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文秘专业英语

文秘专业英语. Unit 2. Knowing Your Office Work. Study Objectives. 学习用英语与办公室同事初次见面问候并了解办公室工作环境 学习用英语描述和领会涉外秘书办公室日常工作 了解办公室的基本礼仪 掌握商务信函及信封的写作格式与规范. Preparation for the First Day at Work Tips.

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文秘专业英语

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  1. 文秘专业英语 Unit 2 Knowing Your Office Work

  2. Study Objectives • 学习用英语与办公室同事初次见面问候并了解办公室工作环境 • 学习用英语描述和领会涉外秘书办公室日常工作 • 了解办公室的基本礼仪 • 掌握商务信函及信封的写作格式与规范

  3. Preparation for the First Day at Work Tips Whether you’re starting your first job or you’re an experienced worker, there is no better time to make a good first impression than your first day at work. Here is how: • You may begin preparing for your first day at work the night before. Though being excited or even nervous, you should do your best to get a good night’s sleep so you are well rested for the next day. • Before going to sleep the night before, gather any supplies, tools, or equipment that you will need for your first day at work. If you carry a briefcase, pack it the night before. Be sure to have a ballpoint pen for filling out those necessary tax forms. • In the morning of your first day at work, allow yourself plenty of time for getting ready and for the commute.

  4. Part One Dialogues Part Two Useful Expressions Part Three Simple Writing Part Four Exercises Part Five Social Etiquette Contents

  5. Dialogue One Dialogues This is the first day for Miss Susan Brown at work, the personnel staff Mrs. Linda Simpson is greeting her and introducing her to Jocelyn Green, the assistant to general manager and Susan’s superior as well, tells her what duties and routine jobs she will take. S: Susan Brown L: Linda Simpson L: Hi, Susan, welcome to join us. S: Thank you, Mrs. Simpson. Everything is so new and exciting to me. L: Yes, I see. S: Mrs. Simpson, as you know, I’m just a newcomer here, so would you please tell me what I shall start with my first day job? Part 1 Part 2 Part 3 Part 4 Part 5

  6. Dialogue One Dialogues L: Sure. First of all I think we should go around and meet most of the colleague you’ll be working with, as soon as possible so that you’ll be aware of who and where to go if you need to handle any office affairs. , Miss Jocelyn Green. You will work with her during the following two weeks and she will instruct you how to handle the office routines before she leaves us and then you’ll . (They go towards Jocelyn’s worktable.) knowing who’s who in the company1 Let’s start with your superior2 take her position3 2. 我们就从介绍你的上司开始吧｡ 1. 弄清公司每一个人的身份 3. 接替她的位置｡ Part 1 Part 2 Part 3 Part 4 Part 5

  7. Dialogue One Dialogues L: Good morning, Jocelyn. May I introduce a new member of our office to you? This is Susan Brown, your future replacement and she will work under you in the coming double weeks. (then turn to Susan) Susan, this is Jocelyn Green, a very experienced secretary from whom you may learn a lot of things and skills. J: Glad to see you, Susan. S: Glad to see you, Miss Green. Part 1 Part 2 Part 3 Part 4 Part 5

  8. Dialogue One Dialogues L: Susan, I’d like to show you around the administrative departments in our company which include Personnel, Finance, Production and Marketing Dept. To begin with, please come here to see the chart on the wall from which you may in each department. You see, this is the Production Dept. and it is made up of four divisions such as , Mr. John Thomson is in charge of it and there are four supervisors in each section. S: Ok, I see. have a brief overview of the structures4 Production Control, Material Control, Quality Inspection, Research, and Development Center5 5. 生产控制部､物料控制部､质检部和研发中心 4. 简单了解它的基本框架 Part 1 Part 2 Part 3 Part 4 Part 5

