秘書英語課件7

UnitSeven

ReceptionintheOffice

Objectives:1.GrasptheoralexpressionsofreceivingvisitorsintheofficeinEnglish.2.Learnsomeusefultermsofpayment,insuranceandshipment.3.Learntousetheformatsandusualexpressionsofwritingtermsofpayment,insuranceandshipmentinEnglish.

7.1ReadingReadingActivity

ReadingActivity1Receptionintheofficeisoneofthesecretary’smainjobs.Usuallythesecretaryhasthefollowingresponsibilities:Responsibility1.Answerandtransferallincomingcallsprofessionally

2.Receiveandrecordallincomingletters&mailsanddistributethemtotheresponsiblepersontimely&accordingly

3.Collectorrecordalloutgoinglettersbyordinaryletter,registerletterorExpress

4.Visitorregistration5.Receiveguestsatthefrontdesk,managevisitors’bookandnotifyofficestaffuponvisitors’arrival6.Ensurethesafetyandsecurityofofficebycontrollingin/outvisitors,reporttotheOfficeManagementAdministratorimmediatelyforanyunusualsituation7.Coordinate&bookmeetingroomswithinthecompany,providedrinksserviceifnecessary8.Bookairtickets,hotelstofacilitatetravelplans9.Arrangecarservice/courierservicefortheoffice

10.Becoordinatortoworkwithotherdepartmenttosmoothoperationofwholeoffice11.Arrangeofficeoperations12.OtherassignmentsfromManagementTeamExercises:Pleasediscussthefollowingquestions:1.Whatdoesaqualifiedsecretarydointheworkofreceptionintheoffice?2.What’sthesecretary’sresponsibilityinofficereception？?ReadingActivity2MaryisasecretaryinanAdvertisingCompany.MaryisthesecretarytoMr.Smith,whoistheseniorpartner

ofMr.HenryinAdvertisingCompany.Oneday,Mr.SmithtoldMarythathehadtohandleanemergencyandcouldnotseeMissJoy,acustomerwhohadmadeanappointmentwithhim

becausehehadtobeinvolvedwith

areport.Mr.SmithaskedMarytocanceltheappointmentwithMissJoyandthenwentout.Atthatmoment,Mr.HenrycameintheofficeandletMarydeliverapaperforhim.Marywentoutwithoutcallingoff

theappointmentwithMissJoy.ShecametoseeMr.Smith.Mr.Henryarrangedfor

herinareceptionroom

waitingforMr.Smith.Afteranhour,MissJoywenttotheofficeagainforMr.Smith.WhenMarysawMissJoyandthoughtofwhatMr.Smithhadaskedhertodo.ShefeltverysorryandappologizedtoMissJoyfortreatingavaluedclientinsuchathoughtlessway.Exercises:

Pleasedescribethestoryinreadingactivity2inyourownwordsReadingActivity3ThreemaintermsofpaymentTermsofpayment

aredecidedbetweenthesellerandthebuyerthroughnegotiation.Therearethreemaintermsofpaymentinforeigntrade:Remittance，CollectionandLetterofCredit.LetterofCreditisakindofbankcredit,ausuallyadoptedmethod.TherearethreekindsofRemittance:M/T(=MailTransfer)、T/T(=TelegraphicTransfer)andD/D

(=DemandDraft).TherearetwokindsofInternationalCollection:cleancollection

anddocumentarycollection.Thelatterisusuallypracticedforpayment

dividedintotwogroups:

D/A(=DocumentsagainstAcceptance)andD/P(=DocumentsagainstPayment)Usuallythedistanceoftransportationofgoodsfromtheexportertotheimporterisfaraway.Toprotectthegoodsfrompossibleloss,theimporterorexportergenrallycoversthegoodswithaninsurancecompanybeforetransportation.Shipmentisveryimportantintheinternationaltrade.Theusualwaysforcarryinggoodscanbebyland,byinlandwaterway,byseaorbyair,whicharechosenaccordingtothenatureoftheproduct,thedistancetobeshipped,timelimit

