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1、文秘专业英语Knowing Your Office WorkUnit 2Study Objectivesv 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v 学习用英语描述和领会涉外秘书办公室日常工作v 了解办公室的基本礼仪v 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 v You may begin preparing for your first day at work the night before. Though being excited or even nervous, you should do
2、 your best to get a good nights sleep so you are well rested for the next day.v 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 fill
3、ing out those necessary tax forms. v In the morning of your first day at work, allow yourself plenty of time for getting ready and for the commute. Whether youre starting your first job or youre an experienced worker, there is no better time to make a good first impression than your first day at wor
4、k. Here is how: ContentsPart One DialoguesPart TwoUseful ExpressionsPart ThreeSimple WritingPart FourExercisesPart FiveSocial EtiquetteDialoguesThis 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 assista
5、nt to general manager and Susans superior as well, tells her what duties and routine jobs she will take.Dialogue OneS: 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, Im just
6、 a newcomer here, so would you please tell me what I shall start with my first day job? Part 1Part 2Part 3Part 4Part 5DialoguesDialogue OneL: Sure. First of all I think we should go around and meet most of the colleague youll be working with, as soon as possible so that youll be aware of who and whe
7、re 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 youll . (They go towards Jocelyns worktable.)Part 1Part 2Part 3Part 4Part 5knowing
8、whos who in the company11. 弄清公司每一个人的身份 Lets start with your superior22. 我们就从介绍你的上司开始吧 take her position33. 接替她的位置DialoguesDialogue OneL: 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 do
9、uble 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 1Part 2Part 3Part 4Part 5DialoguesDialogue OneL: Susan, Id like to show you around the admini
10、strative 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 Thomso
11、n is in charge of it and there are four supervisors in each section. S: Ok, I see. Part 1Part 2Part 3Part 4Part 5have a brief overview of the structures44. 简单了解它的基本框架 Production Control, Material Control, Quality Inspection, Research,and Development Center55. 生产控制部 物料控制部 质检部和研发中心 DialoguesDialogue O
12、neL: 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? Lets go. Marke
13、ting and Sales Center and After-sales Service Center66. 营销中心和售后客服中心Part 1Part 2Part 3Part 4Part 5DialoguesDialogue TwoS: 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 en
14、ergy and enthusiasm. So as his secretary, its 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 1Part 2Part 3Part 4Part 5This is the second day for Susan to be at work, and she is greeting Jocelyn.DialoguesDialo
15、gue TwoS: Thats 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 s
16、tart now? J: Well, the first thing you may do now is to collect todays newspapers and messages and put them on Mr. Stevensons desk, informing him of todays appointments, meetings and all the other scheduled activities. S: What can I do for these letters?Part 1Part 2Part 3Part 4Part 5DialoguesDialogu
17、e TwoJ: 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
18、 if you know very well about how-to, other- wise, youd better ask for the bosss 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.
19、process the letters11. 处理信函 Part 1Part 2Part 3Part 4Part 5DialoguesDialogue TwoJ: 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 conve
20、niently. is kept in this file, sales information, reports and business documents in this file, the companys history of establishment and development in that file. S:setting up a good filing system means high efficiency at work22. 建立一个好的档案系统意味着工作的高效率 Part 1Part 2Part 3Part 4Part 5 Outgoing and incomi
21、ng correspondence33. 收发的函件 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?DialoguesDialogue TwoJ: Well, . Beside these, your routine also involves making receptions for visitors, answering telephone calls and taking telephone messages, arranging mee
22、tings and appointments, taking care of his business travels and sometimes even Mr. Stevensons personal affairs. S: Thats really a big challenge for me, but I think I can adapt to it soon.Part 1Part 2Part 3Part 4Part 5the general practice is being alphabetical54. 通常是以字母的顺序排列的DialoguesDialogue TwoJ: O
23、h, 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
24、lot of work. I hope I can handle all of them. Please do me a favor J: No problem. Ill back you up at any time.Part 1Part 2Part 3Part 4Part 5toner, drum unit, ink cartridge or any other consumable items6,6. 炭粉 打印鼓 墨盒或其他消耗品 DialoguesNew Wordsalphabet 5Alfbetn. 字母表cartridge 5kB:trIdVn. 墨水筒,硒鼓consumable
25、 kn5sju:mEbla. 可消费/耗的drum drQmn. 磁鼓enthusiasm In5Wju:zIAzmn. 热情facsimile fAk5sImElin. 传真file faIln. 文件夹,卷宗,档案idle 5aIdla. 无所事事的Part 1Part 2Part 3Part 4Part 5DialoguesNew Wordsindex 5Indeksn. 索引occasionally 5keIVnliad. 偶然地routine ru:5ti:nn.日常工作schedule 5FedjU:ln.日程安排toner 5tJn (r)n. 墨粉,炭粉Part 1Part 2
26、Part 3Part 4Part 5DialoguesWord Bankadhesive 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 locker 锁柜name card holder 名片夹office pin 办公用大头针 paper cutter 切纸刀 paper fastene