  9. Dialogue One Dialogues L: And this is Marketing Dept. which includes two branches, . Mr. John Gray is the sales manager. He always takes business trips and Linda Black is his personal assistant. S: Ok, let me write it down. Do you think it is possible for me to go right now and see each of them? L: Why not? Let’s go. Marketing and Sales Center and After-sales Service Center6 6. 营销中心和售后客服中心｡ Part 1 Part 2 Part 3 Part 4 Part 5

  10. Dialogue Two Dialogues This is the second day for Susan to be at work, and she is greeting Jocelyn. S: Susan Brown J: Jocelyn Green S: Good morning Jocelyn. J: Good morning, Susan. The general manager,Mr. Henry Stevenson, will be glad to see you. He is a hard-working man, full of energy and enthusiasm. So as his secretary, it’s impossible for us to sit idle, or doing nothing. Instead we have a lot of work to do every day and sometimes we have to work overtime. Part 1 Part 2 Part 3 Part 4 Part 5

  11. Dialogue Two Dialogues S: That’s not a problem for me to work overtime occasionally because I need to get more working experience. But I wonder if it is very difficult to handle these office routines. J: Generally speaking, it is not so difficult for you so long as you are engaged in it. S: I will. Then, what can I start now? J: Well, the first thing you may do now is to collect today’s newspapers and messages and put them on Mr. Stevenson’s desk, informing him of today’s appointments, meetings and all the other scheduled activities. S: What can I do for these letters? Part 1 Part 2 Part 3 Part 4 Part 5

  12. Dialogue Two Dialogues J: You will take care of them, you may open all the envelopes except the personal mails to read, sort and organize them, then either hand them over or report them to Mr. Henry Stevenson briefly, in accordance with their contents and importance. In some cases, you will be expected to by yourself if you know very well about how-to, other- wise, you’d better ask for the boss’s opinions before you make decision. S: I see. But shall I also deal with these email messages or facsimile letters? J: Yes, it is also a part of your daily jobs which you have to take very seriously. S: Oh, yes, of course. process the letters1 1. 处理信函 Part 1 Part 2 Part 3 Part 4 Part 5

  13. Dialogue Two Dialogues J: Moreover, you are also responsible for keeping all the files in order. As you see, . Let me show you how it works. We have set up both printed and electronic index making sure we can search for any materials very conveniently. is kept in this file, sales information, reports and business documents in this file, the company’s history of establishment and development in that file. S: setting up a good filing system means high efficiency at work2 Outgoing and incoming correspondence3 Are these files are arranged in accordance with time, theme or alphabet4? 4. 这些文档是按时间､主题还是字母顺序排列的呢? 2. 建立一个好的档案系统意味着工作的高效率｡ 3. 收发的函件 Part 1 Part 2 Part 3 Part 4 Part 5

  14. Dialogue Two Dialogues J: Well, . Beside these, your routine also involves making receptions for visitors, answering telephone calls and taking telephone messages, arranging meetings and appointments, taking care of his business travels and sometimes even Mr. Stevenson’s personal affairs. S: That’s really a big challenge for me, but I think I can adapt to it soon. the general practice is being alphabetical5 4. 通常是以字母的顺序排列的｡ Part 1 Part 2 Part 3 Part 4 Part 5

  15. Dialogue Two Dialogues J: Oh, Susan, you still have the last but not the least thing to do, that is, at the end of each month you need to take an inventory of stock on hand and list the supplies of office items such as envelops, pens and papers, memo pads, staplers, making sure they are always available. S: Phew, we do have a lot of work. I hope I can handle all of them. Please do me a favor J: No problem. I’ll back you up at any time. toner, drum unit, ink cartridge or any other consumable items6, 6. 炭粉､打印鼓､墨盒或其他消耗品 Part 1 Part 2 Part 3 Part 4 Part 5