orfreightcost.Exercises:Discussthefollowingquestionswithyourpartner.1.Whatarethethreemaintermsofpayment?2.Whichmethod,akindofbankcredit，isusuallyusedamongthethreekindsoftermsofpayment?3.DoyouknowthethreekindsofRemittance?4.SaysomethingaboutthetwokindsofInternationalCollection?Notes1.Answerandtransferallincomingcallsprofessionally專業(yè)回復(fù)和轉(zhuǎn)接所有打入2.Receiveandrecordallincomingletters&mailsanddistributethemtotheresponsiblepersontimely&accordingly及時(shí)和相應(yīng)的接收、記入所有的接收的信件和郵件并且把它們分發(fā)給負(fù)責(zé)人3.Collectorrecordalloutgoinglettersbyordinaryletter,registerletterorExpress以平信、掛號信或快遞的方式收集或記錄所有的寄出得得信。7.Visitorregistration來賓登記8.Receiveguestsatthefrontdesk,managevisitors’bookandnotifyofficestaffuponvisitors’arrival在前臺接待來賓，管理留言簿，客人一到通知辦事處工作人員9.Ensurethesafetyandsecurityofofficebycontrollingin/outvisitors,reporttotheOfficeManagementAdministratorimmediatelyforanyunusualsituation通過控制來往客人，確保平安和辦公室平安，有任何異常情況，立即向辦公室管理人員報(bào)告10.Arrangecarservice/courierservicefortheoffice為辦公室安排汽車效勞/快遞效勞11.Becoordinatortoworkwithotherdepartmenttosmoothoperationofwholeoffice與其他部門協(xié)同工作，充當(dāng)協(xié)調(diào)員使整個(gè)辦公室的工作順利運(yùn)行。12.Seniorpartner資深合伙人13.Makeanappointmentwithsomebodyv.與某人約會14.Beinvolvedwith涉及15.Calloffv.取消,放棄16.Arrangeforv.安排17.Areceptionroomn.接待室,會客室18.insuchathoughtlessway以這樣粗心的方式19.Termsofpayment=modesofpayment=methodsofpayment付款條件20.LetterofCredit信用證21.M/T=MailTransfer信匯22.T/T=TelegraphicTransfer電匯23.D/D=DemandDraft即期匯票24.Cleancollection光票托收25.Documentarycollection跟單托收26.Documentarycollectionisusuallypracticedforpayment跟單托收通常實(shí)行付款27.D/A=DocumentsagainstAcceptance承兌交單28.D/P=DocumentsagainstPayment付款交單29.Toprotectthegoodsfrompossibleloss…為了保護(hù)貨物免受可能的損失。Protectfrom保護(hù)……30…theimporterorexportergenrallycoversthegoodswithaninsurancecompanybeforetransportation.進(jìn)口或出口商通常在運(yùn)輸前將貨物在保險(xiǎn)公司投保。31.Usualwaysforcarryinggoodscanbebyland,byinlandwaterway,byseaorbyair…通常采用陸路，內(nèi)陸水路，海陸或航空方式運(yùn)送貨物。32.Timelimitn.期限,限期Newwordsandexpressions1.Avarietyofadj.多種的2.coordinatevt.調(diào)整,整理3.Bookvt.預(yù)定,登記4.facilitatevt.-tated,-tating使容易；使便利5.assignmentn任務(wù)，分配，委派6.advertisingn.廣告(業(yè))7.cancelvt.(cancel(l)ed;cancel(l)ing)刪去,取消,注銷8.apologizevi.-gized,-gizing抱歉Apologizetosb.Forsth.;makeanapologytosb.forsth.因某事向某人抱歉9.valuedadj.貴重的,尊貴的,尊重的10.clientn.顧客,客戶,主顧11.negotiationn.[常用復(fù)]談判,磋商12.remittancen.匯付，匯款13.collectionn.托收14.adoptedadj.被收養(yǎng)的,被采用的15.practicedadj.熟練的,老練的16.transportationn.運(yùn)輸,輸送17.shipmentn.裝運(yùn)18.freightn.貨物7.2SpeakingDialogueoneScene:MaryishavingatalkwithMr.Smith,herbossdiscussinghowtointerviewpeopleapplyingtotheworkofofficereception.S:Mr.HenrySmithM:Mary.M:Mr.Smith,I’dliketotalkaboutinterviewingpeopleapplyingtoworkasareceptionistinmycompany.S:Well,firstofall,areceptionistisrequiredto

