1、Key to Unit 3 秘书英语高职高专 王毅主编Key to Unit 3 How Does a Secretary Receive Visitors?Section 1 Dealing with VisitorsI. Dialogue 1 1. on business 2. expect 3. message 4. urgent 5. business 6.cardDialogue 2 7. available 8. Certainly 9. occupied 10. contract 11. moment 12. importantDialogue 3 13. appointment
2、 14 engaged 15. waiting 16. half 17. clients 18. doubt 19. confusionDialogue 4 20. expecting 21. show 22. right awayIII. 3.1) I have an appointment with Mr. Ling Yun at 11 oclock.2). Ive been sitting for the last three hours3) How do you take your coffee?4.A: Good morning, sir. Can I help you?B: Yes
3、, I would like to see Mr. Ling Yun please.A: Do you have an appointment?B: No. Im afraid I havent. Im from Wilson Motors, and Ive come to see Mr. Ling to discuss sales of our new model. 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
4、。（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。Section 2 Being Courteous and EfficientI. 1.Receiving, 2. routine, 3. rise, 4. knowledge, 5. attention, 6.Directly, 7. available, 8. instead, 9. reception 10. accompanies, 11.gesture, 12. impression, 13. arrive, 14. announces, 15. comfortab
5、le, 16. apologizeIII. 1. be created, is decorated, waiting, relax, informed, is kept, having, is3 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, the 3. the, a, the, an 4. the, the 5. the, the, the Section 3 Getting Some Knowledge of Englis
6、h Letters (2)I 1. styles 2. effective 3. further 4. Clarity 5. clearly 6. clearness 7. completeness 8. Conciseness 9. short 10. paragraphing 11. specifically 12. concreteness 13. correctness 14. punctuation 15. courtesy 16. consideration 17. customers 18. considerate 19. Punctuating 20. b-u-s-i-n-e-
7、s-sIII2 Dear Ms. White,I have received your letter of December 10th, inviting us to your last fashion show. I do wish Mr. Wang Bing, our Export Manager, could attend your show in Shanghai. But its a pity that Mr. Wang is now in New York on a business trip, so he will be unable to accept your invitat
8、ion to the fashion show on December 20th.Sincerely,Ms. ZhangYiExecutive Secretary 3Dear Mr. Ling Our Export Manager, Mr. Johns is visiting the Far East Company next month and plans to be in Beijing on January 3rd. He would very much like to meet your Sales Manager on the morning of 6th or 7th, and h
9、e wonders whether one of those days would be convenient. As Mr. Johns is leaving for his trip very soon, we should be most grateful to have your reply as soon as possible. Yours Sincerely, Doris White Section 4 Getting Some Knowledge of Business Etiquette (2)I. 1. important 2. office 3. business 4.
10、informal 5. helpful 6. help 7. body 8. own 9. take 10. ideas 11. under 12. acceptIII. 1.1) The secretary should view clothing as a uniform that fits the image of the office and thus advances the secretarys career goals along with the purpose of the office. 2) If there is no declared dress code, clue
11、s about formality should be taken from the other employees in the office.3) The secretary who wishes to be noticed and moved ahead will wear clothing that is just a shade more formal and more professional. 3. 1) are 2) are required 3) fits 4) be taken 5) be noticed 6) look, feel 7) concentrating 4.
12、1) as 2) as, with, of 3) in 5. 1) The secretary should view clothing as a uniform that fits the image of the office and thus advances the secretarys career goals along with the purpose of the office. 2) Use dress, hairstyle and so forth to convey confidence and professionalism.3) Give sincere compli
13、ments.4) Be willing to exchange ideas and learn from others. 5) Learn how to work effectively under pressure. Tapescripts Unit 3 How Does a Secretary Receive Visitors?Section 1 Dealing with VisitorsDialogue 1A: Good morning, Sir.B: Good morning, Miss. Is this Mr. Ling Yuns office?A: Yes, it is. May
14、I help you?B: Id like to see Mr. Ling Yun, please. Im Tim Smith of Neville.A: Im sorry, but Mr. Ling Yun is out of town right now.B: When do you expect him back?A: He is coming back the day after tomorrow morning. Would you like to leave a message?B: Yes, please. Would you tell him to ring me as soo
15、n as hes back? This is quite urgent.A: All right, sir. May I have your name again?B: Yes, Smith, S-M-I-T-H, Tim smith.A: Would you give me your business card please?B: OK. Here you are.A: Thank you, Mr. Smith, Ill tell him to call you back as soon as he can.B: Thank you, goodbye!A: Goodbye, Mr. Smit
16、h.Dialogue 2A: Good afternoon, Ms. Zhang Yi. Id like to see Mr. Ling Yun for a few minutes, if I could.B: Nice to see you, Mr. Li. Let me see if he is available. Would you wait just a moment, please? (To Mr. Ling Yun on his extension) Mr. Ling Yun, Mr. Li is here and would like to see you for a few
17、moments.C: Im busy right now. Would you find out what he wants to see me about?B: Certainly, Mr. Ling. (To Mr. Li) Mr. Ling is occupied at the moment and wants to know if your business is urgent. A: Well, Ive found a problem in the contract he asked me to examine yesterday. He told me that it was an
18、 urgent matter. B: I see. Let me ask him again. Would you please have a seat and wait for a moment? Thank you. (To Mr. Ling Yun on his extension) Mr. Ling, Mr. Li said that he had found a problem in the contract you asked him to look at yesterday.C: I see. Well, that is important. Ask him to come in
19、.B: All right, Mr. Ling. (To the visitor) Please go right in.A: Thank you.Dialogue 3A: Good afternoon. Can I help you?B: Yes, I have an appointment with Mr. Ling Yun.A: Are you Mr. Larry Wizel?B: Yes, thats right.A: Im afraid Mr. Ling Yun is engaged at the moment. Would you mind waiting for a while?
