英文邮件礼仪:向教授请教学术问题


英文邮件礼仪:向教授请教学术问题

 

邮件主题

邮件主题(subject)不需要写自己的名字。名字是在邮件系统设置里设定好的,在发件时会替换显示实际地址,所以无需在主题里再写一遍。

[关键内容是要在主题里就写明白是否有推荐人,以及主要是什么事。很多教授只看主题。]

 

一个好的标题,要能简洁地概括邮件的目的或内容。如果你对教授的某个研究项目感兴趣,就可以用这个研究方向作标题,例如"Deformation and fracture of hexagonal close-packed metals"或者"Fabrication of semiconductor through chemical vapor deposition"等等。然后在邮件的正文里,可以谈谈你对这个方向如何感兴趣,你有什么相关的学术背景,还有你对这个研究领域的任何见解。

 

如果你对教授的某一篇文章很感兴趣,并且你的邮件正文里要谈到这篇文章,那么用这篇文章的标题作为邮件的标题也是个不错的主意。如果文章的标题过长,可以把它压缩 一下。

 

此外,还有人喜欢用一种开门见山式的标题,比如"Inquiry into graduate admission of fall 2011"。这种标题我本人没有尝试过,不知道效果如何,有兴趣的同学可以自己去尝试。最后,我想说的是,套磁信的标题并没有一定之规。大家不要拘泥于我 上面提到的这几种,一定要勇于创新。

 

在主题中包含course number ,"Question about 3009 assignment" 或者"question about English 2011 essay."听起来很真实,而"a question"看起来像垃圾邮件。"Question about English assignment" or "question about assignment," without identifying the class you're in, may leave your professor with the chore of figuring that out. For someone teaching large lecture classes, that might mean reading through hundreds of names on rosters. But even for a professor with smaller classes, it's a drag to get an e-mail that merely says "I'm in your English class and need the assignment." All your English professor's classes are English classes; she or he still needs to know which one is yours.

 

   

 

称呼

 

Salutations matter. The safest way to start is with "Dear Professor So and So" (using their last name). That way you won't be getting into the issue of whether the prof has a Ph.D. or not, and you won't seem sexist when you address your female-professor as "Ms." or, worse yet, "Mrs. This and That."

称呼很重要。最安全的开头方式是用"亲爱的×××教授"(×××是姓)。这样的话你就不会再考虑这个教授是不是个博士或其他,并且当你称呼你的女教授"Ms"或者"Mrs."也不会显得像是个性别歧视者。其他的方式都是错误的。(例如Prof.、Hello、全名云云)

 

Choose an appropriate greeting. "Hi/Hello Professor [Blank]" is always appropriate. Substitute "Dear" and you've ended up writing a letter; leave out "Hi" and your tone is too brusque(无礼).

 

   

 

开篇介绍自己,表明意图

 

一般开头简单介绍下自己,表明你对他的研究感兴趣,对作者的结果给予一定的肯定。

 

然后,如果是你主动写电子邮件给别人的话,那就以你写此邮件的目的开头。例如,"I am writing to enquire about …"或是"I am writing in reference to …"在电子邮件开头澄清你的来意非常重要,这样才能更好的引出邮件的主要内容。

正文的第一句话必然是介绍自己。这句话必然要遵循这个格式:My name is *** (全名),and I am … 例如: My name is Jeremy Bentham, and I am a graduate student at the Queen's College, Oxford.

 

正文的第二句话必然要解释自己是如何知道对方的。分三种情况:有人推荐;无人推荐;两人原本相识,但很久没有联系。[这句话挺重要的,因为它要在你和这个陌路教授之间建立第一道关联。有人推荐当然最好,比如这个教授的同事某某某推荐你去找她,因为某某原因,那么把这个环节表述清楚即可。如果无人推荐(更常见的情况),一定要说清楚原因,例如刚刚看了人家的一篇新作云云(你要确实看过才能这么说),不然人家可能就不往下读了。

 

   

 

提出问题或请求

 

清楚简洁是最好的。你的教授每天会收到 25-30 封邮件,所以如果你的问题很简洁明了那是最好的(一般把问题一条条列出来比较好) 。如果你不能快速直达主题,对方就会在读你邮件的半途上对它失去兴趣。因此,迅速切入主题。

 

这个部分遵循的法则叫做"消极的礼貌"(negative politeness)。常用的策略有:主动提及对方非常非常忙碌,可能没有时间满足自己的请求(也就是给对方一个台阶);多用if句;多用过去时态。

 

[这是最最重要的两个原则之一。谈谈消极礼貌]

 

1. 多用I was wondering if(一定要用was,而不是I wonder或I am wondering)。

 

[打交道多了,可以不必拘泥于此。例如也可以说I wondered... 甚至shall we... 如果是自己的导师,或者工作往来很密切的教授,一天到晚说"I was wondering if",过分礼貌,其实也挺奇怪的。]

 

    多用would it be possible,以便从语法上规避直接牵涉到"人",这样可以减轻对方的压力。例如:(隐含的意思在括号里,但不可明写出来)

 

  Would it be possible (for you) to arrange an appointment (for me) some time?

