涉外秘书英语Unit9

1、Filing DocumentsUnit 9Practical English Course for Foreign-oriented SecretaryStudy Objectivesv 掌握描述文档分类的英语口语表达v 掌握一些基本的文档管理方法v 掌握英文建立贸易关系函及回复函的写法v 了解部分国家的风俗礼仪Tips for Filing Documents Todays offices are extremely hectic and most people cannot seem to find the time to file on a regular basis. In an a

2、ttempt to manage your files effectively, here are some tips to help manage your documents v Avoid saving unnecessary documents. Dont make a habit of saving just about everything that finds its way into your inbox.v Follow a consistent method for naming your files and folders. Give shortened names to

3、 identify what or whom the folders relate to. v Organize files by dates. Incorporate a date into the file name. This will help you determine which is the most recent document in the folder, without having to open the file and read through the content.v Create a cleaner desktop. Putting papers into t

4、he file right away means that you will have more room on your desktop and that can change your whole outlook every morning when you start your day ContentsPart One DialoguesPart TwoUseful ExpressionsPart ThreeSimple WritingPart FourExercisesPart FiveSocial EtiquetteDialoguesBoth Deborah and Susan ar

5、e secretaries, serving in different departments. During lunch time, Deborah walks out of the tea room and finds Susan sitting at her chair desperately searching for something.Dialogue OneS: Susan Brown D: Deborah WhiteD: Hey, Susie! S: Hey, Deb.D: Whats the matter, Susie? Part 1Part 2Part 3Part 4Par

6、t 5 You look down in the mouth.11. 垂头丧气DialoguesDialogue OneS: Err. I dont know what to do now. Mr. Stevenson asked me to give him the contract of DPP Shipping Company this morning. But I couldnt find it. Whats worse, Mr. Stevenson was standing right next to me while I was looking for the contract.

7、He was furious. Its a very important document. How could I lose it? I am such a loser. D: Oh, youre absolutely not a loser, Dont feel bad, Everyone makes mistakes. and think again where you put the contract last time? Is it in the shelf over there? I saw a lot of documents scattering on it. Part 1Pa

8、rt 2Part 3Part 4Part 5 Chill down22.冷静点DialoguesDialogue OneS: Oh that one? No, it isnt there. I rummaged all the folders in the shelf this morning. But nothing is found. Oh, I think I am going to lose my job. D: No worries, Let me help you out. I am sure well find it before lunch time finishes. S:

9、Thanks, Deb. D: It would be fine. Trust me. Ok, so tell me how you manage your Part 1Part 2Part 3Part 4Part 5 But I feel the chances of finding it are very slim.33. 但是我觉得找到它的机会很渺茫 filing system4.4.归档系统DialoguesDialogue OneS: Filing system? I dont have any. I just put the contract into the file folde

10、r called “Contracts”, which is in the first drawer. Ive already looked into it. D: Hmm, looks like you need some sort of training courses of effective management. So did you also create a similar folder, like “Shipping Documents”, “Purchases” or “DPP Shipping Company”? Part 1Part 2Part 3Part 4Part 5

11、DialoguesDialogue OneS: Let me see. Oh my God! I do have a “Purchases” folder! I couldnt believe I forgot that folder (She immediately searches the documents in that folder). Thank God! I found it! Thank you so much, Deborah! (Susan hugs Deborah while holding the contract.) You are my lucky star!D:

12、Youre welcome, I am so glad weve found your document! Part 1Part 2Part 3Part 4Part 5DialoguesDialogue TwoS: Susan Brown D: Deborah White S: Look at my desk! ! Im always with these files! I cant seem to keep up with everything I have to do. But youre always so organized and efficient. How do you do i

13、t? Part 1Part 2Part 3Part 4Part 5Finally, Susan finds her document. But she is curious about Filing System Deborah mentioned just now. So Susan asks Deborah to give some advice on how to manage files effectively. Its in a mess11. 杂乱不堪 snowed under22.(以大量的工作等)压得喘不过气来DialoguesDialogue TwoD: Im not alw

14、ays organized and efficient, but Ive gotten better since I took a course about time management, including setting up effective filing systems. I just follow a few tips that the course recommends, which help me a lot. S: Do you think it would help me? D: Definitely. This is what I do. Actually, the w

15、hole filing systems can this, Store the information in folders by category, and in a sequence that to you. Part 1Part 2Part 3Part 4Part 5 Youre a real go-getter.33. 你真是个上进又有才干的人 boil down to44.归结为 makes sense55. 讲得通,有意义,言之有理DialoguesDialogue TwoS: Right. This has to be borne in mind. So what should