  16. New Words Dialogues Part 1 Part 2 Part 3 Part 4 Part 5

  17. New Words Dialogues Part 1 Part 2 Part 3 Part 4 Part 5

  18. Word Bank Dialogues locker 锁柜 name card holder 名片夹 office pin 办公用大头针 paper cutter 切纸刀 paper fastener 工字针 paper shredder 碎纸机 paperweight 镇纸 pocket calculator 袖珍计算器 rubber band 橡皮带 stamp 印章 inkpad 印泥 tray 托盘 adhesive notes 可粘便笺 ashtray 烟灰缸 blotter 吸墨纸 cabinet 文件柜 cellophane tape 透明胶 clasp envelope 搭扣信封 clip 弹簧夹子 correction tap 修改胶带 diary book 日记簿 document 公文 drawer 抽屉 expanding file 文件袋 floppy disk 磁盘 Part 1 Part 2 Part 3 Part 4 Part 5

  19. Describe Office Routine Useful Expressions 1. As a secretary, you have to maintain a clipping file on your boss’ interests and concerns. 身为秘书,为你的上司感兴趣和关心的事提供剪报档案｡ 2. Try to make yourself a buffer or go-between for your boss. 尽量为你的上司作缓冲人或中间人｡ 3. Ordering supplies and equipment for the office or filing papers of many types are important parts of a secretary’s routine. 订购办公用品及办公设备,整理各类档案是秘书日常工作很重要的一部分。 Part 1 Part 2 Part 3 Part 4 Part 5

  20. Describe Office Routine Useful Expressions 4. Besides, sometimes you are asked to keep personal records or do personal banking for him/her. 此外,有时候你还得为上司作私人事务记录并处理其进出钱款｡ 5. During and after meetings, you need to take dictations and transcribe notes on the computer. 会中和会后,你要笔录口授内容并用电脑誊清｡ 6. Office items like staples and paper clips are kept in the cupboard. 像钉书针和回形针这类的办公用品都放在橱柜里｡ Part 1 Part 2 Part 3 Part 4 Part 5

  21. Describe Office Routine Useful Expressions 7. A secretary should be very skillful at operating and maintaining all the automatic office machines like duplicator, computer, printer, scanner or facsimile machine, etc. 秘书应该非常熟练地操作和维护所有的办公自动化设备,如复印机､电脑､打 印机､扫描仪或者传真机等｡ 8. A qualified secretary should be good at composing letters and assisting in preparing various reports. 一名合格的秘书应该擅长拟写各种信件并协助准备各类报告｡ Part 1 Part 2 Part 3 Part 4 Part 5

  22. Describe Office Routine Useful Expressions 9. You may make a very clear index to all of your filing cabinets. 你要为所有的档案柜做一个非常清晰的索引｡ 10. As a good secretary, your ability in typewriting must be beyond reproach, trying to make yourself a fast, accurate and elegant typist. 作为优秀的秘书,你的打字能力应该是无可挑剔的,所以要努力使自己成为一 名快速､准确而又优雅的打字员｡ Part 1 Part 2 Part 3 Part 4 Part 5

  23. Inquiry of the Specific Work Useful Expressions 1. Miss Li, would you like the letter typed on company paper or handwritten? 李先生,这封信你是希望打印在公司专用纸上还是用手写? 2. Yes, sir. Shall I type it in the usual business letter format? 好的,先生｡我要用一般的商业书信格式打吗? 3. Shall I sign this letter in your name? 我是否要在这封信上签您的名字呢? 4. Would you like me to take this in shorthand or record it on cassette tape? 你是要我用速记的方式,还是用录音带记录呢? Part 1 Part 2 Part 3 Part 4 Part 5

  24. Inquiry of the Specific Work Useful Expressions 5. Here are the files you requested on the Broody case, arrayed by date. Shall I check it for you now? 这些是你所要的布莱迪个案的全部文件,依日期顺序排列的,需要我现在就帮 您查找吗? 6. Would you like me to get a copy of the Sears, Account? 您要我拿一份希尔斯的账目来吗? 7. Would you please leave it to me? 让我来处理此事,好吗? 8. Shall I take care of this letter for you? 我需要帮你处理这封信吗 ? Part 1 Part 2 Part 3 Part 4 Part 5

