why am I writing? Who am I writing to? What action or response do I need?

3. What makes a professional email effective?

A clear subject, immediate purpose, relevant information, specific action/request and appropriate tone.

4. What is the difference between a notice and a memo?

A notice generally communicates information to a defined public/group audience, while a memo is typically used for internal organisational communication.

5. What is the purpose of meeting minutes?

To create an accurate, concise record of key discussions, decisions and actions.

PART XXVI — HOMEWORK

Functional Writing Portfolio — Week 9

Students must produce five authentic professional documents.

1. Professional Email

Write an email requesting an academic meeting.

100–150 words

2. Formal Application

Apply for a hypothetical internship or university opportunity.

200–250 words

3. Complaint

Write a professional complaint about a university service.

150–200 words

4. Meeting Minutes

Create minutes from a simulated 15-minute group discussion.

250–300 words

5. Short Report

Write a report on:

Student Use of Digital Learning Resources

300–400 words

PART XXVII — WEEK 9 SKILLS CHECKLIST

Students should now be able to:

☐ identify purpose and audience;

☐ distinguish formal and informal communication;

☐ write informative subject lines;

☐ write professional emails;

☐ make specific requests;

☐ write formal applications;

☐ write evidence-based complaints;

☐ use professional tone;

☐ write formal letters;

☐ prepare notices;

☐ write internal memos;

☐ record meeting minutes;

☐ prepare short reports;

☐ use headings and bullet points effectively;

☐ provide specific dates and actions;

☐ edit professional documents;

☐ convert informal messages into professional English;

☐ use AI responsibly for professional writing.

WEEK 9 — CORE TAKEAWAYS

1. Functional writing exists to accomplish something in the real world.
2. Professional writing begins with purpose, audience and intended action—not vocabulary.
3. The strongest professional communication is usually clear, concise, complete, correct and courteous.
4. A professional email should make its purpose visible immediately.
5. Specific requests produce better responses than vague requests.
6. A professional complaint describes the problem, provides relevant evidence and requests an appropriate remedy.
7. Notices inform; memos coordinate; minutes record; reports inform and analyse.
8. Professional tone is neither aggressive nor excessively submissive: it is respectful, direct and appropriately confident.
9. Professional writing should be reader-centred.
10. The quality of functional writing is measured not by how sophisticated it sounds but by how effectively it achieves its purpose.

WEEK 9 COURSEPACK PRINCIPLE

Professional writing is not writing to impress the reader; it is writing to help the reader understand, decide or act.

The conceptual progression is now:

WEEK 7 — Understand and compress information

↓

WEEK 8 — Organise and develop ideas

↓

WEEK 9 — Use those ideas to accomplish real-world purposes

Or:

UNDERSTAND → ORGANISE → COMMUNICATE → ACT

Riaz Laghari, Visiting Lecturer in English,  Area Study Center, Quaid-i-Azam University, Islamabad