Key to Unit 3 How Does a Secretary Receive Visitors?
Section 1 Dealing with Visitors I.
Dialogue 1 1. on business 2. expect 3. message 4. urgent 5. business 6.card Dialogue 2 7. available 8. Certainly 9. occupied 10. contract 11. moment 12. important
Dialogue 3 13. appointment 14 engaged 15. waiting 16. half 17. clients 18. doubt 19. confusion
Dialogue 4 20. expecting 21. show 22. right away III. 3.
1) I have an appointment with Mr. Ling Yun at 11 o’clock. 2). I’ve been sitting for the last three hours 3) How do you take your coffee? 4.
A: Good morning, sir. Can I help you?
B: Yes, I would like to see Mr. Ling Yun please. A: Do you have an appointment?
B: No. I’m afraid I haven’t. I’m from Wilson Motors, and I’ve 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。（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 Efficient I.
1.Receiving, 2. routine, 3. rise, 4. knowledge, 5. attention, 6.Directly, 7. available, 8. instead, 9. reception 10. accompanies, 11.gesture, 12.
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impression, 13. arrive, 14. announces, 15. comfortable, 16. apologize III.
1. be created, is decorated, waiting, relax, informed, is kept, 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, the 3. the, a, the, an 4. the, the 5. the, the, the
Section 3 Getting Some Knowledge of English 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-s-s
III． 2
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 it’s a pity that Mr. Wang is now in New York on a business trip, so he will be unable to accept your invitation to the fashion show on December 20th.
Sincerely,
Ms. ZhangYi
Executive Secretary 3．
Dear 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
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much like to meet your Sales Manager on the morning of 6th or 7th, and he 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. informal 5. helpful 6. help 7. body 8. own 9. take 10. ideas 11. under 12. accept III. 1.
1) The secretary should view clothing as a uniform that fits the image of
the office and thus advances the secretary’s career goals along with the purpose of the office.
2) If there is no declared dress code, clues 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. 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 secretary’s career goals along with the purpose of the office.
2) Use dress, hairstyle and so forth to convey confidence and
professionalism.
3) Give sincere compliments.
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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 Visitors Dialogue 1
A: Good morning, Sir.
B: Good morning, Miss. Is this Mr. Ling Yun’s office? A: Yes, it is. May I help you?
B: I’d like to see Mr. Ling Yun, please. I’m Tim Smith of Neville. A: I’m 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 soon as he’s 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, I’ll tell him to call you back as soon as he can. B: Thank you, goodbye! A: Goodbye, Mr. Smith.
Dialogue 2
A: Good afternoon, Ms. Zhang Yi. I’d 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 moments.
C: I’m 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, I’ve found a problem in the contract he asked me to examine
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yesterday. He told me that it was an 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. B: All right, Mr. Ling. (To the visitor) Please go right in. A: Thank you. Dialogue 3
A: Good afternoon. Can I help you?
B: Yes, I have an appointment with Mr. Ling Yun. A: Are you Mr. Larry Wizel? B: Yes, that’s right.
A: I’m afraid Mr. Ling Yun is engaged at the moment. Would you mind waiting for a while?
B: Well… How long will that be? A: About half an hour.
B: Oh, that’s 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 would know about the matter.
A: Perhaps you would like to make an appointment for some other time? B: Yes, but I’ll leave my card just in case he has lost the one I gave him last time.
A: Thank you, Mr. Wizel. I’m sorry about the confusion. B: That’s all right. Thank you. Goodbye.
Dialogue 4
A: Good morning, sir. Can I help you?
B: Good morning. My name is Tom Ray, and I’m from Johnson’s Pharmaceuticals. I have an appointment with Mr. Ling Yun.
A: Yes, Mr. Ling Yun is expecting you, Mr. Ray. If you’d like to take a seat, I’ll let him know you’re here. (The secretary then dials Mr. Ling Yun’s extension number.) Mr. Ray of Johnson’s Pharmaceuticals is here to see you. Shall I show him in? Thank you. (to visitor) Mr. Ling Yun will come
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