郵件主題
郵件主題（subject）不需要寫自己的名字。名字是在郵件系統設定裡設定好的，在發件時會替換顯示實際地址，所以無需在主題裡再寫一遍。
[關鍵內容是要在主題裡就寫明白是否有推薦人，以及主要是什麼事。很多教授只看主題。]

一個好的標題，要能簡潔地概括郵件的目的或內容。如果你對教授的某個研究專案感興趣，就可以用這個研究方向作標題，例如"Deformation and fracture of hexagonal close-packed metals"或者"Fabrication of semiconductor through chemical vapor deposition"等等。然後在郵件的正文裡，可以談談你對這個方向如何感興趣，你有什麼相關的學術背景，還有你對這個研究領域的任何見解。

如果你對教授的某一篇文章很感興趣，並且你的郵件正文裡要談到這篇文章，那麼用這篇文章的標題作為郵件的標題也是個不錯的主意。如果文章的標題過長，可以把它壓縮 一下。

此外，還有人喜歡用一種開門見山式的標題，比如"Inquiry into graduate admission of fall 2011"。這種標題我本人沒有嘗試過，不知道效果如何，有興趣的同學可以自己去嘗試。最後，我想說的是，套磁信的標題並沒有一定之規。大家不要拘泥於我 上面提到的這幾種，一定要勇於創新。

在主題中包含course number ，"Question about 3009 assignment" 或者"question about English 2011 essay."聽起來很真實，而"a question"看起來像垃圾郵件。"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.

稱呼

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."
稱呼很重要。最安全的開頭方式是用“親愛的×××教授”（×××是姓）。這樣的話你就不會再考慮這個教授是不是個博士或其他，並且當你稱呼你的女教授“Ms”或者“Mrs.”也不會顯得像是個性別歧視者。其他的方式都是錯誤的。（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(無禮).

開篇介紹自己,表明意圖

一般開頭簡單介紹下自己，表明你對他的研究感興趣，對作者的結果給予一定的肯定。

然後，如果是你主動寫電子郵件給別人的話，那就以你寫此郵件的目的開頭。例如，"I am writing to enquire about …"或是"I am writing in reference to …"在電子郵件開頭澄清你的來意非常重要，這樣才能更好的引出郵件的主要內容。
正文的第一句話必然是介紹自己。這句話必然要遵循這個格式：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.

正文的第二句話必然要解釋自己是如何知道對方的。分三種情況：有人推薦；無人推薦；兩人原本相識，但很久沒有聯絡。［這句話挺重要的，因為它要在你和這個陌路教授之間建立第一道關聯。有人推薦當然最好，比如這個教授的同事某某某推薦你去找她，因為某某原因，那麼把這個環節表述清楚即可。如果無人推薦（更常見的情況），一定要說清楚原因，例如剛剛看了人家的一篇新作云云（你要確實看過才能這麼說），不然人家可能就不往下讀了。］

提出問題或請求

清楚簡潔是最好的。你的教授每天會收到 25-30 封郵件，所以如果你的問題很簡潔明瞭那是最好的（一般把問題一條條列出來比較好） 。如果你不能快速直達主題，對方就會在讀你郵件的半途上對它失去興趣。因此，迅速切入主題。

這個部分遵循的法則叫做“消極的禮貌”（negative politeness）。常用的策略有：主動提及對方非常非常忙碌，可能沒有時間滿足自己的請求（也就是給對方一個臺階）；多用if句；多用過去時態。

［這是最最重要的兩個原則之一。談談消極禮貌]

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，可以不必拘泥於此。例如也可以說I wondered... 甚至shall we... 如果是自己的導師，或者工作往來很密切的教授，一天到晚說“I was wondering if”，過分禮貌，其實也挺奇怪的。］

    多用would it be possible，以便從語法上規避直接牽涉到“人”，這樣可以減輕對方的壓力。例如：（隱含的意思在括號裡，但不可明寫出來）

　　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，實在要用，就用I would love。最壞最壞，也要用I wanted代替。

    避免使用“please”，因為“please”暗含了自己的期望，給對方壓力，是不禮貌的表達。

提出請求後，一定要論證自己的請求是合理的。

  ［這是最最重要的兩個原則之二。］

    常用的方法是：展示自己已經做了大量的前期工作，實在是迫不得已，無路可走了，才來求人。或者，要表明自己對對方的工作了如指掌，而請求正是建立在這種瞭解之上的。

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 ....."

結束語

在你結束郵件之前，再次感謝收信人並加上些禮貌語結尾。

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

開始接著寫，"If you have any questions or concerns, don't hesitate to let me know." 及"I look forward to hearing from you."
結尾必然要感謝。最正式的表達是： Thank you, and I look forward to hearing from you. 

