Key to Unit 3 秘书英语高职高专 王毅主编.docx
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KeytoUnit3秘书英语高职高专王毅主编
KeytoUnit3HowDoesaSecretaryReceiveVisitors?
Section1DealingwithVisitors
I.
Dialogue11.onbusiness2.expect3.message4.urgent5.business6.card
Dialogue27.available8.Certainly9.occupied10.contract11.moment12.important
Dialogue313.appointment14engaged15.waiting16.half17.clients18.doubt19.confusion
Dialogue420.expecting21.show22.rightaway
III.
3.
1）IhaveanappointmentwithMr.LingYunat11o’clock.
2）.I’vebeensittingforthelastthreehours
3）Howdoyoutakeyourcoffee?
4.
A:
Goodmorning,sir.CanIhelpyou?
B:
Yes,IwouldliketoseeMr.LingYunplease.
A:
Doyouhaveanappointment?
B:
No.I’mafraidIhaven’t.I’mfromWilsonMotors,andI’vecometoseeMr.Lingtodiscusssalesofournewmodel.
5.
A:
请问，您的名字是…？
B:
福斯特，约翰•福斯特,来自威尔森汽车公司。
A:
福斯特先生，请您坐一会，让我看看凌云先生有空没有。
B:
谢谢。
A:
（通过分机，对凌云先生说）我这里有一位威尔森汽车公司的福斯特先生想要见您。
谢谢。
（对福斯特先生说）凌云先生五分钟后就下来见您，福斯特先生。
那边的桌子上有一些杂志，您如果愿意可以看一看。
B:
谢谢您。
Section2BeingCourteousandEfficient
I.
1.Receiving,2.routine,3.rise,4.knowledge,5.attention,6.Directly,7.available,8.instead,9.reception10.accompanies,11.gesture,12.impression,13.arrive,14.announces,15.comfortable,16.apologize
III.
1.becreated,isdecorated,waiting,relax,informed,iskept,having,is
3．
秘书应该知道怎样接待没有预约的来访者，使他们觉得自己是受欢迎的。
在引见他们之前，先询问他们来访的目的。
如果老板当时无法接见他们，有礼貌地请来访者等候一会儿，或者预约改日再见。
5.
1.a,a,2.a,a,the3.the,a,the,an4.the,the5.the,the,the
Section3GettingSomeKnowledgeofEnglishLetters
（2）
I
1.styles2.effective3.further4.Clarity5.clearly6.clearness7.completeness8.Conciseness9.short10.paragraphing11.specifically12.concreteness13.correctness14.punctuation15.courtesy16.consideration17.customers18.considerate19.Punctuating20.b-u-s-i-n-e-s-s
III．
2
DearMs.White,
IhavereceivedyourletterofDecember10th,invitingustoyourlastfashionshow.IdowishMr.WangBing,ourExportManager,couldattendyourshowinShanghai.Butit’sapitythatMr.WangisnowinNewYorkonabusinesstrip,sohewillbeunabletoacceptyourinvitationtothefashionshowonDecember20th.
Sincerely,
Ms.ZhangYi
ExecutiveSecretary
3．
DearMr.Ling
OurExportManager,Mr.JohnsisvisitingtheFarEastCompanynextmonthandplanstobeinBeijingonJanuary3rd.HewouldverymuchliketomeetyourSalesManageronthemorningof6thor7th,andhewonderswhetheroneofthosedayswouldbeconvenient.AsMr.Johnsisleavingforhistripverysoon,weshouldbemostgratefultohaveyourreplyassoonaspossible.
YoursSincerely,
DorisWhite
Section4GettingSomeKnowledgeofBusinessEtiquette
（2）
I.
1.important2.office3.business4.informal5.helpful6.help7.body8.own9.take10.ideas11.under12.accept
III.
1.
1）Thesecretaryshouldviewclothingasauniformthatfitstheimageoftheofficeandthusadvancesthesecretary’scareergoalsalongwiththepurposeoftheoffice.
2）Ifthereisnodeclareddresscode,cluesaboutformalityshouldbetakenfromtheotheremployeesintheoffice.