bedecentandsmartallthetime

becausesheisthefirstpersontoreceivevisitors.M:ThatiswhyIseemanyreceptionistsdressedinniceattractingclothesineverybigplacesuchashotelsandrestaurants.S:Yes.Notonlybeingsmart,butalsokeepingasmileontheirfacesinordertomakethecustomersfeelathome

whentheygotothoseplaces.Evenifthereceptionisthadaquarrelathome,sheshouldhaveasmileonherface.M:You’refunny,Mr.Smith,butit’struebecausequalityistheimportantthinginserviceindustry.S:Sincethereceptionististoreceivedifferentpeoplewithdifferentageandlanguage,itisgoodforhertoknowatleastthreeforeignlanguagesinordertobeabletohelpanumberof

foreignvisitorswithdifficulties.M:Mr.Smith,whatyouaresayingisright.IrememberwhenIwasinacertain

hotel;Itriedtoexplaintothereceptionisttobookformeatrainticketforthenextmorning.Nomatterhow

muchItriedtoexplaintoher,shecouldnotunderstandbecauseshecouldonlyunderstandafewwordsofthatlanguage.Ireallygothardtimethere.S:Thesamethinghappenedtome.IwantedtocallmywifewhenIwasatahotel.Thereceptionist’sEnglishwasnotgood.IttooklongformetogetintouchwithmywifesinceIhadnomobilephone.M:Iunderstandyou.Ithinkdoingthisjobrequiressomeonenottobeshorttemper,too,becauseintheactualsituationtherearepeoplewhoreallydisturbalot,askingquestionsthisandthat.S:Yes.Peoplemayaskmanyquestionswhentheyaskforhelp,soareceptionistshouldbejollyandapproachable.M:Ithinkit’simportantforareceptionisttowelcomevisitorspolitely.S:Yes.Knowinghowtohelppeopleisalsoveryimportant,becauseoncesomeonecomestoyou,heexpectsyoutohelphimfindasolutiontohisproblem.Ithinkthat’sthemajorissueaboutbeingareceptionist.M:Thankyousomuchforthetimeandthegoodideas.Bye.S:Youarewelcome.Haveaniceday.Wecanarrangeandmeetagain.Bye.Notes:1.Firstofalladv.首先2.Requiresb.todosth.要求某人做某事3.Allthetimeadv.始終4.Feelathome感覺自在5.Haveaquarrelwithsb.與某人吵架6.Serviceindustryn.效勞行業(yè)7.anumberofadj.許多的8.acertain某一9.Nomatterhowadv.不管如何10.Sth.Happentosb.某事發(fā)生在...人身上11.Shorttempern.急性子，脾氣暴躁12.Thisandthat各種各樣的Newwordsandexpressions1.receptionn.接見;接待2.receptionistn.接待員3.decentadj.體面的,象樣的4.smartadj.漂亮的,瀟灑的5.funnyadj.有趣的,好笑的;滑稽的6.jollyadj.歡樂的,快樂的7.approachableadj.可接近的;易接近的；隨和的DialoguetwoScene:Maryishavingadiscussiononinterviewingsomeoneapplyingfor

ajobasareceptionistintheofficewithMr.Smith.S:Mr.HenrySmithM:MaryS:Hello,Mary.M:Hello,Mr.Smith.S:Iwanttoaskyouafewquestionsaboutinterviewingareceptionistintheoffice.M:Yourquestionsarehighlywelcomed,Mr.Smith.S:Firstly,howcansomeoneintroducehimselfinshort?