16、I do first according to this rule? D: First of all, as soon as a paper crosses your desk and is ready for filing just put it in the right folder. This would prevent lost files and misfiles. S: Thats true! I often put the files on my desk. Just a few minutes later, they have been like a mountain. And

17、 I spend most of my time searching for information. Part 1Part 2Part 3Part 4Part 5 piled up66. 堆积,积累 DialoguesDialogue TwoD: Then you have to get rid of that habit. Next is to throw away unneeded papers away, such as and outdated information. Any papers containing personal information should be shre

18、dded. S: That seems pretty simple, but how do I sort the remaining papers into piles? Sometimes I think the labels of the folders look a bit confusing. Part 1Part 2Part 3Part 4Part 5 duplicate copies77. 复制品 (件)DialoguesDialogue TwoD: There are different methods of setting up your filing system, such

19、 as alphabetical, numerical, geographical, subject, and chronological. What I use is an alphabetic filing, where documents are grouped together by the first letters of the company names, from A to Z. The important thing is that the information is categorized in an unambiguous way and that the files

20、themselves are clearly labelled and organized in a logical way. S: That sounds a great system. All I need now is some extra time so I can start doing some time management, Thank you so much, Deborah. D: Its my pleasure! Part 1Part 2Part 3Part 4Part 5DialoguesNew Wordsalphabetic 7Alf5betIkl a. 字母的,按字

21、母顺序的category 5kAtEgri n. 类型,类别chill tFIl v. (使)变冷,(使)冷却chronological 7krn5ldVIkl a. 按年代顺序排列的clutter 5klQt v. 使乱七八糟duplicate 5djU:plIkeIt n. 完全一样的(东西)folder 5fEJld n. 文件夹furious 5fjJris a. 狂怒的,暴怒的 Part 1Part 2Part 3Part 4Part 5DialoguesNew Wordsgeographical 7dVi:5grAfIkl a. 地理(学)的label 5leIbl n. 标签,标

22、记logical 5ldVIkl a. 符合逻辑的 numerical njU:5merIkl a. 数字的,用数字表示的 pile paIl v. 堆叠,堆起 recommend 7rek5mend v. 推荐,介绍rummage 5rQmIdV v. 翻找,乱翻scatter 5skAt v. 散开,分散Part 1Part 2Part 3Part 4Part 5DialoguesNew Wordssequence 5si:kwns n. 先后次序,顺序shred Fred v. 把放进碎纸机搅碎slim slIm a. (希望 可能性等)微小的,渺茫的store stR: v. 把存放在

23、unambiguous 7QnAm5bIgjUs a. 明确的,清楚的Part 1Part 2Part 3Part 4Part 5DialoguesWord Bankarchival microform档案缩微品 archive 档案block capitals 大写印刷字体catalogue目录 chronicle of events大事记 index索引jet-black capitals 黑体大写字体keyword关键词 manuscript手稿 mounting修裱official text 正本original document 原件 staple装钉Part 1Part 2Part

24、 3Part 4Part 5Useful Expressions卷名清晰,用大写字母手写或用印刷体黑体大写字母书写1. Each file will be clearly titled, if handwritten, in block letters, if typed, in jet- black capitals. 我们是按客人的名字归档,而不是以产品名或文件名2. We file by customers names, not by the names of the products or documents.Part 1Part 2Part 3Part 4Part 5For Fili

25、ng档案资料必须分类按顺序排列3. Sort filing material into order. 每二十至三十个文件夹分别建立目录导卡4. Provide a dividing guide card for every twenty to thirty folders. Useful ExpressionsPart 1Part 2Part 3Part 4Part 5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 5. Avoid removing individual papers from files, and prepare markers for all absent f

26、iles. 我们应该定期把临时文件转移到那些现在不使用的档案里6. We should regularly remove temporary papers and transfer them to the archives of papers no longer in current use. 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7. Remove all paper clips and, instead, use staples for papers that must be kept together, otherwise, single pap

27、er may become trapped and wrongly filed. For FilingUseful ExpressionsPart 1Part 2Part 3Part 4Part 5花几秒钟时间浏览一下文件的内容,要是跟你工作相关的就把它存起来8. Take a few seconds to glance through the content, and save a file only if its relevant to your work activity. 函件一满,则及时从综合文件夹转移至专用文件夹 9. Transfer correspondence from “m

28、iscellaneous” to individual folders as soon as there is enough of it. 每天的首要工作是文件归档,以保证最新的文件入档10. Keeping filing up to date by filing first thing each day. For FilingUseful ExpressionsFor Searching Information 你可以把JP会计公司的文件拿来给我吗?1. Will you bring me the files of JP Accounting Company? 你可以帮我找一下JP的采购订单