 

2. 避免使用I want和I would like,实在要用,就用I would love。最坏最坏,也要用I wanted代替。

 

    避免使用"please",因为"please"暗含了自己的期望,给对方压力,是不礼貌的表达。

 

提出请求后,一定要论证自己的请求是合理的。

 

  [这是最最重要的两个原则之二。]

 

    常用的方法是:展示自己已经做了大量的前期工作,实在是迫不得已,无路可走了,才来求人。或者,要表明自己对对方的工作了如指掌,而请求正是建立在这种了解之上的。

 

Ask politely. "Could you e-mail me the page numbers for the next reading? Thanks!" is a lot better than "I need the assignment."

 

"What great news! I'd be thrilled to meet with you 。。。"

"Would it be convenient to 。。。"

"Yes, it would certainly be fine to 。。。"

"Would you prefer to 。。。"

"I look forward to it with great pleasure and thank you for your efforts and time."

"Thank you for the very kind XXXX. I was touched by your thoughtfulness, and assure you that it was wholly my pleasure to xxxx. I'm delighted to know that 。。。。

"Thanks for all of your effort and service to xxxx. It's been a pleasure to work with you and I'm looking forward to the results of your xxxx"

" I hope you had a very good Spring break in spite of this much appreciated work that you've done for...."

"I'm looking forward with great pleasure to working with you on xxxx"

" I hope this email finds you well..."

" We're honored and grateful for your support ..... and eagerly look forward to your thoughts ....."

 

   

 

   

 

结束语

 

在你结束邮件之前,再次感谢收信人并加上些礼貌语结尾。

 

你可以"Thank you for your patience and cooperation."或"Thank you for your consideration."

 

开始接着写,"If you have any questions or concerns, don't hesitate to let me know." 及"I look forward to hearing from you."

结尾必然要感谢。最正式的表达是: Thank you, and I look forward to hearing from you. 

 

在邮件开头表示感谢一般是表示对对方过去付出的感谢,而在邮件结尾处表示感谢是对将来的帮助表示感谢。事先表示感谢,能让对方在行动时更主动更乐意。

Thank you for your kind cooperation.如果你需要读者帮助你做某事,那就先得表示感谢。

Thank you for your attention to this matter.与以上的类似,本句包含了你对对方将来可能的帮助表示感谢。

Thank you for your understanding.如果你写到任何会对读者产生负面影响的内容那就使用这句句子吧。

Thank you for your consideration.如果您是在寻求机会或是福利,例如你在求职的话,就用这封邮件结尾。

Thank you again for everything you've done.这句句子可以用在结尾,和以上有所不同。如果你在邮件开头已经谢过了读者,你就可以使用这句话,但是因为他们的帮助,你可以着重再次感谢你们的付出。

 

   

 

礼节问候和签名

 

Signoffs and signatures count. Always end by thanking the professor for his or her time, and closing with "Best wishes" or "Regards" (or some other relatively formal, but friendly, closing). And always sign with your (entire) real name, not some wacky nickname like Ry-Ry or Biff.

最后的签名很重要。每封邮件最后都要感谢教授抽出时间来帮助你,并以"Best Wishes、Regards"来结尾。(或者其他相关的正式语,但是要用友好的语气。)然后签上你的全名,而不是什么昵称,就像Ry-Ry 或者 Biff。

 

落款之后的正式礼节问候是:Sincerely; Best wishes; Best regards。其他的都不甚正式。

 

最后是写上合适的结尾并附上你的名字。"Best regards," "Sincerely,"及"Thank you,"都很规范化。

 

最好不要用"Best wishes,"或"Cheers,"类的词因为这些词都常用在非正式的私人邮件中。

 

[熟了之后就可以多姿多彩了,例如可以写:Best, Cheers, Regards, See you soon, Nice weekend, 云云。或者学我们一个心理测量学家,写:Make sense. 不过,最常用也最百搭的一个或许是:Thanks. 尽管你可能根本没有提出请求,也可以用这个,谢什么呢?——谢谢对方花时间读了你的邮件。]

 

问候方式有:

"Best wishes"

"With very best wishes"

"With all best wishes"

"With warm regards"

"With thanks and best regards"

"with very best wishes and much gratitude" (gratitude....-_,-)

"Best regards for a great weekend"

"With warm regards for a sunny and relaxing break"

"I hope you're all enjoying an excellent break"

"I'm grateful for you all, and wish you and yours a very happy Thanksgiving."