  25. Inquiry of the Specific Work Useful Expressions 9. Do you have anything to add to the report? 对于这份报告,您还有什么要补充的吗? 10. Now, is there anything I can do for you? Do you need anything else? 这会儿我能帮您做什么?您还需要别的什么东西吗? Part 1 Part 2 Part 3 Part 4 Part 5

  26. Section 1: Layout of a Business Letter Sample Writing A business letter is a letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties. Business letters (in the United States) usually contain the following information (in this order): letterhead or sender’s address, date of writing, recipient’s address, salutation or greeting, message (body of the letter), closing, signature, printed name, and position of sender. In some situations, a business letter may also include the following optional information, enclosures (Encl:), courtesy copy recipients (cc:), correspondence reference No. (initials of the typist) and postscript. Part 1 Part 2 Part 3 Part 4 Part 5

  27. Section 1: Layout of a Business Letter Sample Writing 商务信函是商务机构之间,或商务机构与其客户和其他外部团体之间用非常正式的语言表述的一种写作文体｡美式的商务信函通常包括以下写作要素:公司抬头或发信人的地址､写信日期､收信人地址､问候语､正文､结束语､签名､打印名､写信人头衔｡ 在有些情况下,商务信函还包括以下选项:附件､副本抄送､档案编号(打字员姓名首字母)和附笔｡ Part 1 Part 2 Part 3 Part 4 Part 5

  28. Sample Writing Sample 15th February 2002 Your ref: Bon/ Ken/ 21 Our ref: 25 RW/KB Mr. Clark Kent, ACME Printing Co. 180 Dally Planet Building, Superman Drive, 78555 NY. Dear Mr. Kent, I am returning this letter with a recent shipment of 300 imprinted T-shirts (order # 234A5) along with a copy of our original purchase order. Part 1 Part 2 Part 3 Part 4 Part 5

  29. Sample Writing Sample As stated, the logo should be reproduced in our corporate logo color. The logos on the T-shirts you sent are black, which is unacceptable. Please make necessary corrections and send another shipment of 300 T-shirts (with the correct logo colors) by the 10th of March. We need them for a company event that starts on the 20th of March. Thank you for your prompt attention on this matter. Sincerely, Tony Braxton Miss Tony Braxton Head of Purchasing Encl: a copy of our original purchase order CC: Mr. Henry Simon Part 1 Part 2 Part 3 Part 4 Part 5

  30. Section 2: Format of a Business Envelope Sample Writing Addressing an envelope properly helps get your letter to the correct destination on time. Write the sender’s name and/or the company’s name on the first line of the address. Add the sender’s street address (include Ave., St. as well as apartment office number) or post office (P.O.) box number on the second line. Print the city name followed by a space, the two-letter capitalized state abbreviation and the ZIP code on the third line. Include the country name, in capital letters on the fourth line of the address. Print the mailing address in the center of the envelope or package, putting each element of the address in the same order as outlined above. Attach proper postage to the upper right-hand corner of the envelope. Part 1 Part 2 Part 3 Part 4 Part 5

  31. Section 2: Format of a Business Envelope Sample Writing 正确书写信封地址能确保你的信件及时送达目的地｡ 在左上角首行写明发信人姓名或公司名称｡ 第二行写上发信人地址(包括街道､单元或办公室号码),及邮局邮箱号码｡ 第三行写城市名,然后空格,州名的两个首字母大写及邮政编码｡ 第四行大写国家名｡ 在信封中间写上收信人地址,参照发信人地址书写样式和顺序｡ 在右上角贴上正确的邮资｡ Part 1 Part 2 Part 3 Part 4 Part 5

