很多专业人士特别是在外商工作的人,如需离开办公室一段时间,像是请假或休假,习惯在邮件上设定好 “out of office message。” 这样的message原来是专业体贴的一种表现,但如果犯了些小错误,反而会留下坏印象。
网络上流传一则讯息,有个人要休假,写了一封邮件自动回复信件,内容是:
“I'm taking my compensation leave going to South Africa. If it is urgent, you can contact my secretary, Ms. XXX at OOOOOO. If it is non-urgent, you can send it to..... Thank you. ”
(我正在休假,要去南非,如果有急事可联络我秘书,如果不那么急,就把邮件传到我另一个信箱。谢谢)
这个讯息的问题是:
说了太私人的讯息:compensation leave (补休)或South Africa (南非) 这类与公事无关的事不需要在邮件中透露。
if it is urgent/non-urgent语意含糊, it指的到底为何,让人摸不着头绪?
写专业的out-of-office message其实不难,只要记住以下三个步骤:
第1步:礼貌招呼:
Thank you for your email. 谢谢来信。
Thank you for your message. 谢谢你的讯息。
You have reached the mailbox of Jason Wang. 你已寄件给Jason Wang。
第2步:告知不在,何时回来,有急事怎么办
I am currently out of the office with limited access to email.我目前不在,不方便使用邮件。
I will be back on Nov. 25, 2015. Please refer all urgent matters to Ms. Jane Chen at the following email address [OOO].
我将于2015年11月25日回来。有急事请找陈小姐,她的邮件是[OOO]。
Our office is closed today due to a national holiday. I will be back in the office tomorrow and will reply to your email as soon as possible.因国定假日我们公司今天不上班,我明天进办公室会尽快回复您的讯息。
第3步:结尾:简单的sign off
Regards, (your name)
Kind regards, (your name)
Thank you for your message. Best regards, (your name)