M:Tellhisnameandage.Andthenintroducehisgraduatecollege,showinghispapers.Ithinkgradesareveryimportant.S:Ok.Secondly,tellmehowagoodreceptionistshouldattractpeopletocomeagainformoreservicesinanyplace.M:Areceptionistshoulddresswellbecauseitcangivepeopleagoodimpression.Atthesametimesheshouldhaveagoodsmileimmediatelypeopleenterinto

acertainplacetoaskforservices.S:Howaboutthesituationwhenpeoplecome,thereceptionistgivesthemasmilewithoutsayingaword?Doyouthinksheisnotfitforthejobasareceptionist?M:Idon’tthinkso,butforme,Ithinkgoodwordslike“youarewelcome〞,“sir“or“madam〞canmakesomeonefeelheisintherightplaceatthattime.S:Ok,Mary.Thatreallymakesadifference.Howmanylanguagescanyouspeak,Mary?M:IcanspeakEnglish,SpanishandFrenchfluently.S:Good.HowoftendoyoupracticeyourSpanish?BecauseIamsureitiseasytoforgetsomewordswhenyoutakelongnottospeakthatlanguage.M:Youareright,Mr.Smith.Itiseasytoforgetforeignlanguages,especiallywhenitisnotyourmothertongue.IhavemanySpanishnovels,soIreadthemduringmyfreetime.IalsohaveSpanishfriendsonmyyahoomessengerandQQ.Soweusuallychatandtheyteachmesomenewwordsinthelanguage,plusaskingthemsomequestions.S:Ilikethewayyouhaveansweredthequestions.Youcanbeagoodreceptionist.M:Thankyou,Mr.Smith.Bye.S:You’rewelcome,Mary.Bye.Notes:1.Applyfor請求,申請2.inshortadv.簡而言之3.Enterintov.進(jìn)入4.Makeadifference緊要;發(fā)生影響Newwordsandexpressions1.immediatelyconj.一…就…2.Fluentlyadv.流利地,通暢地3.befitfor勝任的，稱職的4.Taketimetodosomething花費(fèi)時(shí)間做某事5.messengern.信使，使者,

Usefulexpressions1.Mr.SmithrangupMissMaryinformingherofpayingattentiontopublicity,packagingandsalesordersandthenwaitingforhimtocometosomedecision.史密斯先生給瑪麗小姐打通知她注意宣傳，包裝和銷售訂單，然后等候做決定。2.Putoutpublicitymaterial生產(chǎn)宣傳資料3.Whentheproductscomeofftheassemlyline,pleasesupplyuswithadequatepackagingmaterials.當(dāng)產(chǎn)品離開裝配線時(shí),請?zhí)峁┙o我們足夠的包裝資料。4.Distributorsputinmuchbiggerordersthananticipated.批發(fā)商比預(yù)期的訂單更多。5.WeattendedtheyearlymeetingattheChamberofCommerce.我們出席了年度的商會。6.Yesterdaywediscussedsomealterationtotheplan.昨天我們把方案中的改動(dòng)之處討論一下。7.Icouldn’tgetahotelforyoutoputyouup.我給你找不到旅館提供食宿。8.Ihaveappliedforatransfer.我已經(jīng)申請職務(wù)調(diào)動(dòng)了。9.Uptodate,breadhasrunout.到目前為止，面包已經(jīng)用完。10.Inconnectionwithorwithregardtotheablove-mentionedproductshavebeendelivered.關(guān)于上述產(chǎn)品已交付。7.3Writing

