秘书英语第三版教师用书unit 6 doc

UNIT6HOWDOESASECRETARYFILEEFFECTIVELY本单元教学要求1掌握公文立卷的方法2学写祝贺信3了解外交的相关知识SECTION1DOINGFILING一、背景知识公文立卷就是按照公文的特征和联系将若干具有共同点和联系密切的公文组合成有机联系的集合体的活动。公文共有特点，如作者、内容、地区等，是立卷工作的依据。立卷工作主要包括两项工作分类和组卷。分类是将机关产生的公文按照一定的特点分成若干部分，组卷则是把每一小类的局部的公文，按照共同特点组成保管单位。但二者又有相似之处分类的方法主要是分析，分中有合，其分类结果是将具有不同特点的公文分别集合为不同类别；组卷的方法主要是综合，合中有分；其结果是将具有共同特征的单份公文集合为一个集合体（案卷）。二、课前提问1WHATISFILING2USUALLY,WHOISRESPONSIBLEFORTHEFILINGSYSTEMINACOMPANY3DOYOUKNOWSOMEFILINGINSTRUCTIONS4WHATSTHESIGNIFICANCEOFANEFFECTIVEFILINGSYSTEM5WHATSTHEESSENTIALRULEFOREFFECTIVEFILING三、语言学习1SOWEDID对了，我们写到前三条了。SO用于强调，置于句首，构成“SO主语BE动词、助动词”的排列，表示同意对方的话；比如HEISTHEBESTSTUDENTINTHISCLASS他是班上最好的学生。YES,SOHEIS他的确是。SO置于句首，构成倒装句式“SOBE动词、助动词主语”表示“亦如此，也一样”。比如HESATEACHERANDSOISHISWIFE他是位教师，他妻子也是。2INCHRONOLOGICALORDER按时间顺序。INORDERINORDEROF按顺序INALPHABETICALORDER按字母顺序排列；ARRANGEDINORDEROFSIZE,MERIT,IMPORTANCE,ETC按大小、功绩、重要性等排列的3UNDERTHENAMEOF用作名字。HEWRITESUNDERTHENAMEOFNIMROD它用尼姆罗德这个名字写作。INSTEADOFUSINGHISTRUENAME,HESENTTHEARTICLETOTHEPAPERUNDERTHENAMEOFSAKI他不用真名,而用“沙奇“这个名字向报纸投稿。4CATCHUP1赶上。THEYSTARTEDAFEWMINUTESAGO,ANDWEMUSTHURRYTOCATCHUP他们几分钟前已出发,我们必须赶紧追上。2很快拾起。THETHIEFCAUGHTUPTHEMONEYANDRANAWAY小偷一把抓起钱,逃之夭夭。3缠住。ITSEEMEDTHATSHEWASALWAYSCAUGHTUPINTHEHOUSEHOLD看来她总是家务缠身5SOTHAT为了如此以至于以便。SHEWORKEDHARDSOTHATEVERYTHINGWOULDBEREADYBY6OCLOCK他拼命干以便能到六点时把一切都准备好。SOTHAT为的是；以便。HEHASSOORGANIZEDHISLIFETHATHISWIFESUSPECTSNOTHING他把生活安排得井井有条，为的是不让妻子有任何怀疑。6ONYOUROWN你自己（完成）。ONONESOWN独自。ICANTCARRYITONMYOWNITSTOOHEAVY我无法独自携带它,太重了。相关的词组OFONESOWN自己的。SHEHASAMINDOFHEROWN她颇有主见。7ATTHEENDOFTHEDAY把一切都考虑进去ATTHEENDOFTHEDAYTHENEWMANAGERISNOBETTERTHANTHEPREVIOUSONE从各个方面来看，这位新经理并不比前任强。四、参考答案IIIFURTHEREXERCISES1RESTUDYTHEDIALOGUEANDBRIEFLYANSWERTHEQUESTIONSABOUTIT1WHATARETHETWOSPEAKERSDOINGTHEYAREDISCUSSINGHOWTOFILEEFFECTIVELY2HOWMANYPOINTSHAVETHEYFINISHEDTHEYVEFINISHEDTHEFIRSTTHREEPOINTS3WHATSTHEFOURTHINSTRUCTIONITIS“BECONSISTENTALWAYSFILELETTERSFROMTHESAMECUSTOMERINTHESAMEFILE”4WHATSTHEFIFTHINSTRUCTIONITIS“FILEUNDERTHENAMEOFTHEFIRMORJOB,NOTUNDERTHENAMEOFTHEPERSONYOUAREWRITINGTO”5DIDMRLINGYUNTELLZHANGYIWHENTOTRANSFEROLDMATERIALNO,HEDIDNTHEASKEDHERTODOITONHEROWN6WHATSHOULDZHANGYIREMEMBERTODOATTHEENDOFTHEDAYSHESHOULDREMEMBERNOTTOFORGETTOINCLUDEANOTEONLOCKINGTHEFILECABINETSATTHEENDOFTHEDAY2TRANSLATETHEFOLLOWINGDIALOGUEINTOCHINESEANDLOOKATTHEDISCFORASUGGESTEDVERSIONOFEACHAWHATARETHESEFOLDERSFORA这些文件夹是做什么用的BCLIENTSACCOUNTSTHEIRNAMESAREWRITTENONTHISPROJECTINGEDGEORTABTHEYAREINDEXEDPROPERLYANDKEPTINTHEFILINGCABINETSINAVERTICALPOSITIONB客户的账目。