27、r 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Part 1Part 2Part 3Part 4Part 5Useful Expressions身为秘书,为你的上司感兴趣和关心的事提供剪报档案 1. As a secretary, you have to maintain a clipping file on your boss interests and concerns. 尽量为你的上司作缓冲人或中间人 2. Try to make you
28、rself a buffer or go-between for your boss. 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。3. Ordering supplies and equipment for the office or filing papers of many types are important parts of a secretarys routine. Part 1Part 2Part 3Part 4Part 5Describe Office RoutineUseful Expressions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
29、款 4. Besides, sometimes you are asked to keep personal records or do personal banking for him/her. 会中和会后,你要笔录口授内容并用电脑誊清5. During and after meetings, you need to take dictations and transcribe notes on the computer.像钉书针和回形针这类的办公用品都放在橱柜里6. Office items like staples and paper clips are kept in the cupb
30、oard.Part 1Part 2Part 3Part 4Part 5Describe Office RoutineUseful Expressions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 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. 一名合格的
31、秘书应该擅长拟写各种信件并协助准备各类报告 8. A qualified secretary should be good at composing letters and assisting in preparing various reports. Part 1Part 2Part 3Part 4Part 5Describe Office RoutineUseful ExpressionsDescribe Office Routine你要为所有的档案柜做一个非常清晰的索引9. You may make a very clear index to all of your filing cab
32、inets. 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10. As a good secretary, your ability in typewriting must be beyond reproach, trying to make yourself a fast, accurate and elegant typist. Part 1Part 2Part 3Part 4Part 5Useful ExpressionsInquiry of the Specific Work李先生,这封信你是希望打印在公司专用纸上还是用手写?1. M
33、iss Li, would you like the letter typed on company paper or handwritten? 好的,先生 我要用一般的商业书信格式打吗?2. Yes, sir. Shall I type it in the usual business letter format? 我是否要在这封信上签您的名字呢? 3. Shall I sign this letter in your name? Part 1Part 2Part 3Part 4Part 5你是要我用速记的方式,还是用录音带记录呢?4. Would you like me to take t
34、his in shorthand or record it on cassette tape?Useful ExpressionsInquiry of the Specific Work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?5. Here are the files you requested on the Broody case, arrayed by date. Shall I check it for you now? 您要我拿一份希尔斯的账目来吗? 6. Would you like me to get a copy of the Sears,
35、Account? Part 1Part 2Part 3Part 4Part 5让我来处理此事,好吗?7. Would you please leave it to me? 我需要帮你处理这封信吗 ?8. Shall I take care of this letter for you? Useful Expressions对于这份报告,您还有什么要补充的吗?9. Do you have anything to add to the report? 这会儿我能帮您做什么?您还需要别的什么东西吗?10. Now, is there anything I can do for you? Do you
36、 need anything else? Part 1Part 2Part 3Part 4Part 5Inquiry of the Specific WorkSample WritingSection 1: Layout of a Business Letter 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 organi
37、zations and their customers, clients and other external parties. Business letters (in the United States) usually contain the following information (in this order): letterhead or senders address, date of writing, recipients address, salutation or greeting, message (body of the letter), closing, signa
38、ture, 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 1Part 2Part 3Part 4Part 5Sample Writing
39、 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 1Part 2Part 3Part 4Part 5Section 1: Layout of a Business LetterSample WritingSample 15th February 2002 Your ref: Bon/ Ken/ 21Our ref: 25
40、RW/KBMr. 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 1Part 2Part 3Part 4Part 5Sample WritingSample As
41、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 th
42、at starts on the 20th of March. Thank you for your prompt attention on this matter. Sincerely,Tony BraxtonMiss Tony BraxtonHead of Purchasing Encl: a copy of our original purchase orderCC: Mr. Henry Simon Part 1Part 2Part 3Part 4Part 5Sample Writing Addressing an envelope properly helps get your let
43、ter to the correct destination on time. Write the senders name and/or the companys name on the first line of the address. Add the senders 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
44、, 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 ab
45、ove. Attach proper postage to the upper right-hand corner of the envelope.Part 1Part 2Part 3Part 4Part 5Section 2: Format of a Business EnvelopeSample 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
46、正确的邮资 Part 1Part 2Part 3Part 4Part 5Section 2: Format of a Business EnvelopeSample WritingSample Part 1Part 2Part 3Part 4Part 5Addressing an EnvelopeExercises Listen to the following passage carefully and fill in the blanks according to what you hear.1. Listening. How to become 1 and 2 a new working
47、 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 dont attempt to 8 showing how smart you are, Lastly, dont always critic
48、ize and 9 about any unreasonable things to prove you are 10 .Part 1Part 2Part 3Part 4Part 5a popular new staff _adapt to _a gentle and balanced mood _the current team _;inexperienced_;obey the others _break the rules of a game _follow the rituals _complain too much _perfectionist _Exercises2. Role p
49、lay. 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 positionPart 1Part 2Part
50、3Part 4Part 5Exercises3. 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