放假前指定動作──寫自動回覆E-mail 3大段落鋪排加入4個休假情景(附範例)

放假前指定動作──寫自動回覆E-mail 3大段落鋪排加入4個休假情景(附範例)
Jobsdb content teamupdated on 10 January, 2023
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無論放長假還是請病假,總之只要不在辦公室,無法隨時查看電郵,都應該要寫一則自動回覆訊息,當有人發送Email給你,對方可透過自動回覆訊息知道你暫時無法回覆,如此一來,免去對方空等或向你上司投訴你已讀不回。不過,這則「我放假呀」的訊息聽起來很簡單,但實際上,應該如何寫才不失禮數又能清晰傳達關鍵訊息?不同場景下需要加入哪些內容?Tone and manner又應如何修飾?即看以下實例教學,選取適合你的內容吧!

注意,自動回覆電郵的精萃在於簡短而講重點,無需花巧,因為主要的目的是讓其他同事或客戶知道你無法及時回覆,並帶出甚麼時候你會回歸崗位作跟進,好讓他們時間上有預算,知道該何時再找你。以下將為你帶來3段式內容鋪排重點及4個情景範例,文末會送上寫out-of-office message最常見的2大tone and manner,打工仔可因應自身狀況參考一二。

3大段落鋪排適當內容

 

第一段:開場白 禮貌與親切兼備

開場需要首先表達禮貌,用上簡單的感謝語句就非常不錯。

Thank you for your email.

多謝你的電郵。

 

Thank you for your message.

多謝你的訊息。

 

第二段:帶出重點 必提離開及回歸時間

開場白過後,需要講出到底自己於甚麼時間無法回覆,至於具體原因就看個人喜好,也可以簡單交代一兩句解說自己為甚麼不能查看電郵。有時候即使旅遊,遇上緊急公事,有些打工仔仍會check check inbox,看看有沒有必要插手的事宜。以下是5個休假狀況的自動回覆訊息範例,可按個人情況採用:

情景1:一般情況

I will be out of the office from 1/2 until 15/2.

我將於1/2至15/2不在辦公室。

 

I am currently out of the office with no email access. I will be returning on 15/2.

我現在不在辦公室,不能連接電郵。我將於15/2回到辦公室。

情景2:出國旅遊

I am out of town with limited internet access. I will be back on 15/2.

我現時不在香港,只有有限度的網絡連接。我將於15/2回到辦公室。

 

I am out of town until 15/2. I am only able to check email sporadically.

我現時直到15/2都不在香港。我只能偶爾檢查電郵。

情景3:請病假

I am out of the office due to illness. I expect to return on 15/2 and will get back to you at that time.

我現在因病缺勤,預計於15/2回到辦公室,屆時將回覆你。

情景4:外出開會/工作/公幹

Please understand that I am out of the office attending a meeting today and I might not be able to respond on time.

我今天要出席會議並且不在辦公室,回覆可能會較慢,請見諒。

 

I am at ABC Event until 15/2 and may be slow to reply.

我直到15/2都在出席ABC活動,回覆可能會較慢。

 

第三段:打完場 提供解決方法

 

說完自己為何不在,就當然要找個解決辦法,例如留下個人電話、其他同事的姓名、職位和聯繫方式,或是請對方繼續等,不過要留意留下方法之前要確保自己真的能接聽電話,或是同事真的可以代為跟進,否則就請對方等待直到你回來就好。

 

If you need immediate assistance please contact Peter at [email protected]

如您需要即時協助,請聯絡Peter([email protected] )。

 

Please refer all urgent matters to Peter at [email protected]

請將緊急事宜轉交至Peter([email protected] )。

 

For urgent matters, please contact me on my cell phone at 9912 3456.

如您需要緊急協助,請致電我的手提電話9912 3456。

 

I will reply to your email after I return.

我回來後會回覆你的電郵。

 

最後,記得下款(Best regards)和署名!

 

兩大常用自動回覆電郵範例

 

專業版

Hello,

 

Thank you for your email! I’m currently on leave until [Date] and will reply to your email when I return to the office.

If you require immediate assistance, please contact our [Job Title] [Name] at [Email Address].

My apologies for any inconvenience this may have caused.

 

Kind regards,

[Your Name]

 

友善版

Hello!

 

Thanks for reaching out! I’m away until [Date] so I’m afraid I might not be able to check my emails as often as I’d like to. But don’t worry—I’ll be sure to reply to your message when I dive into my inbox after I get back to my desk.

If you need assistance in the meantime, our [Job Title] [Name] will be happy to help. Please feel free to reach him/her at [Telephone Number/Email Address].

 

Best wishes,

[Your Name]

 

此文章由原作者及Jobsdb HK撰寫/編輯。如欲刊登於其他網站或刊物,請電郵至[email protected]與我們聯絡。如有發現侵犯版權,原作者及Jobsdb保留採取法律行動的權利。

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