他们的名字写在文件夹的凸出边沿或者标签上，把它们编上索引，垂直地放在文件柜里。AWHATDOTHEDIFFERENTCOLORCARDSINDICATEA这些不同颜色的卡片表示什么BTHEDIFFERENTCOLORSINDICATEWHICHCOMMODITIESARESOLDB颜色表示所出售的商品是什么。AARETHESEFILEDALPHABETICALLYA这些是按照字母顺序整理的吗BEXACTLYYOULLFINDTHATALLTHECARDSFORAGIVENCLIENTAREGROUPEDTOGETHERINADDITIONTOHELPINGTHESALESCLERKWITHHISSTATEMENTS,YOULLALSOTAKECHARGEOFTHEINVOICEFILES,WHICHFOLLOWTHESAMESYSTEMASTHEINDIVIDUALCARDSB是的。你会发现，一位既定客户的所有卡片都归在一起。除了帮助销售人员作结算单外，你还需要负责发票文件。发票和个人卡片使用同样的系统。ATHATGREATLYSIMPLIFIESTHEPROCEDUREHOWDOYOUNUMBERTHEINVOICESA这样手续就简化多了。您怎样给发票编号呢BWELL,THENUMBEROFINVOICESPERYEARFORANYONECOMMODITYISGENERALLYLESSTHANTHREETHOUSAND,SOWENUMBERBYLOTSOFTHREETHOUSANDB哦，发票的编号通常一种商品每年的数量小于三千，所以我们用许多三千来编号。AIDONTEXACTLYUNDERSTANDA我不是很明白。BFOREXAMPLE,WENUMBERCOMMODITYA,FROMONETOTHREETHOUSAND,COMMODITYB,FROMTHREETHOUSANDTOSIXTHOUSAND,ANDSOONB例如，对于商品A，我们从一编号到三千，对于商品B，从三千编号到六千，等等。AITSOUNDSVERYPRACTICALA听起来很实用。BYES,ANDITGIVESUSANEXTRAREFERENCECHECKFORANYGIVENINVOICEB是的，这可以使我们对已有的发票再进行一次参考核对。3COMPLETETHEFOLLOWINGDIALOGUEANDLOOKATTHEDISCFORASUGGESTEDVERSIONOFEACHANDLISTENTOITSRECORDINGAIVEGOTTHELISTHERE,MRLINGYUNBWHATLISTATHELISTOFPOINTSABOUTFILING（有关立卷的要点列表）YOUSAIDWEWOULDDISCUSSITTHISMORNINGBOH,YESIREMEMBERIWASSOCROSSYESTERDAYWHENIDISCOVEREDTHATEMMAWASKEEPINGTWOSEPARATEFILESFORTHESAMECUSTOMER给同一个客户立了两个档案AYES,YOUSAIDWEWOULDHAVETOISSUEALISTOFFILINGINSTRUCTIONS（发布一份立卷须知）TOALLTHESTAFFONFILINGROUTINEBRIGHTWELL,WHATHAVEYOUWRITTENDOWNAWELL,ITHOUGHTWEMIGHTHEADTHEPAGENOTICEANDCENTERTHETITLEFILINGINSTRUCTIONS（把标题“立卷须知”放在中间）BYES,THATSALLRIGHT,ANDTHENITCANBEDATEDATTHEENDANDSIGNEDBYTHEMANAGINGDIRECTOR（由总经理来签字）。AYES五、课文译文原来就有译文。A张一，咱们把立卷须知弄完吧。B好的，这是一份咱们昨天写的东西。A让我看看，咱们写到哪里了B咱们已经写完前三条了。A对了，咱们写完前三条了。让我来重温一下（念）1文件要按时间顺序入卷。2除去曲别针和大头针。必须放在一起的文件要用订书机订好。3卷内文件要整齐。B很好，那么，下面一条是什么A第四条我写的是“要前后一致”。B对，这很重要。“一户一卷”是立卷的规矩。A还有一条好规矩是“按工作岗位立卷，而不是按从事该工作的人的姓名立卷。”B是的，很好。人会改换工作，但公司的工作岗位一般是不会变的。A就是这个意思。给总会计师的信笺必须放在为总会计师立的C卷里，而不能放入为波卡先生立的P卷里，在波卡先生之前担任总会计师的是爱威特先生B是啊，谁会想到在E卷里找总会计师的文件呢A正是这样。这样第四和第五条须知就都有了，是吧B是的。第四条是“要前后一致，同一个客户的来信要放在同一个卷内。”A好。