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12/02/2021

【商業電郵】放假設定Out-of-office Message更顯專業有禮!即睇2 Steps+8個範例,識晒!

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  • Zephyr Yeung

    Zephyr Yeung

    從小喜歡英文且極具好奇心,奈何小時候發問時往往都會被告知「背左佢啦」,心有不甘繼而透過閱讀和研究來尋根究底,長大後深深了解香港人學習英語時會遇到的障礙,並研究出獨有的方法瞬速提升英文水平,從此不再視學英文為畏途。你ready好晉升為「職場英語達人」未?

    逢周五更新

    職場英語教室

credit: https://stock.adobe.com/

 

  新年到了!作為一個有責任感的員工,如需離開office一段時間,我們都要習慣在郵件上設定好"out-of-office message"。這樣的訊息絕對是專業、有禮、體貼的一種表現。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」。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 “out-of-office message”其實不難,只要記住以下兩大steps便可:

 

Step One:

開場白—禮貌地打招呼 + 感謝對方來函

 

credit: https://stock.adobe.com/

 

例句:

• Thank you for your email.

(謝謝你的來信。)

• Thank you for your message.

           (謝謝您你的訊息。)

• You have reached the mailbox of [你的名字].

(你已寄件給XXX。)

 

Step Two:

告知對方自己暫時不在

+明確表示自己何時回來

+説明有急事的話怎麼處理

 

credit: https://stock.adobe.com/

 

例句:

• I will be away from [日期] until [日期], and will have very limited or no access to my email during this period. For immediate assistance please contact me on my cell phone at [聯絡電話].

我將在……期間休假。在此期間,我將不方便使用郵件。 若需要即時幫助,請直接來電,我的電話是……。

 

• I'll be out of office from [日期]  to [日期], and will not be accessing my email during that time. 

…………期間,我將不在辦公室,因而無法立刻回覆。

 

• That doesn't mean that you have to wait until [日期] to make an appointment with me. Visit my website, [網址], to schedule your free consultation today.

這並不意味著你必須等到……才能與我預約會面。 你現在就可於我的網站www.xxx.com預約免費諮詢。

 

• For urgent matters, please contact [聯絡人名稱]at [電郵].

有急事請找葉小姐,她的郵件是…………。

 

              以下是筆者為大家預備了的八大email範例:

 

範例一:

 

[Your Greeting]

 

Thanks for your email. I will be away from 12 Feb 2021 (Fri) until 15 Feb 2021 (Mon), and will have very limited or no access to my email during this period.

 

For immediate assistance 即時協助please contact me on my cell phone at 5123-4567.

 

Respectfully,

[Your Name]

 

範例二:

 

[Your Greeting]

 

You have reached the mailbox of Candy Chan. I am currently out of the office, with no email access. I will be returning on 16 Feb (Tues).

 

If you need immediate assistance during my absence, please contact Charmaine Lee at charmainelee@abcmail.com. Otherwise, I will respond to your emails as soon as possible upon my return我回來的時候.

 

All the best,

Candy

 

範例三:

 

[Your Greeting]

 

Thank you for your message. I will be away from 12 Feb until 16 Feb. For urgent matters緊急事項, you can contact Kammy at kammy@abcmail.com

 

Best regards,

[Your Name]

 

credit: https://stock.adobe.com/

 

範例四:

 

[Your Greeting]

 

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

 

Respectfully,

[Your Name]

 

範例五:

 

[Your Greeting]

 

Thank you for your message. I am currently out of the office, with no email access. I will be returning on 18 February.

If you need immediate assistance before then, you may reach me at my mobile – 5123-4567.

 

Sincerely,

[Your Name]

 

範例六:

 

Hi,

 

Thanks you for your email. I'll be out of office from 12/2 to15/2, and will not be accessing my email during that time.

 

That doesn't mean that you have to wait until 16/2 to make an appointment with me. Visit my website, www.abcdefg.com, to schedule 安排;預約your free consultation today.

 

For urgent matters, please contact Ginny at ginny@abcconsultation.com

 

I can't wait to start working together when I return on 16/2.

 

Best,

[Your Name]

 

範例七:

 

[Your Greeting]

 

Thank you for your email. I am out of the office at this time and I am not checking email. I will not return until 15 February. 

 

If this is an urgent matter, please contact Mark Johnson at 9123-4567. Otherwise, I will respond to your email as soon as possible after my return.

 

Best regards,

[Your Name]

 

範例八:

 

[Your Greeting]

 

Thanks for the email. I’m currently out of my office and will be back at 16 February (Tue). During this period, I will have very limited or no access to my email.

 

Please refer all urgent matters to Chelsea at chelsea@abcmail.com.

 

Respectfully,

[Your Name]

 

  在此,筆者祝大家新年快樂,新一年平平安安、身體健康! May the new year fill your heart with love and your pockets with profits.

 

 

 《經濟通》所刊的署名及/或不署名文章,相關內容屬作者個人意見,並不代表《經濟通》立場,《經濟通》所扮演的角色是提供一個自由言論平台。

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