3）Thesecretarywhowishestobenoticedandmovedaheadwillwearclothingthatisjustashademoreformalandmoreprofessional.
3.
1）are2）arerequired3）fits4）betaken5）benoticed6）look,feel7）concentrating
4.1）as2）as,with,of3）in
5.
1）Thesecretaryshouldviewclothingasauniformthatfitstheimageoftheofficeandthusadvancesthesecretary’scareergoalsalongwiththepurposeoftheoffice.
2）Usedress,hairstyleandsoforthtoconveyconfidenceandprofessionalism.
3）Givesincerecompliments.
4）Bewillingtoexchangeideasandlearnfromothers.
5）Learnhowtoworkeffectivelyunderpressure.
Tapescripts
Unit3HowDoesaSecretaryReceiveVisitors?
Section1DealingwithVisitors
Dialogue1
A:
Goodmorning,Sir.
B:
Goodmorning,Miss.IsthisMr.LingYun’soffice?
A:
Yes,itis.MayIhelpyou?
B:
I’dliketoseeMr.LingYun,please.I’mTimSmithofNeville.
A:
I’msorry,butMr.LingYunisoutoftownrightnow.
B:
Whendoyouexpecthimback?
A:
Heiscomingbackthedayaftertomorrowmorning.Wouldyouliketoleaveamessage?
B:
Yes,please.Wouldyoutellhimtoringmeassoonashe’sback?
Thisisquiteurgent.
A:
Allright,sir.MayIhaveyournameagain?
B:
Yes,Smith,S-M-I-T-H,Timsmith.
A:
Wouldyougivemeyourbusinesscardplease?
B:
OK.Hereyouare.
A:
Thankyou,Mr.Smith,I’lltellhimtocallyoubackassoonashecan.
B:
Thankyou,goodbye!
A:
Goodbye,Mr.Smith.
Dialogue2
A:
Goodafternoon,Ms.ZhangYi.I’dliketoseeMr.LingYunforafewminutes,ifIcould.
B:
Nicetoseeyou,Mr.Li.Letmeseeifheisavailable.Wouldyouwaitjustamoment,please?
（ToMr.LingYunonhisextension）Mr.LingYun,Mr.Liishereandwouldliketoseeyouforafewmoments.
C:
I’mbusyrightnow.Wouldyoufindoutwhathewantstoseemeabout?
B:
Certainly,Mr.Ling.（ToMr.Li）Mr.Lingisoccupiedatthemomentandwantstoknowifyourbusinessisurgent.
A:
Well,I’vefoundaprobleminthecontractheaskedmetoexamineyesterday.Hetoldmethatitwasanurgentmatter.
B:
Isee.Letmeaskhimagain.Wouldyoupleasehaveaseatandwaitforamoment?
Thankyou.（ToMr.LingYunonhisextension）Mr.Ling,Mr.Lisaidthathehadfoundaprobleminthecontractyouaskedhimtolookatyesterday.
C:
Isee.Well,thatisimportant.Askhimtocomein.
B:
Allright,Mr.Ling.（Tothevisitor）Pleasegorightin.
A:
Thankyou.
Dialogue3
A:
Goodafternoon.CanIhelpyou?
B:
Yes,IhaveanappointmentwithMr.LingYun.
A:
AreyouMr.LarryWizel?
B:
Yes,that’sright.
A:
I’mafraidMr.LingYunisengagedatthemoment.Wouldyoumindwaitingforawhile?
B:
Well…Howlongwillthatbe?
A:
Abouthalfanhour.
B:
Oh,that’stoolong.Iwillhavealunchwithoneofmyclientsat11:
30.
A:
CantheAssistantManagerdealwithit?
B:
No.IgotintouchwithMr.LingYunmyselfonthetelephoneyesterdayanddiscusseddetailswithhim.Idoubtifanyoneelsewouldknowaboutthematter.
A:
Perhapsyouwouldliketomakeanappointmentforsomeothertime?
B:
Yes,butI’llleavemycardjustincasehehaslosttheoneIgavehimlasttime.