下面你可以写上第五条，“按公司的名称或者工作岗位的名称入卷，而不是按照收信人姓名入卷。”B（以书写的速度慢慢地说）“收信人姓名入卷。”A好的。还有什么要写的吗B有，我还有几点，是关于使用相互参照便条和借出卡的问题，以及为了避免卷中文件放得太满，何时将旧资料转移的问题。A这些我看你就自己写吧。B很好，凌云先生。A还有，别忘了加上一条，下班前必须锁好档案柜B是，我不会忘记的。六、课文录音全文（SECTION1）ANOWZHANGYI,LETSFINISHDRAFTINGTHELISTOFFILINGINSTRUCTIONSBYES,HERESACOPYOFWHATWEWROTEYESTERDAYALETMESEE,HOWFARDIDWEGETBWEVEFINISHEDTHEFIRSTTHREEPOINTSAYES,SOWEHADJUSTLETMEREFRESHMYMEMORYREADS1KEEPTHEDOCUMENTSINEACHFILEINCHRONOLOGICALORDER2REMOVECLIPSANDPINSPAPERSTHATHAVETOBEATTACHEDTOGETHERSHOULDBESTAPLED3PLACEPAPERSSQUARELYINTHEFILESBTHATSFINENOWWHATSTHENEXTPOINTAFORNUMBERFOURIVEWRITTEN“BECONSISTENT”BYES,THATSESSENTIAL“ONECUSTOMERONEFILE”ISTHERULEAANDANOTHERGOODRULEISTOFILEBYJOBTITLEANDNOTBYTHENAMEOFTHEPERSONDOINGTHEJOBBYES,OFCOURSEPEOPLECHANGETHEIRJOBSBUTTHETITLEUSUALLYSTAYSTHESAMEAEXACTLYSOTHATGIVESUSINSTRUCTIONSFOURANDFIVE,DOESNTITBYESNUMBERFOURIS“BECONSISTENTALWAYSFILELETTERSFROMTHESAMECUSTOMERINTHESAMEFILE”AGOODANDNOWYOUCANADDNUMBERFIVE,WHICHIS“FILEUNDERTHENAMEOFTHEFIRMORJOB,NOTUNDERTHENAMEOFTHEPERSONYOUAREWRITINGTO”BSLOWLYASSHECATCHESUPWRITINGYOUREWRITINGTOARIGHTANYTHINGELSEBYES,IVEAFEWPOINTSABOUTTHEUSEOFCROSSREFERENCESLIPSANDOUTCARDSANDWHENTOTRANSFEROLDMATERIALSOTHATTHEFILESDONTBECOMETOOCROWDEDAWELL,ITHINKYOUCANFINISHTHOSEONYOUROWNBVERYWELLMRLINGYUNAANDDONTFORGETTOINCLUDEANOTEONLOCKINGTHEFILECABINETSATTHEENDOFTHEDAYBNO,IWONTFORGETSECTION2FILINGEFFECTIVELY一、背景知识公文的分类应该符合分类的逻辑原则，力求简明、严密。每一种分类层次只能使用一种分类标准，也就是，将一大组公文划分成若干小组时，只能使用一个相同的标准，不允许同时使用几种标准。通常，机关公文分类可以划分为四个层次分年度、分组织机构、分问题、分保管期限。公文组卷，即对分类后的各属类按照其共同特征和主要联系，将其组合成一个个案卷的活动。组卷的依据是从公文结构中概括出来的作者、问题、时间、名称、通讯者、地区等诸要素，它们体现了公文在这些方面特有的联系及形成规律。二、课前提问1WHATSHOULDBEINCLUDEDINAFILE2IFYOUAREASECRETARY,WHATWILLYOUDOTOEACHFILEWHILEYOUAREFILING3WHATAREBASICREQUIREMENTSFORAFILINGSYSTEM4HOWWILLAGOODFILINGSYSTEMAFFECTTHEWHOLEORGANIZATION5DOYOUKNOWSOMEUNIVERSALLYUSEDCOMMANDMENTSFORFILINGMANAGEMENT三、语言学习1NEITHERNOR既不也不。NEITHERSHENORIKNEW她和我都不知道。2UPTODATE最新的（作表语）。ALLTHEDATAAREUPTODATE所有的数据都是最新的。UPTODATE（作表语或定语）1最新的包含最新信息的ANUPTODATEREPORT有关最新情况的报告2时新的新式的现代的ANUPTODATEFACTORY一座现代化的工厂TONYISMOREUPTODATETHANI托尼比我更新潮。3HEAPUP积成堆,堆起来。GARBAGEHEAPEDUPBEHINDTHEHOUSE屋后垃圾积成了堆。HEAPUPSTONESTOFORMADAM把石头堆成一道堤坝HEAPUPRICHES积聚财富4EVERYNOWANDTHEN时常有时。SHECOMESTOVISITUSEVERYNOWANDTHEN她时常来看望我们。