職場

 

　　保持專業、有禮、可靠是很重要的。因此，當你需要休假並且不打算隨時回覆E-mail時，記得設置專業的「外出自動回覆電郵訊息(Out-of-office autoresponder email messages)」。啟動這個功能後，每當有人發電郵給你，系統都會自動回覆對方。假若沒有設置任何自動回覆就離開辦公室，那麼，會讓發送電郵給你的人感到被忽略，並認為你不可靠。

 

寫專業的自動回覆訊息其實不難，只要記住以下三步曲便可：

 

Step One：開場白—禮貌地打招呼

 

● Thank you for your email.

（謝謝您的來信。）

 

● Thank you for your message.

（謝謝您的訊息。）

 

● You have reached the mailbox of Bruce Chan.

（你已寄件給Bruce Chan。）

 

Step Two：告知對方自己暫時不在、明確表示自己何時回來，以及有急事的話怎麼處理

 

 

● I am currently out of the office with limited access to email.

（我目前不在，不方便使用郵件。）

 

● I will be back on Oct. 10, 2019. Please refer all urgent matters to Ms. Yanny Yip at the following email address [yannyyip@abcmail.com].

（我將於2019年10月10日回來。有急事請找葉小姐，她的郵件是[yannyyip@abcmail.com]。）

 

● I am out of the office due to illness. I expect to return on 10 Oct and will get back to you at that time.

（我現在因病不在辦公室。我預料於十月十日回到辦公室，屆時將回覆你。）

 

● I will be out of the office from 10 Oct until 13 Oct.

（我將於十月十日至十月十三日不在辦公室。）

 

● I am currently out of the office, with no email access. I will be returning on 16 Oct.

（我現在不在辦公室，不能連接電郵。我將於十月十六日回到辦公室。）

 

● Our office is closed today due to statutory holiday. I will be back in the office tomorrow and will reply to your email as soon as possible.

（因法定假期我們公司今天不營業，我明天進辦公室會儘快回覆您的訊息。）

 

  

● I am out of town with limited internet access. I will be back on 16 Oct.

（我現時不在香港，只有有限度的網絡連接。我將於十月十六日回到辦公室。）

 

● Please refer all urgent matters to Judy at judy.lo@abcmail.com.

（請將緊急事宜轉交至Judy [judy.lo@abcmail.com]。）

 

● I am out of town until 10 Oct I am only able to check email sporadically.

（現時直到十月十日，我都不在香港，只能間中檢查電郵。）

 

● For urgent matters, please contact me on my cell phone at 9123-9123.

如您需要緊急協助，請致電我的手提電話91239123。

 

● I will reply to your email after I return.

我回來後會回覆你的電郵。

 

● I am out of the office attending a meeting today and may be slow to respond.

（我今天要出席會議並且不在辦公室，回覆可能會較慢。）

 

● I am at XXX Event until 10 Oct and may be slow to reply.

（我直到十月十日都在出席ＸＸＸ活動，回覆可能會較慢。）

 

● If you need immediate assistance please contact Judy at judy.lo@abcmail.com.

（如您需要即時協助，請發電郵到judy.lo@abcmail.com與Judy聯絡。）

 

Step Three：結尾—簡單的sign off

 

 

最後，記得寫下款（Best regards）及您的名字。

 

● Regards, (your name)

● Kind regards, (your name)

● Thank you for your message. Best regards, (your name)

 

三大範例：

 

範例一：

[Your Greeting]

I will be out of the office from Oct. 10, 2019 until Oct. 14, 2019.

If you need immediate assistance, please contact Charlie Tong.

 

Kindest Regards,

[Your Name]

 

範例二：

[Your Greeting]

I will be out of town from Oct. 10, 2019 until Oct. 14, 2019.

 

If you need immediate assistance during my absence, please contact Charmaine Wong at abc@abcmail.com. Otherwise, I will respond to your emails as soon as possible upon my return.

 

Respectful Regards,

[Your Name]

 

 

範例三：

[Your Greeting] 

Thanks for your email. I will be away from Oct. 10, 2019 until Oct. 14, 2019, and will have very limited or no access to my email.

 

For immediate assistance please contact me on my cell phone at 9123-9123.

 

Respectfully,

[Your Name]