A:
Thankyou,Mr.Wizel.I’msorryabouttheconfusion.
B:
That’sallright.Thankyou.Goodbye.
Dialogue4
A:
Goodmorning,sir.CanIhelpyou?
B:
Goodmorning.MynameisTomRay,andI’mfromJohnson’sPharmaceuticals.IhaveanappointmentwithMr.LingYun.
A:
Yes,Mr.LingYunisexpectingyou,Mr.Ray.Ifyou’dliketotakeaseat,I’lllethimknowyou’rehere.（ThesecretarythendialsMr.LingYun’sextensionnumber.）Mr.RayofJohnson’sPharmaceuticalsisheretoseeyou.ShallIshowhimin?
Thankyou.（tovisitor）Mr.LingYunwillcomedowntoseeyourightaway,Mr.Ray.
B:
Thankyouverymuch.
Section2BeingCourteousandEfficient
Receivingvisitorsandguestsisasecretary’sdailyroutineintheoffice.Asasecretary,yourepresentyourcompany,andyoushouldtrytomakeagoodimpressiononvisitorswhenyougreetthem.Asecretaryshouldalwaysrisetogreetavisitorandbefriendlyandhelpful.Asecretaryshouldhaveagoodknowledgeofthestructureoftheorganizationanditsstaff.Whentalkingwiththevisitor,asecretaryshouldpayattentionandlistentothevisitorcarefully.
Mostimportantly,asecretaryshouldfindoutifthevisitorhasanappointmentornot.Ifthevisitorhasanappointment,asecretaryneedstochecktheappointmentbookfirst.Ifthevisitordoesnothaveanappointment,findoutthereasonforhisvisitandthepersonhewantstosee.Findoutimmediatelyifthepersonthevisitorwishestoseeisavailableandwhetherhewillreceivethevisitorwithoutanappointment.Ifthepersoncannotseethevisitorwithoutanappointment,suggestanotherpersonthevisitormaysee,ormakeafurtherappointment.
Ifthevisitorisanimportantcustomer,thebosswillcomedowntothereceptionroomtogreetthevisitor.Sometimesthesecretaryescortsoraccompaniesthevisitortotheboss’soffice.
Usingthevisitor’snamewhenhearrivesisafriendlygestureandgivesthevisitoragoodimpressionofthecompanyororganization.Whenthesecretaryandthevisitorarriveattheboss’soffice,thesecretaryannouncesthevisitor’sname,titleandposition,andintroducesthebosstohimifthisistheirfirsttimemeeting.
Ifthevisitorwishestoleaveamessage,writeitdownimmediatelyandmakesureitreachestherightpersonassoonaspossible.Ifthevisitormustwaitfortheboss,seethathehasacomfortablechairandsomereadingmaterials.Asecretaryshouldnotforceconversationuponthevisitorunlessheseemswillingtotalkwhileheiswaiting.
Whenavisitorcannotbesatisfied,thesecretaryshouldapologizeandmakesomesuggestionforanalternativemeeting.Ifameetingisimpossible,thesecretaryshouldexpressregretandexplain,withcareandtact,whathashappened,sothatthevisitorwon’tgethurt.
Asecretaryshouldkeeparecordwhichincludesdates,times,namesandtheorganizationthevisitorworksfor.Asecretarycanthenturntothisforreferenceifthereisarequestforrelevantinformation.Anexampleofthisisasfollows:
VisitorRegistrationChart
Date
NameofVisitor
Firm
TimeofArrival
Referredto
TimeofDeparture
Remarks
Sept22
P.LJones
P&GCo.
9:
30
R.Dunne
10:
15
Appointment
July12,9:
30
Sept22
TomRay
JunenCo.
10:
25
MaggieKulaien
11:
00
Seen
Sept22
M.Elaine
JohnWilsonandSons
13:
35
CharlesM.
14:
08
Seen
Sept22
YvettePutnam
NYSteelExportLimited.
15:
06
R.Dunne
16:
00
MessageleftforR.Dunne
Section3Get
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