 

   

 

务必回信   

 

  Always acknowledge. If your professor deigns to answer—or send you the handout or reference that you asked for—be sure to tell him or her that you got it. That way he or she will think kindly of you next time they see you in class.

  必须要告知教授已收到邮件。如果你的教授屈尊给你回答或者发送你需要的资料,一定要告诉他你已经收到了。这样,下次在课堂上看到你的时候,他们就会觉得你是个不错的学生。

 

  感谢读者是邮件开场白的好办法。感谢您的读者能让对方感到高兴,特别是之后你有事相求的情况下会很有帮助。

 

  Thank you very much for your explanation. It was great help.

  Thank you for your prompt reply.当一个客户或是同事很快就回复了你的邮件,一定记得要感谢他们。如果回复并不及时,只要将"prompt"除去即可,你还可以说,"Thank you for getting back to me."

  Thank you for providing the requested information.如果你询问某人一些信息,他们花了点时间才发送给你,那就用这句句子表示你仍然对他们的付出表示感激。

 

  Thank you for all your assistance.如果有人给了你特别的帮助,那一定要感谢他们!如果你想对他们表示特别的感激,就用这个句子,"I truly appreciate … your help in resolving the problem."Thank you raising your concerns.

 

  Thank you for contacting us.如果有人写信来询问公司的服务,就可以使用这句句子开头。向他们对公司的兴趣表示感谢。

  就算某个客户或是经理写邮件给你对你的工作提出了一定的质疑,你还是要感谢他们。这样你能表现出你对他们的认真态度表示尊重及感激。同时,你也可以使用,"Thank you for your feedback."

 

When you get a reply, say thanks. Just hit Reply and say "Thanks," or a little bit more if that's appropriate. The old subject line (which will now have a "Re:" in front) will make the context clear. I don't think that you need to include a greeting with a short reply, at least not if you refer to your professor in your reply. And you don't need to identify yourself by course number and meeting time again.

 

When you reply, you should delete almost everything of your professor's reply (quoting everything is rarely appropriate in e-mail). Leave just enough to make the original context clear.[这条大家可以探讨一下]

 

 

So what would a good e-mail to a professor look like?

Example

Hi Professor Leddy,

I'm working on my essay on William Carlos Williams and I'm not sure what to make of the last stanza of "Spring and All." I'm stuck trying to figure out what "It" is. Do you have a suggestion? Thanks!

Maggie Simpson

Eng 3703, MWF 10:00

And a subsequent note of thanks:

> "It" is most likely spring, or life itself. But have you

> looked up "quicken"? That'll probably make

> "It" much clearer.

It sure did. Thanks for your help, Professor.

Maggie Simpson

 

   

 

拒信

 

本来是觉得你不行,想拒绝你吧, 但那还不能直说。先把该感谢你的地方感谢了;紧接着扯一大堆廉价的赞美,把你夸得喜滋滋乐呵呵;再来个Unfortunately或者However一转 折,下面就是坏消息了;说完坏消息还没完,还要来个祝你好运之类的。

 

  (第一部分,感谢)"亲爱的某某某教授,感谢您之前花时间看我的材料和给我写信,尤其感谢您给的offer。"

 

  (第二部分,赞美)"XXX学校很不错。更重要的是,您的关于XXX的研究很牛,能有机会跟您做研究,是我的荣幸。"

 

  (第三部分,正事)"However,我已经有了另一个学校的offer,而且由于XXX原因,我觉得那儿更适合我。所以很抱歉,不能去您那儿了。"

 

  (第四部分,祝福)"再次感谢您的offer,祝您今年能找到称心如意的好学生。"

 

   

 

十种场合的表达

1. Greeting message 祝福

Hope you have a good trip back. 祝旅途愉快。

How are you? 你好吗?

How is the project going? 项目进行顺利吗?

2. Initiate a meeting 发起会议

I suggest we have a call tonight at 9:30pm (China Time) with you and Brown. Please let me know if the time is okay for you and Ben.

我建议我们今晚九点半和Brown小聚一下,你和Ben有没有空?

I would like to hold a meeting in the afternoon about our development planning for the project A.

今天下午我建议我们就A项目的发展计划开会讨论一下。

We'd like to have the meeting on Thu Oct 30. Same time.