29、吗?2. Could you give me a hand in searching for the file of JPs Purchase Order?Part 1Part 2Part 3Part 4Part 5你可以再看下宣传册上准确的费用是多少吗?3. Can you look up the exact fees in the brochure? 如果你看一下合同的底部,你就会发现执行合同的条款4. If you look at the bottom of the contract, youll see the terms of implementing the contract. U

30、seful Expressions这里的数据不准确 你应当参考一下2007年的年度报告 5. The figures here are not accurate. You should refer to the annual report of 2007. Part 1Part 2Part 3Part 4Part 5For Searching Information 你可以帮我一下吗?我要从这堆文件中找出去年的年度报告6. Could you do me a favour? I need to find out the annual report of last year among the

31、piles of papers. 请先查找卡片目录 7. Please consult the card catalogue first. Useful Expressions请参考脚注8. Please see the footnotes for reference. Part 1Part 2Part 3Part 4Part 5For Searching Information 想知道更多信息,请参考本方针9. For more information, please refer to the guidelines. 他叫她看公司文化的第五章10. He referred her to Ch

32、apter Five of the Company Culture. Sample WritingSection 1: A Letter of Establishing Business Relationsv When writing such kind of letters, you can introduce the business of your company, supply them with your email address and solicit price enquiries, and offer to send free samples as well as produ

33、ct catalogues. v You can also ask about their requirements in order to push sales. v Such letter has to be sincere and polite. It should also make a good impression to the readers. Part 1Part 2Part 3Part 4Part 5 The way to establish business relations can be various, such as advertising or sending l

34、etters. On account of high speed and wide range of spreading, the latter is widely used in modern life. Sample Writingv 建立贸易关系的函电,可以介绍本机构所经营的业务,寄送商品目录 价格表及样 品等v 为了促进交易,也可以询问对方的愿望和要求v 建立贸易关系的函电,必须诚恳和礼貌 也要给对方留下一个良好的印象 Part 1Part 2Part 3Part 4Part 5Section 1: A Letter of Establishing Business Relations

35、 建立贸易关系的方法有很多,如广告或函电等 在现代经济生活中,后者由于传播速度快,扩散面广而被广泛采用Sample WritingSample Part 1Part 2Part 3Part 4Part 5Dear Sir/MadamWe are pleased to get to know you on the internet and as a specialized manufacturer and exporter for high-grade stainless steel bathroom products and hardware accessories in China, we

36、sincerely hope to establish business relations with your corporation. Stainless steel products like bath towel rack/bars, wall shelves, soap dishes, towel rings, toilet paper holders and toilet brushes are our great pride. We would be pleased to fulfil your requirements if you intend to import our q

37、uality products at the lowest prices from China. Sample WritingSample Part 1Part 2Part 3Part 4Part 5For more information, please visit the website, Im looking forward to hearing from you and in the meantime, should you have any queries, please do not hesitate to contact me. Yours faithfullyRocky Shi

38、Rocky ShiManager, Overseas SalesSample Writing If you receive a letter in which the sender expresses the intention to do business with you, you should answer as soon as possible. This shows your efficiency, which is a good way to impress your potential customer. If you cant do as requested, you have

39、 to tell him tactfully to pave the way for future business. Part 1Part 2Part 3Part 4Part 5Section 2: A Reply to the Letter of Establishing Business Relations v If the sender is a supplier, you may ask them to send some samples or product catalogues. v Ask about the prices and terms of payment and de

40、livery, etc. v Vice versa, if he/she is buyer. Sample Writing 如果你收到想与你建立贸易关系的信函,越快回信越好 这体现了你的工作效率,而且是能给你潜在客户留下好印象 如果你不能与其建立贸易关系,你也要有技巧地婉拒他,以便将来也可以与他合作Part 1Part 2Part 3Part 4Part 5v 如果来信人是供应商,你可以向他们索取些样品或产品目录v 询问价格 付款和运输条件等事项v 如果是买家,则反过来Section 2: A Reply to the Letter of Establishing Business Relat

41、ions Sample WritingSample Part 1Part 2Part 3Part 4Part 5Dear Mr. Shi,Thank you for your letter of 4 January concerning establishing business relations with us. You will be pleased to know that your desire meets with ours. We have been importers of stainless piece goods for many years. Now we are int

42、erested in extending our range and would appreciate your quotations. We are particularly interested in your bath towel rack and bars. If your prices are favourable, we would expect to do a substantial volume of business with you. We look forward to your early reply. Yours faithfully Alice MarkAlice

43、Mark B. Wallace Importing Company Exercises Listen to the following passage carefully and fill in the blanks according to what you hear.1. Listening. Many people feel overwhelmed by 1 paperwork they receive, time management 2 can help again! If you dont have a system for coping with it, you run the