5DEPENDUPONDEPENDON1视某事物而定；取决于某事物ALOTWILLDEPENDONHOWSHERESPONDSTOTHECHALLENGE在很大程度上将取决于她对这一难题的反应。HOWMUCHISPRODUCEDDEPENDSONHOWHARDWEWORK产量的大小就在我们努力的程度。2依靠信赖。SHESAWOMANWHOCANBEDEPENDEDON她是个可以信赖的人。3确信；坚信；信赖YOUCANNEVERDEPENDONHISARRIVINGONTIME绝不可指望他能准时到。6CARRYOUT实现。SHEHADFINALLYCARRIEDOUTHERPROMISETOQUITSMOKING她最终实现了戒烟的诺言。7BEAR/KEEPSB/STHINMIND记住某人某事物。WEHAVENOVACANCIESNOW,BUTWELLCERTAINLYBEARYOURAPPLICATIONINMIND我们目前没有空缺，但是我们一定记住你申请的事。BEARINMINDTHAT记住。BEARINMINDTHATYOULLHAVETOPRACTICEECONOMY记住要厉行节约。8EITHEROR不是就是要么要么。SHEISEITHERDRUNKORMAD她不是醉了就是疯了。四、参考答案IIIFURTHEREXERCISES1RESTUDYTHEPASSAGEANDBRIEFLYANSWERTHEQUESTIONS1WHATISTHEESSENCEOFFILINGITISTOBRINGTOGETHERINASINGLEFOLDERORFILEALLPAPERSRELATINGTOAPARTICULARPERSONORSUBJECTANDTHATLETTERSRECEIVEDAREFILEDWITHTHOSESENTINREPLY2WHATSHOULDAFILEINCLUDE,BESIDESCORRESPONDENCEBESIDESCORRESPONDENCE,ITMUSTINCLUDETELEGRAMS,NOTESOFIMPORTANTINTERVIEWS,DECISIONSATMEETINGS,TELEPHONEMESSAGES,ANDANYOTHERMATTERSNEEDED3HOWISFILINGRELATEDTOBUSINESSFILINGISANESSENTIALPARTOFANYBUSINESSANDITAFFECTSTHEWHOLEORGANIZATIONANINEFFICIENTSYSTEMISFRUSTRATINGTOEVERYONECONCERNED4GIVETHREEMERITS,ATLEAST,TOSHOWAGOODFILINGSYSTEMWILLHAVEAGOODFILINGSYSTEMWILL,ATLEAST,HAVETHEFOLLOWINGTHREEMERITS1ITWILLBEHOUSEDINSUITABLEEQUIPMENTTHISNEEDNOTBECOSTLYNORCOMPLICATED2ITWILLALWAYSBEUPTODATEEACHDAYSCORRESPONDENCEWILLBEFILEDFIRSTTHINGNEXTDAYANDNOTLEFTTOHEAPUP3ITWILLBECLEARLYTITLEDIFHANDWRITTEN,INBLOCKLETTERSIFTYPED,INJETBLACKCAPITALS5HOWCANYOUKEEPFILINGUPTODATEYOUCANDOITBYFILINGFIRSTTHINGEACHDAY6WHATFILINGCOMMANDMENTSSHOULDSECRETARIESBEARINMINDTHEYSHOULDBEARINMINDTHEFOLLOWINGTENCOMMANDMENTS1NAMEEACHFILECLEARLY,EITHERINBLOCKCAPITALSORINJETBLACKTYPEDCAPITALS2PROVIDEADIVIDINGGUIDECARDFOREVERYTWENTYTOTHIRTYFOLDERS3KEEPINGFILINGUPTODATEBYFILINGFIRSTTHINGEACHDAY4FIRSTSORTFILINGMATERIALSINTOORDER5REMOVEALLPAPERCLIPSAND,INSTEAD,USESTAPLESFORPAPERSTHATMUSTBEKEPTTOGETHEROTHERWISE,SINGLEPAPERSMAYBECOMELOOSEANDWRONGLYFILEDTHENFILEINDATEORDER,ALWAYSPLACINGMOSTRECENTPAPERSONTOP,ORINFRONT6AVOIDREMOVINGINDIVIDUALPAPERSFROMFILES,ANDPREPAREMARKERSFORALLABSENTFILES7TRANSFERCORRESPONDENCEFROM“MISCELLANEOUS”TOINDIVIDUALFOLDERSASSOONASTHEREISENOUGHOFIT8REMOVE“DEAD”MATERIALTO“TRANSFER”FILES9KEEPYOURCARDINDEXHANDYANDUPTODATE10REMEMBERTHATPROMPTANDCAREFULFILINGCONTRIBUTESHEAVILYTOTHEEFFICIENCYOFYOUROFFICE2TRANSLATETHEFOLLOWINGINTOCHINESE十条档案管理规则1）卷名清晰，用印刷体大写字母或者黑体大写字母书写。