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【商業英語】書面請假通知技巧(Frankie Chan)

Frankie Chan
【商業英語】書面請假通知技巧(Frankie Chan)

大企業一般制度都頗為嚴格,禁止員工遲到早退,就算沒有甚麼特別公務,也不能隨時擅離崗位。但其請假制度並不是苛刻得不近人情,只是要求規範流程,按照程序而已。

請假的方式,基本上可分為口頭請假、電話請假和書面請假三大類。一般來說,人事部會要求書面通知請假,就算是口頭或 whatsapp上得到上司的臨時允許,也要其後補上正式的請假申請表或電郵等書面通知。

請假的書面通知(written request for leave),基本包括病假(note for sick leave)和事假(leave of absence)。不管是病假或事假,請假通知都應聲情並茂,動之以情,曉之以理,使上司沒有理由拒絕申請。以下是請假信或電郵的例子,以便大家有需要時,在最短時間獲得請假批准。

<Leave of Absence 事假>

Dear Joan,

在第一段,可以開門見山提出請假,但切記要得體有禮貌。就算事情是多麼的嚴重,也不能以命令式的語氣告知上司請假的必要。

As discussed in our meeting yesterday, I would like to request a leave of absence for one day on 3rd March, this Thursday.

然後,在第二段要簡單而清晰地陳述請假的原因事由。

I received a phone call from my dentist this morning, urging me for immediate treatment for my teeth. I have been experiencing a stinging pain, depriving me of my sleep during the past week. The situation is likely to worsen if it is not being attended as soon as possible.

接着,可簡單交代工作安排,並表達對此給公司帶來不便的歉意。

Concerning my workload, as Thursday is a relatively less busy weekday, I believe a one-day leave would be fine. I apologize for the inconvenience my absence may cause to the company.

在最後一段,應寫上希望獲得請假批准的句子。

I am very grateful for your consideration and I look forward to your response.

Best regards,

Leo

當然,在許多的企業文化裏,當員工請假處理私人或家庭事務時,可以不用寫明具體的原因,因為這是個人私隱。那麼,我們可以簡單地以personal reasons(個人理由)或family matters(家庭事務)等作為請假的事由,例如:

Dear Stephen,

Due to urgent personal matters, I wish to request a leave of absence for 2 days on 8th and 9th of March. I will be returning to work on 10th March.

I sincerely appreciate your consideration and look forward to your reply.

Best regards,

May

 

Note for Sick Leave 病假>

病假申請與事假大同小異,一般都是直接說明需要請假的原因,然後可簡單交代工作安排。最後,可感謝上司的考慮或為工作帶來不便而致歉。

To: Chris Brown

From: Kevin Wong

Subject: Note for Sick Leave

 

Dear Chris,

I am writing to notify you that I am unable to attend office for the next 2 days, that is, from 4th to 5th March, as I am suffering from food poisoning. I have been recommended by the doctor to take plenty of bed rest for faster recovery.

I appologize for the inconvenience caused to the team because of my illness. However, I will be very happy to make extra efforts to complete all pending tasks once I return from my sick leave on 6th March.

Thank you very much for your kind consideration.

Regards,

Kevin

 

Frankie Chan

MA in English Language Teaching (Distinction), BSc (First-class honours), TEFL Dip.

現 代教育IELTS/TOEFL/Workplace English資深英語名師,著名TOEFL參考書作者及星島日報IELTS攻略專欄作者。曾任劍橋商業英語考試BULATS寫作及口試考官,並於國際英 語學院Wall Street English任教多年並擔任其多間分校之校長,具15年教學經驗,並擁有豐富管理與發展商業英語及國際英語考試課程之經驗。

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