在郵件開頭表示感謝一般是表示對對方過去付出的感謝，而在郵件結尾處表示感謝是對將來的幫助表示感謝。事先表示感謝，能讓對方在行動時更主動更樂意。
Thank you for your kind cooperation.如果你需要讀者幫助你做某事，那就先得表示感謝。
Thank you for your attention to this matter.與以上的類似，本句包含了你對對方將來可能的幫助表示感謝。
Thank you for your understanding.如果你寫到任何會對讀者產生負面影響的內容那就使用這句句子吧。 
Thank you for your consideration.如果您是在尋求機會或是福利，例如你在求職的話，就用這封郵件結尾。
Thank you again for everything you've done.這句句子可以用在結尾，和以上有所不同。如果你在郵件開頭已經謝過了讀者，你就可以使用這句話，但是因為他們的幫助，你可以著重再次感謝你們的付出。

禮節問候和簽名

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.
最後的簽名很重要。每封郵件最後都要感謝教授抽出時間來幫助你，並以“Best Wishes、Regards”來結尾。（或者其他相關的正式語，但是要用友好的語氣。）然後簽上你的全名，而不是什麼暱稱，就像Ry-Ry 或者 Biff。

落款之後的正式禮節問候是：Sincerely; Best wishes; Best regards。其他的都不甚正式。

最後是寫上合適的結尾並附上你的名字。"Best regards," "Sincerely,"及"Thank you,"都很規範化。

最好不要用"Best wishes,"或"Cheers,"類的詞因為這些詞都常用在非正式的私人郵件中。

［熟了之後就可以多姿多彩了，例如可以寫：Best, Cheers, Regards, See you soon, Nice weekend, 云云。或者學我們一個心理測量學家，寫：Make sense. 不過，最常用也最百搭的一個或許是：Thanks. 儘管你可能根本沒有提出請求，也可以用這個，謝什麼呢？——謝謝對方花時間讀了你的郵件。］

問候方式有：
“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."

務必回信 　　

　　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.
　　必須要告知教授已收到郵件。如果你的教授屈尊給你回答或者傳送你需要的資料，一定要告訴他你已經收到了。這樣，下次在課堂上看到你的時候，他們就會覺得你是個不錯的學生。

　　感謝讀者是郵件開場白的好辦法。感謝您的讀者能讓對方感到高興，特別是之後你有事相求的情況下會很有幫助。

　　Thank you very much for your explanation. It was great help. 
　　Thank you for your prompt reply.當一個客戶或是同事很快就回復了你的郵件，一定記得要感謝他們。如果回覆並不及時，只要將“prompt”除去即可，你還可以說，“Thank you for getting back to me.”
　　Thank you for providing the requested information.如果你詢問某人一些資訊，他們花了點時間才傳送給你，那就用這句句子表示你仍然對他們的付出表示感激。

　　Thank you for all your assistance.如果有人給了你特別的幫助，那一定要感謝他們！如果你想對他們表示特別的感激，就用這個句子，“I truly appreciate … your help in resolving the problem.”Thank you raising your concerns.

　　Thank you for contacting us.如果有人寫信來詢問公司的服務，就可以使用這句句子開頭。向他們對公司的興趣表示感謝。
　　就算某個客戶或是經理寫郵件給你對你的工作提出了一定的質疑，你還是要感謝他們。這樣你能表現出你對他們的認真態度表示尊重及感激。同時，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.[這條大家可以探討一下]

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

本來是覺得你不行，想拒絕你吧， 但那還不能直說。先把該感謝你的地方感謝了;緊接著扯一大堆廉價的讚美，把你誇得喜滋滋樂呵呵;再來個Unfortunately或者However一轉 折，下面就是壞訊息了;說完壞訊息還沒完，還要來個祝你好運之類的。

　　(第一部分，感謝)“親愛的某某某教授，感謝您之前花時間看我的材料和給我寫信，尤其感謝您給的offer。”

　　(第二部分，讚美)“XXX學校很不錯。更重要的是，您的關於XXX的研究很牛，能有機會跟您做研究，是我的榮幸。”

　　(第三部分，正事)“However，我已經有了另一個學校的offer，而且由於XXX原因，我覺得那兒更適合我。所以很抱歉，不能去您那兒了。”

　　(第四部分，祝福)“再次感謝您的offer，祝您今年能找到稱心如意的好學生。”