TermsofPayment

Termsofpaymentaredecidedbetweenthebuyersandthesellersthroughnegotiations.Hereareletterswrittenabouttermsofpayment.SampleOne:AskingforAcceptanceofDocumentagainstAcceptance(time)DearSirs,Wehavebeendoingbusinesswithyouforseveralyearsinthisline.Foreachtransaction,wepayontimeandneverdelay.Weusuallypaybyletterofcredit.Asyouknow,openingaletterofcreditwilltakeupmuchmoney,whichslowsourmoneyturnover.What’smore,weareshortofmoneyrecently.Forthistransaction,theamountconcernedisnottoomuch.WouldyouallowustopaybyD/Pforthistransaction?PleaseacceptpaymentbyD/P.Wewouldappreciateyourfavor.Yourssincerely,(signature)SampleTwo:InformingL/CBeingOpened(time)DearSirs,WehaveinstructedtheBankofEnglandtoopenaletterofcreditfortheamountofUS$345,000inyourfavor,onMay20withthevalidityof60days.TheletterofcreditwillbeconfirmedbyIndustrialandCommercialBankofChina,Shanghai.Yourdraftwillbeacceptedatsightforthefullamountofyourinvoice.Asrequiredintheletterofcredit,youneedtoprovidethefollowingdocuments:CleanonboardBillsofLadingSignedcommercialinvoicein4copiesPackinglistin3copiesCertificateoforiginin3copiesPleaseinformusimmediatelywhentheabovecommodityhasbeenshipped.Yoursfaithfully,(signature)Wordsandexpressionsusedinlettersabouttermsofpayment:documentagainstpayment,D/P付款交單documentagainstacceptanceD/A承兌交單letterofcreditL/C信用證transferableadj.可轉(zhuǎn)讓的irrevocable不能取消的,不可撤消的divisibleadj.可分割的confirmedadj.保兌的balancen.余額grantvt.同意,準(zhǔn)予,批準(zhǔn)postponementn.延遲,延期obligationn.義務(wù);職責(zé),負(fù)擔(dān)prescribedtime規(guī)定時(shí)間indentvt.定貨（英）InsuranceGoodstransportedmaybedamagedontheway,soinsuranceshouldbemade.Whetherthebuyerorthesellercoverstheinsurancedependsonthetermsofpaymentandtheresultofthenegotiationbetweenthebothsides.Therearemanykindsofinsurancetobechosenaccordingtothefeatureofthegoodsandwaysoftransportation.SampleOne:AskingtheBuyertoCoverInsurance(time)DearSirs,WetakethepleasuretoinformyouthatthecannedfishyouorderedunderContractNo.9807havebeenreadyforshipment.Wehavebookedshippingspaceforthemons/sCHENGFENG,whichsailsforyourport,London,EnglandonoraboutAugust23.Pleaseinsurethegoodsatyourend.Yoursfaithfully,...(signature)SampleTwo:AskingtheSellertoCoverInsurance(time)DearSirorMadam,Re:InsuranceforcontractNo.7824Withreferenceto400cartonsofglassesunderyourcontractNo.7824,wearepleasetoinformyouthataconfirmed,irrevocableletterofcredithasbeenestablishedwiththeBankofOsaka,NewYork,withtheamountofUS$459,000validuptoSeptember1st.PleasearrangeandshiptheabovegoodsbeforeSeptember1standmaketheinsurancefor110%oftheinvoicevalueagainstFPA,TPNDandHookDamageRisk.Wearewaitingforyourshippingadvice.Yoursfaithfully,(signature)Wordsandexpressionsusedinlettersaboutinsurance:withParticularAverage，WPA水漬險(xiǎn)freefromParticularAverage,FPA平安險(xiǎn)AllRisks 一切險(xiǎn)WarRisks戰(zhàn)爭險(xiǎn)ShortageRisk短量險(xiǎn)LeakageRisk滲漏險(xiǎn)Theft,Pilferage&Non-DeliveryRisks,TPND偷竊，提貨不著險(xiǎn)Freshand/orRainWaterDamageRisks淡水雨淋險(xiǎn)Intermixture&ContaminationRisks混雜、玷污險(xiǎn)BreakageofPackingRisk包裝破裂險(xiǎn)intheamountof總值，總額cargon.(pl.cargoes,cargos)船(裝)貨,貨物;載運(yùn)的貨物atyourend在你處referto關(guān)于covervt.投保dulyadv.按時(shí)地，即時(shí)地ShipmentAfterthecontracthasbeensigned,thesellershouldarrangeshipmentwithintheprescribedtime.Boththebuyerandthesellershouldcontacteachotherregularly.Thelettersarealwaysaboutshipmentinstructions,shippingadviceorotherdetailsaboutshipment.SampleOne:ShipmentInstruction(time)DearSirs,WehavereceivedyourletterdatedMay23confirmingsellingus5000setscolortelevisionatUS$2,300persetCIFSeattle.TheshipmentshouldbemadebeforetheendofJune.SincethepriceismadeonCIFbasis,youaretoarrangeshipmentandinsurance.PleaseinsuretheTVsetsagainstAllRisksfor110%oftheinvoicevalue.Allthegoodsaresusceptibletoshock,sotheymustbepackedinseaworthycasesagainstroughhandling.Thegoodsshouldalsobeprotectedfromwateranddampnessbyplasticlining.Pleasecontactusifthereisanythingunclearandseetoitthattheshipmentwillbesatisfactory.Yourssincerely,(signature)SampleTwo:ShippingAdvice(time)DearSirorMadam,WetakethepleasuretohavereceivedyourletterofcreditNo.8970,concerning200metrictonssoybean.Wearewritingtoinformyouthatshipmenthasbeenmadeons/s“ChangLe”onJune4withtransshipmentatHongKong.Enclosedpleasefindasetofshippingdocumentsinduplicateconsistingof:(1)AcopyofCleanBillofLading(2)AsignedInvoiceNo.988(3)Packinglist(4)CertificateofOriginNo.12997(5)CertificateofQualityNo.34523(6)InsurancePolicyWewishtofurtherassureourcooperationandrelationshipbetweenus.Yoursfaithfully,(signature)Wordsandexpressionsusedinlettersaboutshipment:packinglist裝箱單S/S,s/s=shipment輪船consignmentn.貨物load