2）每二十至三十个文件夹分别建立目录导卡。3）每天的首要工作是文件归档，以保证最新的文件入档。4）档案资料必须分类按顺序排列。5）去掉所有文件上的曲别针，必须放在一起的文件要用订书机订好。否则散页文件会误入卷宗。按时间顺序分类入卷，把最新文件放在最上面或者最前面。6）不要把单份文件从卷宗中取走，对所有被抽出的档案都要一一标明。7）函件一满，则及时从综合文件夹转移至专用文件夹。8）将“死档”放入转移卷宗。9）卡片索引须使用方便且随时更新（卡片索引最有用）。10）及时仔细的立卷归档将大大提高办公效率。3NEWWORDSFORDICTATIONCONSTANT/KNSTNT/ADJ不变的,持续的PREVIOUS/PRIVJS/ADJ在前的,早先的ACCESSIBLE/KSESBL/ADJ易接近的,可到达的TRANSACTION/TRNZKN/N交易ESSENTIAL/ISENL/ADJ本质的,实质的,基本的RELIABILITY/RILAIBILITI/N可靠性THEPURPOSEOFFILINGINANYBUSINESS,THECONSTANTNEEDTOREFERTOPREVIOUSCORRESPONDENCEISMETBYAFILINGSYSTEM,THATISAMETHODOFSTORINGPAPERSTOPROVIDEAREADILYACCESSIBLERECORDOFPASTTRANSACTIONSTHEESSENTIALQUALITIESOFSUCHASYSTEMARERELIABILITYANDACCESSIBILITYTHEONLYREASONFORHAVINGITATALLISTOBEABLETOFINDPAPERSQUICKLYWHENTHEYARENEEDEDAPERSONWRITINGALETTERWILLOFTENNEEDTOREFERTOPREVIOUSLETTERSTOREFRESHHISMEMORY,OR,IFHEISACTINGFORSOMEONEELSE,TOGATHERTHETHREADSOFWHATHASGONEBEFORE4TRANSLATETHEFOLLOWINGSENTENCESINTOCHINESEANDLOOKATTHEDISCFORASUGGESTEDVERSIONOFEACH1FOURBASICMETHODSOFCLASSIFYINGCORRESPONDENCEFORFILINGAREPOPULARLYINUSETHEYAREALPHABETICAL,NUMERICALANDALPHANUMERICAL,GEOGRAPHICAL,ANDTHESUBJECT有四种常用的基本的分类整理信件的办法按字母顺序，按数字顺序以及字母数字结合顺序，按地理顺序，按主题分类。2DOCUMENTSMAYBEFILEDEITHERHORIZONTALLY,IEFLATANDONTOPOFONEANOTHER,ORVERTICALLY,IEUPRIGHTANDEITHERBEHINDONEANOTHERORSIDEBYSIDE可以水平地放置文档，也就是说平着放，一个文档在另一个的上面，或者垂直地放置文档，也就是说，竖直的，一个文档在另一个后面或者并排。5FILLINTHEBLANKSWITHPROPERARTICLESIFNECESSARYANDLOOKATTHEDISCFORASUGGESTEDVERSIONOFEACHANDLISTENTOITSRECORDINGTHEADVANCEMENTOFTECHNOLOGY,ESPECIALLYTHEUSEOFTHEINTERNET,HASSPEEDEDUPTHEWHOLEBUSINESSWORLDTHUSASECRETARYINTHISINFORMATIONERASHOULDBEABLETOUSEEMAILINGSYSTEM,VARIOUSSOFTWAREABOUTEFILING,ANDTHEDATABASEEFILINGWILLNOTONLYSAVESPACE,BUTWILLINCREASEPRODUCTIVITYBYACTUALLYBRINGINGRECORDS,CHARTS,FOLDERS,FILES,OROTHERMEDIATOTHEUSERCOMPAREDWITHTRADITIONALWAYSOFFILINGMANAGEMENT,EFILINGISMOREEFFICIENTANDEFFECTIVE五、课文译文文件管理的本质是将与某一个人或主题相关的所有文件都归入一个文件夹或文档；把收到的信件要与回复的信件归在一起。一个文档不能只限于信件。电报，重要会面的记录，会议决议，电话留言，以及任何其他可以使文档更加完整的信息记录都应该包括在内。一个好的文件系统应该具有以下这些优点1）文件应该放置在合适的设备里面。设备不必昂贵也不必复杂。2）文件整理应该及时。第二天的第一件事情就是整理前一天的信件，不能放置过久而堆积。3）文件的题目应该清楚明了。