Professional English Class - Christian K.
BIAYA – UPC – 2025 - 2026
Chapter 3:
Professional Written Communication
Mastering Emails & Formal Letters in English
(Course taught at the Université Protestante au Congo – UPC, Faculty of Computer Science, L4
Informatique)
GOOD TO KNOW — BEFORE WE START
Before entering the professional world, people will often “meet” you through your emails. Your
message can show that you are serious, organized, and ready for responsibilities… or it can give the
opposite impression. Many students are excellent in technical skills but lose opportunities simply
because they do not know how to write a clear and polite email.
Writing a professional email is similar to writing clean code. Your message must be easy to read,
well-structured, and free of confusion. When an email is not clear, people hesitate, misunderstand,
or sometimes do not reply at all. But a well-written message builds trust, shows respect, and helps
you stand out — even before a face-to-face conversation.
This is why today’s lesson is important. Learning how to write professional emails will help you get
answers faster, communicate better with teachers and supervisors, and increase your chances of
receiving internships, jobs, and opportunities. From now on, your words will represent you — so let’s
learn how to make them work in your favor.
3.1. Introduction: Why Professional Writing Matters
Emails are the primary tool for communication in academic and professional environments. A good
email is clear, polite, structured, and concise.
Mastering this skill will help you during:
Internships and professional placements
Communication with professors and supervisors
Job applications- teamwork and collaborations
Communication with companies and institution
Professional English Class - Christian K. BIAYA – UPC – 2025 - 2026
3.2. Structure of a Professional Email
A well-written email has 7 parts:
1. Subject line
2. Greeting
3. Opening sentence
4. Body
5. Closing sentence
6. Sign-off
7. Signature
3.2.1 SUBJECT LINE
Good examples:
Request for Information – Final Exam Schedule
Submission of Assignment – Operating Systems
Bad examples:
Hi
Question
Urgent!!!
3.2.2 GREETING
Formal:
Dear Professor,
Dear Sir,
Semi-formal:
Hello Team
To avoid:
Hey-
Hi guys
3.2.3 OPENING SENTENCE
Examples:
I hope this email finds you well.
Thank you for your message.
3.2.4 BODY (MAIN MESSAGE)
Keep it short, clear, organized, and direct.
Example:
“I am writing to request information about the final exam schedule...”
Professional English Class - Christian K. BIAYA – UPC – 2025 - 2026
3.2.5 CLOSING SENTENCE
Examples:
Thank you in advance for your assistance.
I look forward to your reply.
3.2.6 SIGN-OFF
Examples:
Kind regards,
Best regards,
3.2.7 SIGNATURE
Example:
[Your Name]
L4 Computer Science – UPC
Université Protestante au Congo
3.3. Useful Vocabulary
To request information:
Could you please provide…?
To follow up:
I am following up on my previous email…
3. 4. Model Email Examples
Example 1 — Requesting Information
Subject: Request for Information – Exam Schedule
Dear Sir,
I am writing to request information about the exam schedule...
Kind regards,
[Name]
Example 2 — Follow-up Email
Subject: Follow-up on My Previous Message
Dear Madam,
I am following up on my previous email...
Best regards,
[Name]
Professional English Class - Christian K. BIAYA – UPC – 2025 - 2026
Example 3 — Sending Attachments
Subject: Submission of Requested Documents
Dear Sir,
Please find attached the documents...
Sincerely,
[Name]
Example 4 — Requesting a Meeting
Subject: Meeting Request – Project Progress
Dear Professor,
I am writing to request a meeting...
Kind regards,
[Name]
Example 5 — Submitting an Assignment
Subject: Submission of Assignment – Operating Systems
Dear Madam,
As requested, I am submitting my assignment...
Sincerely,
[Name]
3.5. Classroom Activity — Write & Swap
Students write emails, exchange, correct, and present.
3.6. Practical Exercises
Fill in the blanks, rewrite informal emails, write a full professional email.
3.7. Mini Quiz
Short quiz to review understanding.
3.8. Language Tips
Keep emails short and clear
Avoid emojis
Proofread before sendin