十月三十号(周四),老时间,开会。

Let's make a meeting next Monday at 5:30 PM SLC time.

下周一盐湖城时区下午五点半开会。

I want to talk to you over the phone regarding issues about report development and the XXX project.

我想跟你电话讨论下报告进展和XXX项目的情况。

3. Seeking for more information/feedbacks/suggestions 咨询信息/反馈/建议

Should you have any problem accessing the folders, please let me know.

如果存取文件有任何问题请和我联系。

Thank you and look forward to having your opinion on the estimation and schedule.

谢谢你,希望能听到更多你对评估和日程计划的建议。

Look forward to your feedbacks and suggestions soon.

期待您的反馈建议!

What is your opinion on the schedule and next steps we proposed?

你对计划方面有什么想法?下一步我们应该怎么做?

What do you think about this?

这个你怎么想?

Feel free to give your comments.

请随意提出您的建议。

Any question, please don't hesitate to let me know.

有任何问题,欢迎和我们联系。

Any question, please let me know.

有任何问题,欢迎和我们联系。

Please contact me if you have any questions.

有任何问题,欢迎和我们联系。

Please let me know if you have any question on this.

有任何问题,欢迎和我联系。

Your comments and suggestions are welcome!

欢迎您的评论和建议!

Please let me know what you think?

欢迎您的评论和建议!

Do you have any idea about this?

对于这个您有什么建议吗?

It would be nice if you could provide a bit more information on the user's behavior.

您若是能够就用户行为方面提供更多的信息就太感激了!

At your convenience, I would really appreciate you looking into this matter/issue.

如果可以,我希望你能负责这件事情。

4. Give feedback 意见反馈

Please see comments below.

请看下面的评论。

My answers are in blue below.

我的回答已标蓝。

I add some comments to the document for your reference.

5. Attachment 附件

I enclose the evaluation report for your reference.

我附加了评估报告供您阅读。

Attached please find today's meeting notes.

今天的会议记录在附件里。

Attach is the design document, please review it.

设计文档在附件里,请评阅。

For other known issues related to individual features, please see attached release notes.

其他个人特征方面的信息请见附件。

6. Point listing 列表

Today we would like to finish following tasks by the end of today:1…….2…….

今天我们要完成的任务:1…….2…….

Some known issues in this release:1…….2…….

声明中涉及的一些问题:1…….2…….

Our team here reviewed the newest SCM policy and has following concerns:1…….2…….

我们阅读了最新的供应链管理政策,做出如下考虑:1…….2…….

Here are some more questions/issues for your team:1…….2…….

以下是对你们团队的一些问题:1…….2…….

The current status is as following: 1……2……

目前数据如下: 1……2……

Some items need your attention:1…….2…….

以下方面需提请注意:1…….2…….

7. Raise question 提出问题

I have some questions about the report XX-XXX

我对XX-XXX报告有一些疑问。

For the assignment ABC, I have the following questions:…

就ABC协议,我有以下几个问题:……

8. Proposal 提议

For the next step of platform implementation, I am proposing…

关于平台启动的下一步计划,我有一个提议……

I suggest we can have a weekly project meeting over the phone call in the near future.

我建议我们就一周项目开一个电话会议。

Achievo team suggest to adopt option A to solve outstanding issue……

Achievo团队建议应对突出问题采用A办法。

9. Thanks note 感谢信

Thank you so much for the cooperation

 

感谢你的合作!

Thanks for the information

谢谢您提供的信息!

I really appreciate the effort you all made for this sudden and tight project.

对如此紧急的项目您做出的努力我表示十分感谢。

Thank you for your attention!

Thanks to your attention!

谢谢关心!

Your kind assistance on this are very much appreciated.

我们对您的协助表示感谢。

Really appreciate your help!

非常感谢您的帮助!

10. Apology 道歉

I sincerely apologize for this misunderstanding!

对造成的误解我真诚道歉!

I apologize for the late asking but we want to make sure the correctness of our implementation ASAP.

很抱歉现在才进行询问,但是我们需要尽快核实执行信息。

 

   

 

Source:

 

Olinger, A. (with assistance from Avineri, N. & Gray M.). Email Etiquette at the University. October, 2010.

 

发邮件的礼仪汇总---让优秀成为习惯

 

http://www.douban.com/note/218446985/

 

http://www.douban.com/group/topic/21451214/

 

http://page.renren.com/699101168/note/723593695

 

http://site.douban.com/widget/notes/4331465/note/211589883/

 

http://www.66xue.com/home.php?mod=space&uid=663979&do=blog&id=34868

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