vt.裝載unloadvt.卸貨Freight,freightcharge運(yùn)費(fèi)transshipmentn.轉(zhuǎn)船withoutfurtherdelay切勿延誤containern.集裝箱billoflading提單UsefulExpressionsusedinlettersabouttermsofpayment,insuranceandshipment:1.Inordertopayyouraccount,weencloseadraft.寄上匯票，以支付賬款。2.Ourpracticeistoacceptconfirmed,irrevocableL/Cavailablebydraftat30daysaftersight.我們的通常做法是接受保、不可撤消信用證，見票后30天付款。3.Asyourrequest,wewillgrantyoutermsofpaymentasD/A.應(yīng)你方要求，我方準(zhǔn)許采用承兌交單。4.Pleaseopenaconfirmed,irrevocableL/C30daysbeforeshipment.請于裝船前30天開立保兌、不可撤消信用證。

5.WeregrettoinformyouthatwehavetoturndownyourrequestforD/A,becauseweonlyacceptL/C.非常遺憾，我們不得不拒絕你方采用承兌交單的要求，因?yàn)槲覀冎唤邮苄庞米C。6.ThegoodsunderyourorderNo.7658arereadyforshipment.PleaseexpediteyourL/CatthebankofChina.你方7658號訂單項(xiàng)下貨物已經(jīng)備妥，請盡快于中國銀行開立信用證。7.Pleasecovertheinsuranceatyourend.請?jiān)谀闾庌k理保險(xiǎn)。8.WehavecoveredthegoodsagainstAllRisks.我們已為貨物投一切險(xiǎn)。9.WewillmaketheinsuranceatthisendforthegoodsunderthecontractNo.13againstAllRisks.我們將在我處為13號合同項(xiàng)下貨物投一切險(xiǎn)。10.InsuranceistobecoveredbytheselleragainstWPAandWarRisks.賣方應(yīng)投水漬險(xiǎn)和戰(zhàn)爭險(xiǎn)。11.Weshallcoverthecommodityfor20%abovetheinvoicevalue.我們將按發(fā)票金額120%為貨物投保。12.Ifyoudesireustoinsureagainstthatrisk,we’llhavetochargeanextrapremium.如果貴方希望我方投那種險(xiǎn)別，我們將不得不收取額外費(fèi)用。

13.Weshouldappreciateitifyoucouldarrangeshipmentforthegoodsordered.如你方能為所訂貨物安排船運(yùn)，我方將不勝感謝。14.PleaseshipthelotunderContractNo.453byS/S“DongFeng〞sailingonoraboutJune14.請安排453號合同項(xiàng)下貨物經(jīng)由“東風(fēng)〞號于6月14日前后發(fā)運(yùn)。15.Weshouldbegladifyoucouldeffectshipmentassoonaspossible