How to Write a Professional Email as a Nigerian Student

Email is the first impression you make on people who can approve, reject or forget you: lecturers, SIWES supervisors, scholarship officers, HR staff. A clear email is not about big words. It is about making it easy for a busy person to help you.

The Five Parts of a Working Email

1. A subject line that explains the request — not "Hello" or "Urgent".
2. A proper greeting — "Dear Dr Adebayo," or "Dear Sir/Madam," when you truly do not know the name.
3. Who you are in one line — name, course, level, matric number where relevant.
4. The request in two or three sentences — one clear ask.
5. A polite close with your full contact details.

Fix Your Email Address First

An address like chairman_baddo_2004@… will cost you interviews. Create a simple one: firstname.lastname@gmail.com, adding a number only if necessary. Use the same address on your CV, LinkedIn and applications so people can find your earlier messages.

Subject Lines That Get Opened

Weak	Better
Urgent!!!	Request for missing CHM201 test score — Matric 19/1234
Hello sir	Permission to submit ECO305 assignment late (medical)
Application	Application for SIWES placement — Computer Science, 300 level
Scholarship	Follow-up on scholarship application submitted 12 August

A specific subject line tells the reader what decision they are being asked to make before they open the message.

Template: Emailing a Lecturer

Subject: Request for clarification on ECO305 assignment — Matric 19/1234

Dear Dr Adebayo,

My name is Amaka Obi, a 300 level Economics student (matric number 19/1234) in your ECO305 class.

I would like to confirm whether the assignment requires two case studies or one, as the outline and the class announcement appear to differ. I want to be sure I follow the correct instruction before Friday's submission.

Thank you for your time.

Regards, Amaka Obi 300 Level, Economics — 0801 234 5678

Template: Asking for a SIWES Placement

Subject: SIWES industrial training placement request — Computer Science, 300 level

Dear Sir/Madam,

My name is Musa Bello, a 300 level Computer Science student at [University]. I am seeking a six-month SIWES industrial training placement between [start month] and [end month].

I have practical experience with HTML, CSS and basic JavaScript, and I have built two small web projects for student groups. I am willing to support your team on any task where a trainee can be useful.

My CV and my school's introduction letter are attached. I would be glad to provide any further document your organisation requires.

Thank you for considering my request.

Regards, Musa Bello 0802 345 6789 | musa.bello@gmail.com

Template: Following Up Without Sounding Desperate

Wait five to seven working days, then send one short message in the same thread:

Dear Sir/Madam,

I am following up on my SIWES placement request sent on 2 September. I remain very interested and I am available to start on [date]. Please let me know if any additional document is required.

Thank you.

One follow-up is professional. Four is pressure, and it works against you.

Things to Remove From Your Emails

• "Pls", "u", "abeg", "asap!!!" and other chat shortcuts
• Multiple exclamation marks and full capital letters
• Long stories before the request
• Attachments named document1.pdf — use Musa_Bello_CV.pdf
• Requests with no deadline, no course code and no identification

Small Details That Show Seriousness

• Attach the file before writing "please find attached".
• Use PDF unless another format is requested, so your layout does not shift.
• Reply inside the existing thread instead of starting a new one.
• Send during working hours when you can; a 2:30am email is easy to lose.
• Read the email once aloud before sending. You will catch most errors.

When You Are Asking for a Favour

Lecturers and professionals receive many requests. Make yours easy to approve:

• Say exactly what you need and by when.
• Say what you have already done yourself.
• Offer a specific option: "If a signed copy is easier, I can come to your office on Tuesday between 10am and 12pm."

Final Checklist

Before you press send, confirm your subject line explains the request, your name and identification appear early, there is only one clear ask, the attachment is present and properly named, your grammar is clean, and your phone number is at the bottom.

Which email have you been postponing — a lecturer, a supervisor or an employer — and what is the single clear request you need to make?