20、B: Well How long will that be?A: About half an hour.B: Oh, thats too long. I will have a lunch with one of my clients at 11:30.A: Can the Assistant Manager deal with it?B: No. I got in touch with Mr. Ling Yun myself on the telephone yesterday and discussed details with him. I doubt if anyone else wo
21、uld know about the matter.A: Perhaps you would like to make an appointment for some other time?B: Yes, but Ill leave my card just in case he has lost the one I gave him last time.A: Thank you, Mr. Wizel. Im sorry about the confusion.B: Thats all right. Thank you. Goodbye.Dialogue 4A: Good morning, s
22、ir. Can I help you?B: Good morning. My name is Tom Ray, and Im from Johnsons Pharmaceuticals. I have an appointment with Mr. Ling Yun.A: Yes, Mr. Ling Yun is expecting you, Mr. Ray. If youd like to take a seat, Ill let him know youre here. (The secretary then dials Mr. Ling Yuns extension number.) M
23、r. Ray of Johnsons Pharmaceuticals is here to see you. Shall I show him in? Thank you. (to visitor) Mr. Ling Yun will come down to see you right away, Mr. Ray.B: Thank you very much.Section 2 Being Courteous and EfficientReceiving visitors and guests is a secretarys daily routine in the office. As a
24、 secretary, you represent your company, and you should try to make a good impression on visitors when you greet them. A secretary should always rise to greet a visitor and be friendly and helpful. A secretary should have a good knowledge of the structure of the organization and its staff. When talki
25、ng with the visitor, a secretary should pay attention and listen to the visitor carefully. Most importantly, a secretary should find out if the visitor has an appointment or not. If the visitor has an appointment, a secretary needs to check the appointment book first. If the visitor does not have an
26、 appointment, find out the reason for his visit and the person he wants to see. Find out immediately if the person the visitor wishes to see is available and whether he will receive the visitor without an appointment. If the person cannot see the visitor without an appointment, suggest another perso
27、n the visitor may see, or make a further appointment.If the visitor is an important customer, the boss will come down to the reception room to greet the visitor. Sometimes the secretary escorts or accompanies the visitor to the bosss office. Using the visitors name when he arrives is a friendly gest
28、ure and gives the visitor a good impression of the company or organization. When the secretary and the visitor arrive at the bosss office, the secretary announces the visitors name, title and position, and introduces the boss to him if this is their first time meeting.If the visitor wishes to leave
29、a message, write it down immediately and make sure it reaches the right person as soon as possible. If the visitor must wait for the boss, see that he has a comfortable chair and some reading materials. A secretary should not force conversation upon the visitor unless he seems willing to talk while
30、he is waiting. When a visitor cannot be satisfied, the secretary should apologize and make some suggestion for an alternative meeting. If a meeting is impossible, the secretary should express regret and explain, with care and tact, what has happened, so that the visitor wont get hurt.A secretary sho
31、uld keep a record which includes dates, times, names and the organization the visitor works for. A secretary can then turn to this for reference if there is a request for relevant information. An example of this is as follows:Visitor Registration ChartDateName of VisitorFirmTime of ArrivalReferred t
32、oTime of DepartureRemarksSept 22P. L Jones P & G Co.9:30R. Dunne10:15AppointmentJuly 12, 9:30Sept 22Tom RayJunen Co.10:25Maggie Kulaien11:00SeenSept 22M. ElaineJohn Wilson and Sons13:35Charles M. 14:08SeenSept 22Yvette Putnam NY Steel Export Limited.15:06R. Dunne16:00Message left for R. DunneSection 3 Get