如果是手写的，应该使用印刷体；如果是打印出来的，应该使用黑体字。4）文件应该易于处理。最新的文件应该放置在最上面。如果是按照竖直方式排列的，应该放在最前面。因为最新的文件是最可能需要使用的文件。应该定期地将过时的文件转移成长期储藏文件，这样文件系统就不会散乱着不需要的资料。5）文件系统要灵活。文件系统应该可以扩充，并能够适应变化的情况。文件管理是任何一个公司的基本部分也是很重要的部分，它影响着整个公司。一个效率低下的系统对任何相关的人来说都是令人沮丧的。一个效率很高的系统不仅取决于执行工作时所付出的努力，还取决于规划系统时所付出的艰苦。在文件管理的过程中，秘书应该将下列广泛应用的文件管理的十条规则牢记于心1）卷名清晰，用印刷体大写字母或者黑体大写字母书写。2）每二十至三十个文件夹分别建立目录导卡。3）每天的首要工作是文件归档，以保证最新的文件入档。4）档案资料必须分类按顺序排列。5）去掉所有文件上的曲别针，必须放在一起的文件要用订书机订好。否则散页文件会误入卷宗。按时间顺序分类入卷，把最新文件放在最上面或者最前面。6）不要把单份文件从卷宗中取走，对所有被抽出的档案都要一一标明。7）函件一满，则及时从综合文件夹转移至专用文件夹。8）将“死档”放入转移卷宗。9）卡片索引须使用方便且随时更新（卡片索引最有用）。10）及时仔细的立卷归档将大大提高办公效率。六、课文录音全文（SECTION2）THEESSENCEOFFILINGISTOBRINGTOGETHERINASINGLEFOLDERORFILEALLPAPERSRELATESTOAPARTICULARPERSONORSUBJECTLETTERSRECEIVEDAREFILEDWITHTHOSESENTINREPLYAFILECANNOTBERESTRICTEDTOCORRESPONDENCEALONE,BUTMUSTINCLUDETELEGRAMS,NOTESOFIMPORTANTINTERVIEWS,DECISIONSATMEETINGS,TELEPHONEMESSAGES,ANDANYOTHERMATTERSNEEDEDTOMAKEITCOMPLETEASARECORDOFINFORMATIONAGOODFILINGSYSTEMWILLHAVETHEFOLLOWINGMERITS1ITWILLBEHOUSEDINSUITABLEEQUIPMENTTHISDOESNOTNEEDTOBENEITHERCOSTLYNORCOMPLICATED2ITWILLALWAYSBEUPTODATEEACHDAYSCORRESPONDENCEWILLBEFILEDFIRSTTHINGNEXTDAYANDNOTLEFTTOHEAPUP3ITWILLBECLEARLYTITLEDIFHANDWRITTEN,INBLOCKLETTERSIFTYPED,INJETBLACKCAPITALS4ITWILLALWAYSBEEASYTOHANDLETHELATESTPAPERSWILLBEPLACEDONTOPOR,INVERTICALFILINGINFRONT,SINCETHEYARETHEONESMOSTLIKELYTOBERETRIEVEDNONCURRENTMATTERWILLBEEVERYNOWANDTHENREMOVEDANDTRANSFERREDTOLONGTERMSTORAGEFILES,SOTHATTHESYSTEMISNOTCLUTTEREDWITHUNWANTEDMATERIALS5ITWILLBEFLEXIBLEITWILLBECAPABLEOFEXPANSIONORADAPTATIONTOSUITCHANGINGCIRCUMSTANCESFILINGISANESSENTIALPARTOFANYBUSINESSANDITAFFECTSTHEWHOLEORGANIZATIONANINEFFICIENTSYSTEMISFRUSTRATINGTOEVERYONECONCERNEDANEFFICIENTSYSTEMDEPENDSASMUCHUPONTHECAREWITHWHICHTHEWORKISCARRIEDOUTASUPONTHECAREWITHWHICHTHESYSTEMHASBEENPLANNEDINTHEPROCESSOFFILINGMANAGEMENT,SECRETARIESSHOULDBEARTHEFOLLOWINGTENUNIVERSALLYUSEDFILINGCOMMANDMENTSINMIND1NAMEEACHFILECLEARLY,EITHERINBLOCKCAPITALSORINJETBLACKTYPEDCAPITALS2PROVIDEADIVIDINGGUIDECARDFOREVERYTWENTYTOTHIRTYFOLDERS3KEEPINGFILINGUPTODATEBYFILINGFIRSTTHINGEACHDAY4FIRSTSORTFILINGMATERIALSINTOORDER5REMOVEALLPAPERCLIPSAND,INSTEAD,USESTAPLESFORPAPERSTHATMUSTBEKEPTTOGETHEROTHERWISE,SINGLEPAPERSMAYBECOMELOOSEANDWRONGLYFILEDTHENFILEINDATEORDER,ALWAYSPLACINGMOSTRECENTPAPERSONTOP,ORINFRONT6AVOIDREMOVINGINDIVIDUALPAPERSFROMFILES,ANDPREPAREMARKERSFORALLABSENTFILES7TRANSFERCORRESPONDENCEFROM“MISCELLANEOUS”TOINDIVIDUALFOLDERSASSOONASTHEREISENOUGHOFIT8REMOVE“DEAD”MATERIALTO“TRANSFER”FILES9KEEPYOURCARDINDEXHANDYANDUPTODATE10REMEMBERTHATPROMPTANDCAREFULFILINGCONTRIBUTESHEAVILYTOTHEEFFICIENCYOFYOUROFFICESECTION3WRITINGALETTEROFCONGRATULATION一、背景知识在国际商务中，常有值得庆贺的事情发生，秘书要适时写信、发贺电、打电话向有关单位、部门的有关领导祝贺，增进合作伙伴间的联系，加深感情，塑造更加良好的形象。常见的有以下四种可祝贺的事情一是工作方面的祝贺（如工作取得突出成绩，圆满地完成了某项重大任务，如重要工程的开工竣工、科研项目的完成以及商场的开业等）；二是会议方面的祝贺（如重要会议的召开或胜利闭幕等）；三是节日的祝贺；四是祝寿、贺喜（如祝贺结婚）。写贺信，最主要的是正文部分，内容须集中，扣紧所祝贺的事情，从意义、影响、作用、功绩等不同角度，给予实事求是、诚挚、热情的评价和称赞。二、课前提问1WHATSTHEPURPOSEOFALETTEROFCONGRATULATION2WHYISALETTEROFCONGRATULATIONIMPORTANTINBUSINESS3IFYOUARESECRETARY,DOYOUKNOWHOWTOPRODUCEALETTEROFCONGRATULATIONWHATSHOULDBEINCLUDEDINIT4USUALLY,WHATSHOULDBEINCLUDEDINTHEFIRSTPARTOFACONGRATULATORYLETTER5WHENSHOULDASECRETARYSENTALETTEROFCONGRATULATIONTOTHERECEIVER三、语言学习1ASSOONASPOSSIBLE尽快。PLEASEREPLYASSOONASPOSSIBLE请尽快回复。ASASPOSSIBLE尽可能愈愈好COMEASSOONASPOSSIBLE尽快来。ASAS用于副词和形容词之间，以构成比较句型1第二个AS用作介词与等同。THISDRESSISTWICEASEXPENSIVEASTHAT这件连衣裙比那件贵一倍。2第二个AS用作连词同一样达到某种程度。HELOOKSASILLASHESOUNDEDONTHEPHONE他的样子和他在电话中说话的声音反应的病情是一样的。2AGREE同意1AGREEWITHSB同意某人。IDONTAGREEWITHPHILONMANYTHINGS我和菲尔在许多事情上意见不一致。2AGREEONSTH对取得一致意见。THETWOSIDESAGREEDONACEASEFIRE双方达成了停火协议。3AGREETOSTH同意接受。DOYOUAGREETOMYPLAN你接受我的计划吗3SAVEFROM救,挽救。HESAVEDMEFROMDROWNING他救了我,使我免遭溺死。THEDOCTORSAVEDTHECHILDSLIFE这位医生挽救了孩子的生命。4DEVOTETO将奉献给。HEHASDEVOTEDHISWHOLELIFETOBENEFITINGMANKIND他把一生都献给了造福人类的事业。DEVOTEONESATTENTIONTO专心于。YOUMUSTDEVOTEYOURATTENTIONTOYOURWORK你必须专心工作。四、参考答案IIIFURTHEREXERCISES1RESTUDYTHEPASSAGEANDBRIEFLYANSWERTHEQUESTIONSABOUTIT1WHATDIDAWRITEALETTEROFCONGRATULATIONFORHEWROTEITTOCONGRATULATEONEOFHIS/HERCOMPANYSBUSINESSASSOCIATESFORBEINGELECTEDPRESIDENTOFTHEABCASSOCIATION2WHYISALETTEROFCONGRATULATIONIMPORTANTTOABUSINESSBECAUSEITISALWAYSANEXCELLENTPUBLICRELATIONSTOOL,ANDITWOULDPROBABLYSTIMULATECOOPERATIONBETWEENTHETWOCOMPANIESORSTRENGTHENANEXISTINGGOODRELATIONSHIP3WHENSHOULDONESENDHISORHERLETTEROFCONGRATULATIONONESHOULDSENDALETTEROFCONGRATULATIONASSOONASPOSSIBLEAFTERTHEEVENT4HOWMANYPARTSSHOULDBEINVOLVEDINALETTEROFCONGRATULATIONTHREEPARTSSHOULDBEINVOLVEDINALETTEROFCONGRATULATION5HOWDOESONEMAKEALETTEROFCONGRATULATIONSINCERETHEEXPRESSIONOFYOURUNDERSTANDINGOFORSOMECOMMENTSONTHERECEIVERSACCOMPLISHMENTORACHIEVEMENTWILLMAKEALETTEROFCONGRATULATIONSINCERE6WHATISTHEPOSSIBLEENDINGOFALETTEROFCONGRATULATIONTHEENDINGOFALETTEROFCONGRATULATIONSSHOULDBECOURTEOUS,SHOWINGYOUREXPECTATIONORYOURBESTWISHESFORFURTHERSUCCESS2TRANSLATETHEFOLLOWINGLETTERINTOENGLISHANDLOOKATTHEDISCFORASUGGESTEDVERSIONOFEACH陶乐斯,祝贺你获得晋升。可以说这是公司对你努力工作的肯定和接受。这标志着你在不断向上，我们都认为你应该获得这次晋升。我期盼着再一次祝贺你的晋升。向你致意张一DEARDORIS,CONGRATULATIONSONYOURPROMOTIONNOWYOUKNOWYOURHARDWORKHASBEENRECOGNIZEDANDACCEPTEDBYTHECOMPANYTHISISAPOSITIVESIGNTHATYOUAREONYOURWAYUP,ANDALLOFUSBELIEVETHATYOUREALLYDESERVEITILOOKFORWARDTOCONGRATULATINGYOUONYOURNEXTPROMOTIONBESTREGARDSZHANGYI3WRITEALETTEROFCONGRATULATIONINTHENAMEOFMSZHANGYITOMRJOHNSCONGRATULATINGHISGETTINGANEWPOSITIONASTHECOMPANYSEXPORTMANAGERACCORDINGTOTHEFOLLOWINGOUTLINE1STATETHEOCCASIONFORTHECONGRATULATIONINTHEFIRSTSENTENCE2MAKEACOMMENTTHATLINKSTHEPERSONANDTHEOCCASION3WRITEORIMPLYANEXPECTATIONOFFURTHERSUCCESS五、课文译文A爱丽丝，你知道，我们公司的一个合作伙伴被选为ABC协会的主席，所以我不得不B写一封祝贺信。A你怎么知道B嗯，祝贺信是一种很有用的公关手段，它可以促进两个公司间的合作或增强现有的良好关系。每个合格的秘书，作为一名公关人员，应抓住每一个这样的机会。A看来你对此很了解，你能告诉我怎么写祝贺信吗B好的，我会跟你分享我写这种信的经验的。很重要的一点是，你必须在事件发生以后尽快地发出信件。A是的，我很赞同。我可以想象如果你在他当选后马上写信祝贺他，他会有多高兴。B是的。祝贺信应该简洁而真诚。第一部分陈述你所祝贺的事情，也就是你在祝贺什么。接着表达你对收信人的成果或成就的理解或评价。第三部分应是一个有礼貌的结尾表达你对接下来的成功的期待和祝愿。A很好。听上去不是很难写，这样我就可以不用加班了。非常感谢。B看看下面的信，它会给你所需要的一切。尊敬的克林顿先生祝贺您当选为ABC协会主席。长久以来，您投入了大量的时间和杰出的工作来提高该协会在商界的地位和它对陶瓷业的贡献。您的当选是您的同事对您的赞誉和承认。我们相信您会成为协会出色的领导人。祝您在新的职位上取得成功。此致敬礼大卫伍德六、课文录音全文（SECTION3）AALICE,YOUKNOW,ONEOFOURCOMPANYSBUSINESSASSOCIATESHASBEENELECTEDPRESIDENTOFTHEABCASSOCIATIONANDIHAVETOBWRITEALETTEROFCONGRATULATIONAHOWDOYOUKNOWTHATBAHA,ALETTEROFCONGRATULATIONSISALWAYSANEXCELLENTPUBLICRELATIONSTOOL,ANDITWOULDPROBABLYSTIMULATECOOPERATIONBETWEENTHETWOCOMPANIESORSTRENGTHENANEXISTINGGOODRELATIONSHIPEVERYQUALIFIEDSECRETARY,ASAPUBLICRELATIONSPRACTITIONER,WILLGRABSUCHOPPORTUNITIESAITSEEMSTHATYOUKNOWALOTABOUTITCANYOUTELLMEHOWTOPRODUCEALETTEROFCONGRATULATIONSBOK,IWILLSHAREWITHYOUMYEXPERIENCEINWRITINGSUCHALETTERONETHINGIMPORTANTISTHATYOUMUSTWRITEALETTEROFCONGRATULATIONSASSOONASPOSSIBLEAFTERTHEEVENTAYES,IQUITEAGREEWITHYOUWHENHERECEIVESTHELETTER,ICANI