  32. Sample Writing Sample Addressing an Envelope Part 1 Part 2 Part 3 Part 4 Part 5

  33. 1. Listening. Exercises Listen to the following passage carefully and fill in the blanks according to what you hear. How to become 1 and 2 a new working surrounding as soon as possible? Here are some suggestions for you. Firstly, to have 3 towards the work so that you are more likely to get involved in 4  Secondly, to learn how to 5 because you are completely 6  Thirdly, to 7 and don’t attempt to 8  showing how smart you are, Lastly, don’t always criticize and 9 about any unreasonable things to prove you are 10 . adapt to __________________ a popular new staff __________ __________________________ a gentle and balanced mood ________________; the current team _______________ _______________; inexperienced obey the others ________________ follow the rituals _______________________ break the rules of a game ___________________ complain too much ______________ perfectionist Part 1 Part 2 Part 3 Part 4 Part 5

  34. 2. Role play. Exercises Suppose you are a new secretary at the personnel office and this is the first day for you to report to work,you knock at the door and enter the office,the head of the office greets you and introduces you to all the other officemates,then you are told what to do at your position Part 1 Part 2 Part 3 Part 4 Part 5

  35. Exercises 3. Interpret the following Chinese expressions and complete the dialogue. A: It may help to start the thinking processes by taking a close look at 1 (所有日常的秘书工作职责). B: Yes, I think it is important not to see your work as a separate entity 2  (独立存在的),but as something 3  (有助于他人或得到他人工作支持的). A: Could you please specify some of the usual secretarial duties? ____________________________. all the usual secretarial duties ________________________ which exists in isolation ___________________________________________________ which supports or is supported by the work of others Part 1 Part 2 Part 3 Part 4 Part 5

  36. ________________________ arrange materials needed ___________________ during conferences Exercises 3. Interpret the following Chinese expressions and complete the dialogue. B: For example, meet people who come to the office and 4 (替你的上司安排约会) and 5 (并与他们保持联系). A: Yes, you get it. B: Another example, you are always expected to 6 (安排会议所需要的材料),take and type minutes of meetings and 7 (记录大会发言). make appointments you’re your boss __________________________________ ____________________ keep track of them ___________________________________________ record speeches being delivered at conferences Part 1 Part 2 Part 3 Part 4 Part 5

  37. Exercises 4. Practical Writing. Task 1: Please put all the following information of a business letter into the right positions. Part 1 Part 2 Part 3 Part 4 Part 5

  38. Exercises 4. Practical Writing. Task 1: Please put all the following information of a business letter into the right positions. A: Enclosure:price list B: The initials:JB/Ms, C: Subject Line:Re:Sales of Silk D: Salutation:Dear Sir(s), E: The Complementary Close:Yours very truly F: Date :August 2,2008 G: Signature:John Smith H: Postscript (p.s.), Don’t forget, September 20 is the deadline of delivery I: Writer’s name and or Title Part 1 Part 2 Part 3 Part 4 Part 5

  39. Exercises 4. Practical Writing. Task 1: Please put all the following information of a business letter into the right positions. J: Receiver’s Inside address Mr. John Bellow, Customer Service Manager The Atlantic Co. Inc. San Francisco 7, Cal. U. S. A K: Letterhead AMERICAN TABLEWARES CO., LTD 8 EAST STREET NEW YORK7, N.Y. Tel: Fax: L: CC Peter Mills, COA Co. M: Ref. No. Our ref: BON/20 Your ref: 123 RW/KS N: Body of the letter Part 1 Part 2 Part 3 Part 4 Part 5

  40. Exercises 4. Practical Writing. Task 2: You are asked to write an envelop to one of your clients, Mr. Tony Black, whose exact address of correspondence is Hotwig Industry,123 factory blvd, Anytown AB 987654-4862. The sender’s address is your own. Part 1 Part 2 Part 3 Part 4 Part 5

  41. Exercises 5. Reading Activity. A wide range of duties that were once given to managerial and professional staff are now delegated to secretaries and administrative assistants due to office automation and organizational restructuring. Currently several secretaries and administrative assistants train and inform new staff, perform Internet research and use the latest technology in offices. In spite of these recent changes, their usual and fundamental responsibilities have stayed constant — conducting and organizing an office’s administrative duties and events, as well as receiving and handling information for distribution to staff and clients. Part 1 Part 2 Part 3 Part 4 Part 5