十種場合的表達
1. Greeting message 祝福
Hope you have a good trip back. 祝旅途愉快。
How are you? 你好嗎?
How is the project going? 專案進行順利嗎?
2. Initiate a meeting 發起會議
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.
我建議我們今晚九點半和Brown小聚一下,你和Ben有沒有空?
I would like to hold a meeting in the afternoon about our development planning for the project A.
今天下午我建議我們就A專案的發展計劃開會討論一下。
We’d like to have the meeting on Thu Oct 30. Same time.
十月三十號(週四),老時間,開會。
Let’s make a meeting next Monday at 5:30 PM SLC time.
下週一鹽湖城時區下午五點半開會。
I want to talk to you over the phone regarding issues about report development and the XXX project.
我想跟你電話討論下報告進展和XXX專案的情況。
3. Seeking for more information/feedbacks/suggestions 諮詢資訊/反饋/建議
Should you have any problem accessing the folders, please let me know.
如果存取檔案有任何問題請和我聯絡。
Thank you and look forward to having your opinion on the estimation and schedule.
謝謝你,希望能聽到更多你對評估和日程計劃的建議。
Look forward to your feedbacks and suggestions soon.
期待您的反饋建議!
What is your opinion on the schedule and next steps we proposed?
你對計劃方面有什麼想法?下一步我們應該怎麼做?
What do you think about this?
這個你怎麼想?
Feel free to give your comments.
請隨意提出您的建議。
Any question, please don’t hesitate to let me know.
有任何問題,歡迎和我們聯絡。
Any question, please let me know.
有任何問題,歡迎和我們聯絡。
Please contact me if you have any questions.
有任何問題,歡迎和我們聯絡。
Please let me know if you have any question on this.
有任何問題,歡迎和我聯絡。
Your comments and suggestions are welcome!
歡迎您的評論和建議!
Please let me know what you think?
歡迎您的評論和建議!
Do you have any idea about this?
對於這個您有什麼建議嗎?
It would be nice if you could provide a bit more information on the user’s behavior.
您若是能夠就使用者行為方面提供更多的資訊就太感激了!
At your convenience, I would really appreciate you looking into this matter/issue.
如果可以,我希望你能負責這件事情。
4. Give feedback 意見反饋
Please see comments below.
請看下面的評論。
My answers are in blue below.
我的回答已標藍。
I add some comments to the document for your reference.
5. Attachment 附件
I enclose the evaluation report for your reference.
我附加了評估報告供您閱讀。
Attached please find today’s meeting notes.
今天的會議記錄在附件裡。
Attach is the design document, please review it.
設計文件在附件裡,請評閱。
For other known issues related to individual features, please see attached release notes.
其他個人特徵方面的資訊請見附件。
6. Point listing 列表
Today we would like to finish following tasks by the end of today:1…….2…….
今天我們要完成的任務:1…….2…….
Some known issues in this release:1…….2…….
宣告中涉及的一些問題:1…….2…….
Our team here reviewed the newest SCM policy and has following concerns:1…….2…….
我們閱讀了最新的供應鏈管理政策,做出如下考慮:1…….2…….
Here are some more questions/issues for your team:1…….2…….
以下是對你們團隊的一些問題:1…….2…….
The current status is as following: 1……2……
目前資料如下: 1……2……
Some items need your attention:1…….2…….
以下方面需提請注意:1…….2…….
7. Raise question 提出問題
I have some questions about the report XX-XXX
我對XX-XXX報告有一些疑問。
For the assignment ABC, I have the following questions:…
就ABC協議,我有以下幾個問題:……
8. Proposal 提議
For the next step of platform implementation, I am proposing…
關於平臺啟動的下一步計劃,我有一個提議……
I suggest we can have a weekly project meeting over the phone call in the near future.
我建議我們就一週專案開一個電話會議。
Achievo team suggest to adopt option A to solve outstanding issue……
Achievo團隊建議應對突出問題採用A辦法。
9. Thanks note 感謝信
Thank you so much for the cooperation

感謝你的合作!
Thanks for the information
謝謝您提供的資訊!
I really appreciate the effort you all made for this sudden and tight project.
對如此緊急的專案您做出的努力我表示十分感謝。
Thank you for your attention!
Thanks to your attention!
謝謝關心!
Your kind assistance on this are very much appreciated.
我們對您的協助表示感謝。
Really appreciate your help!
非常感謝您的幫助!
10. Apology 道歉
I sincerely apologize for this misunderstanding!
對造成的誤解我真誠道歉!
I apologize for the late asking but we want to make sure the correctness of our implementation ASAP.
很抱歉現在才進行詢問,但是我們需要儘快核實執行資訊。

Source:

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

from:　http://www.cnblogs.com/wei-li/archive/2012/07/24/2606152.html