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五招電郵教授方法,教你溝通無礙
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March 19, 2012 by HelloNYC



§ 原創翻譯:Hello US § http://www.HelloUS.com

五招電郵教授方法,教你溝通無礙 Five things to remember when e-mailing a professor

星期二下午,正好是考試的前夕,而你對於考試還有些問題,現在前往教授的辦公室時間也太晚了,這時候,你打開電腦開啟了電子郵件,「不如寄封email詢問教授問題吧!」你心想,但是卻感到緊張,「該怎麼寫這封信件比較好呢?」

對某些人來說,寄封電子郵件給教授不是件容易的事情,特別是在茫茫人海的大學教室裡,教授根本不認得你。
以下提供幾項基本原則,幫助你以最適當的方式與教授溝通而不必擔心丟了面子。

謹記下面五點,email給教授將不再是難題。

1. Be Formal 正式的問候語
永遠使用恰當的問候,即使你已經熟識對方。信件開頭使用“Dear”例如Dear Dr. ____ or Dear Ms. ______,如果你要使用教授的名而非姓,也請仍然以Dear來稱呼以表尊敬。

2. Specify 明確指出自己的身份
大學教授通常ㄧ個學期有二至六堂課在不同的地方上課,而且他們通常有很多學生。明白在信件裡指出自己的姓名以及班別,並且讓教授確切知道你是哪一堂課程的學生。

3. Be thorough 問題盡量問的徹底而且詳細
每一次寄email時要牢記目的與聽眾。你的聽眾就是教授,而他就是權威人物。你的目的有可能是任何事件,不管是為了什麼,發問前盡量預先設想到任何教授即將透過你的問題而產生的疑問。

舉例:
Dear Professor Smith,

My name is John Green and I attend your ENC4214 section 9 course. I missed class on Tuesday and would like to find out the assignment for Thursday. The syllabus only lists a reading assignment, but I wanted to make sure nothing is due to hand in Thursday. Thank you for your help.

Sincerely,
John Green

以上的例子John明白指出他已經看過教學大綱,這讓教授不必花時間再詢問這個問題,也可以讓他直接而簡單的回覆你的問題。

4. Be kind 態度有禮親切
教授也是人,他們也有家人,朋友與嗜好。當你email給教授時,記得你並不是在對著電腦或是建築說話。你的態度要親切,並且充滿感激。可以試著把自己當成讀者,檢視甚麼樣的句子可能令人不悅。
例如:
“Get back to me as soon as possible.”這樣的句子像是命令句,不太適當,畢竟你是在對長輩說話。
“Please advise me at your convenience.”教授不是人民公僕,並非得要立刻為你做任何事情。

5. Proofread 最後的校對工作
這也許是最重要也是最後的一個步驟—校對。一封充滿了錯字和錯誤語法的電子郵件可能會讓一個忙碌的教授大為光火,畢竟,如果你的語句不清楚,閱讀的人還要花時間來解讀。因此最好在最後做校對的工作,並且確保你要表達的訊息清楚且易懂,避免使用花俏的用語。

記住這些小訣竅,將使你與教授之間電子溝通無障礙。

§ 原創翻譯:Hello US § http://www.HelloUS.com

原文如下:
The scenario: It’s Tuesday afternoon, the day before the exam, and you’re not sure about the material. It’s too late to attend the professor’s office hours. As you sit at your computer, staring at the open email window, you freeze. How do you email the professor?

Emailing a professor might seem daunting, especially if he or she does not know you individually among the sea of hundreds of other students in your lecture class or college. But following a few general principles will help you establish communications with your professors without worrying that you’ve lost face.

Keep these five things in mind when emailing your professor.

1. Be Formal
Always use a proper salutation when emailing a professor — even if you know the professor personally or professionally. Use “Dear” to begin the email and address he or she by the name you would use if speaking to the professor in person (Dear Dr. ____ or Dear Ms. ______). If you do address the professor by first name, still use “dear” to set up a respectful tone for the letter.

2. Specify
Specify who you are by first and last name, and specify which class you are taking before diving into the specifics. Professors often teach anywhere from two to six classes per semester and usually have hundreds of students to serve. State your name, the class you are taking and the course section (the professor might teach three sections of your course and will need to know which one you attend).

3. Be thorough
Any time you send a message, you should have two things in mind: goal and audience. Your audience here is a professor, who is an authority figure. Your goal could be any number of things, from clarifying the reading assignment to asking for an extension. Whatever your goal may be, you’ll want to anticipate any questions the professor may have and incorporate the information into your message. For example:

Dear Professor Smith,

My name is John Green and I attend your ENC4214 section 9 course. I missed class on Tuesday and would like to find out the assignment for Thursday. The syllabus only lists a reading assignment, but I wanted to make sure nothing is due to hand in Thursday. Thank you for your help.

Sincerely,
John Green

The example above shows that John indicated that he had already checked the syllabus. This saves time and allows the professor to simply respond, “Yes, there is a written assignment and it is _____” or “No, there is no written assignment,” knowing that John has already gone to the syllabus.

4. Be kind
Professors are people, too. They have friends, families, hobbies and favorite foods. So when you email a professor, remember that you are not writing to an entity, a building or a computer — you are communicating with a real person. Be kind, be thankful and never come across as demanding. This can be accomplished with the “You Attitude,” a concept that asks you to consider yourself as the reader. What words or sentences would be off-putting? For example:

“Get back to me as soon as possible.” This sentence is demanding, pushy and gives a direct command — something you want to avoid. After all, you are communicating with a higher-up.

“Please advise me at your convenience.” This conveys respect and awareness. The professor is not a public servant and doesn’t need to do anything as soon as possible for you.

Using the “You Attitude” establishes goodwill and respect and increases the chances you will receive the help you need. It also won’t hurt to thank the professor at the end of the email, which establishes good rapport (see the example above).

5. Proofread
Perhaps the most important and final step, proofreading ensures that you come across as professional and caring. An email full of errors and faulty sentence structure is sure to enflame a busy professor. After all, if your writing is unclear, the reader has to work to understand what you want. Do the work on your end and make the message is clear and easy to read. For a short message, don’t get fancy. Use simple syntax (subject-verb-object) and proofread for run-on sentences, misspellings and other errors.

Together these tips will make emailing your professor a breeze.
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