  42. Exercises 5. Reading Activity. Secretaries’ and administrative assistants’ responsibilities include various administrative and clerical duties needed to run a company efficiently and smoothly. Some duties include, serving as an office information manager arranging and scheduling meetings or appointments, organizing and preserving paper and computer files, managing projects, handling travel arrangements performing research, and distributing information through the use of telephone mail, and email. Part 1 Part 2 Part 3 Part 4 Part 5

  43. Exercises 5. Reading Activity. Many machines — facsimile machines, photocopiers, and telephone systems — are used by secretaries and administrative assistants to aid them in these tasks. Additionally, secretaries and administrative assistants work on per sonal computers to develop spreadsheets, write correspondence, supervise databases, and produce presentations, reports, and documents as they use desktop publishing software and computer graphics. All of these tasks were previously performed by managers and professionals. Concurrently, other office workers have taken the responsibility for several tasks traditionally left to secretaries and administrative assistants, such as typing and answering phones. Secretaries and administrative assistants have the time to help out members of the executive staff, now that they aren’t usually required to dictate and type. In numerous companies, secretaries and administrative assistants work cooperatively with each other in order to make work flexible and helpful to one another. Part 1 Part 2 Part 3 Part 4 Part 5

  44. _________________________ receiving and handling conducting and organizing _____________________________________ information for distribution to staff and clients an office’s administrative duties and events ___________________ ______________________________________ Exercises 5. Reading Activity. Please fill in the blanks according to what you have learnt from the passages. 1. The fundamental duties of a secretary include and for the purpose of 2. The other duties mentioned include  and _____________________________________. running a company efficiently and smoothly serving as an office information manager __________________________________, ____________________________________________, arranging and scheduling meetings or appointments organizing and preserving paper and computer file ____________________________________________, _________________, managing projects _________________________, handling travel arrangements ___________________, performing research __________________________________________________________. distributing information through the use of telephones, mail, and e-mail Part 1 Part 2 Part 3 Part 4 Part 5

  45. Exercises 5. Reading Activity. Please fill in the blanks according to what you have learnt from the passages. facsimile machines, photocopiers, telephone systems and personal computers 3. The automatic office machines such as  and are essential in today’s offices. 4. A secretary uses personal computer to and 5. Some traditional routine such as and are not expected to be done by secretaries. ______________________________ ______________________________________ ___________________ personal computers __________________________, develop spreadsheets __________________________, write correspondence _________________________, supervise databases ____________________________ produce presentations, reports ____________. documents ________ typing ___________________ answering phones Part 1 Part 2 Part 3 Part 4 Part 5

  46. Social Etiquette How to practice Business Office Etiquette and Manners Monitor the volume of your conversations. Be sensitive to how loudly you may be speaking. Consider closing your office door and lowering your voice whenever speaking in person or on the telephone. Keep personal telephone conversations and emails brief and at a minimum. Be ever mindful that others are nearby and that this is a place of business. Do not use the company telephone, fax, or email, for any inappropriate and personal matters. Avoid the urge to be “helpful” in areas best left to the other person to handle on their own. Part 1 Part 2 Part 3 Part 4 Part 5

  47. Social Etiquette How to practice Business Office Etiquette and Manners Sharing professional information is wonderful, gossiping is not. Only discuss personnel matters directly with specific individuals, superiors, and management. Be sensitive to scents and smells surrounding you. Save cologne and perfume for social occasions. Avoid foods with strong smells and aromas that will travel throughout the office. Keep your personal workspace clean and neat at all times. Generally, less is better when it comes to office. Use shared areas with respect and courtesy, for example, restroom or kitchen, etc. Maintain all shared items in “like new” condition and return borrowed supplies in time. Part 1 Part 2 Part 3 Part 4 Part 5

  48. Social Etiquette Group Disccussion Study carefully about the following pictures and talk about them with your partners whether they are proper behaviors at office, then give your reasons. Part 1 Part 2 Part 3 Part 4 Part 5

  49. Thank You ! 大连理工大学出版社

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