44、risk of missing something important. When you pick up a piece of paperwork you should aim to 3 it immediately. You will need to set up a system for this, which should involve categorizing the material and 4 action. For example, Mark those items that 5 your key goals and priorities. Part 1Part 2Part

45、3Part 4Part 5tactics _the amount of _classify and action _relate to _taking the appropriate _Exercises1. Listening.Part 1Part 2Part 3Part 4Part 5Schedule time for 6 them and add them to your to-do-list. File items that need to be kept 7 . Skim these and add a “throw away” date on 8 before filing the

46、m. 9 items that require the attention of colleagues. Add any necessary annotation and pass these on immediately.dealing with _the front page _Forward _for reference _ Listen to the following passage carefully and fill in the blanks according to what you hear.Exercises2. Role play. Ruby and Alan work

47、 together in the same department. One day, Ruby gets very upset as a client complained about her job. She has kept the client waiting on the phone for several minutes while searching for a report. Alan tries to comfort her and gives her some advice on effective filing management. Part 1Part 2Part 3P

48、art 4Part 5Exercises3. Interpret the following Chinese expressions and complete the dialogue.A: You know what I heard when passing Mr. Johnsons office yesterday morning?B: No, I have no idea. Tell me what! A: 1 (那位新秘书给同一客户立了两个文件夹). Mr. Johnson was so crossed that he shouted at her. B: Oh, poor Jane!

49、 2 (但作为一名秘书,她应该知道一些归档的知识,不是吗)? Part 1Part 2Part 3Part 4Part 5The new secretary set up two different folders for one customer _. But as a secretary, she is supposed to know something about filing, isnt she _?Exercises3. Interpret the following Chinese expressions and complete the dialogue.A: Yes. 3 (

50、最基本的规律就是要把同一名客户的文件全都放在同一个文件夹里). B: Right. And the folders for clients accounts 4 (也应该编入正确的索引,并存放在文件柜里). Part 1Part 2Part 3Part 4Part 5 The essential rule is to always file documents from the same customer in the same file _.should be also indexed properly and kept in the filing cabinets _.Exercises3

51、. Interpret the following Chinese expressions and complete the dialogue.A: Actually, 5 (很多人认为档案归类是无关紧要的小事). However, if we manage improperly 6 (这可能会毁了我们的事业). B: 7 (我非常同意). We all should learn something about filing management. Part 1Part 2Part 3Part 4Part 5a lot of people hold the thought that filin

52、g is a mere trifle _.it will probably put our career in jeopardy _.I couldnt agree more _.Exercises4. Practical Writing.Task 1: The company you work for specializes in cotton piece goods export to Europe. Your manager asks you to explore business in North America. Write a letter to Morrison Import T

53、rading Co. in North America, and explain:(1) the way you get to know the company (2) the purpose of writing this letter (3) a brief introduction about your company. Part 1Part 2Part 3Part 4Part 5Task 2: Write a reply letter according to Task 1, indicating that you are willing to do business with tha

54、t company. Exercises5. Reading Activity. As a small business owner, you need to be able to operate at your desk swiftly and easily. Though setting up a filing system sounds difficult, it is a relatively easy task that can be made easier by a few filing tips and tricks. 1. Sit at your desk for a few

55、minutes and figure out where you will instinctively look for things. Part 1Part 2Part 3Part 4Part 5Mastering Your Filing SystemExercises5. Reading Activity. I have a drawer to the right of my workstation. When I first set up my filing system, I didnt have anything in it. When I would look for stamps

56、, paperclips or my stapler, it was the first place I would look, even though I knew it was empty. So naturally I put the stamps, paperclips and stapler in that drawer. For me, it was the natural home for those items. Everyone will approach this differently, and what works for me may not work for you

57、. Take a few minutes to sit down at your primary workspace and reach for equipment, supplies and files. That will help you establish the ideal spot for filing those items for you personally. Part 1Part 2Part 3Part 4Part 5Mastering Your Filing SystemExercises5. Reading Activity. 2. Now that you know

58、where you will naturally look for information, you must determine whether an alphabetical, numerical or subject filing system will work best for you. Do you search for things according to the clients name? The category (i.e. expenses, financial, marketing) By reference number? This is a critical ste

59、p, as it will determine how you will lay out your filing system. Do this before you buy anything for your filing system. Part 1Part 2Part 3Part 4Part 5Mastering Your Filing SystemExercises5. Reading Activity. 3. Next, roughly determine your storage needs. Do you have a large number of files that you access on a daily basis? Do you only access your files weekly? The answers will determine if you need a desktop file holder, a two drawer filing cabinet close to your desk or a four drawer lateral filing cabinet across the room. So many options exist today, that you should choose carefully. Allow