涉外秘书英语 Unit 6

1、Travel ArrangementUnit 6Practical English Course for Foreign-oriented SecretaryStudy Objectivesv 掌握秘书与上司商榷旅行细节的英语口语表达v 了解秘书安排商务旅行的必备环节v 掌握英文日程安排及预订函的写法v 了解在国外旅游的一些禁忌Tips for Travel Arrangementv Prepare a detailed itinerary which must include as much information as possible, say, telephone numbers of

2、 hotels, appointments, meetings, places, etc.v Verify the weather conditions in the area in which the boss is travelling.v Confirm all the bookings of hotels, tickets, etc.v Remain a constant remainder to the boss of the information on the ticket departure time, airport, platform, etc.v If the boss

3、is travelling for business, the secretary should collect all the documents required both personal and business, passports, visa vaccination certificates, and the firms brochure, etc., and hand them to the boss.v Sometimes the secretary may also prepare some foreign currency and traveler s checks if

4、the boss is travelling abroad.ContentsPart One DialoguesPart TwoUseful ExpressionsPart ThreeSimple WritingPart FourExercisesPart FiveSocial EtiquetteDialoguesMiss Susan Brown is now planning a trip for Mr. Henry Stevenson.Dialogue OneA: Mr. Henry Stevenson S: Susan BrownH: Susan, Im planning a trip

5、to Chicago and Denver, with Los Angeles as a final destination. S: Certainly, sir. How would you like to go?H: Id like to go by train from here to Chicago and spend two days there. Then Id like to fly to Denver for a stay of two nights. I want to go on to Los Angels by plane for an indefinite stay o

6、f three to four days.Part 1Part 2Part 3Part 4Part 5 Id like you to make the necessary arrangements for me1.1. 请你给我做一个行程安排DialoguesDialogue OneS: Ill get in touch with the railroad and airline immediately. What kind of pullman accommodation would you prefer?H: I think a bedroom would be best. And ple

7、ase make sure the train has a and diner, of course.S: Which would you prefer, a smoking sleeper or a non-smoking sleeper? H: Non-smoking one, please.S: When do you plan to leave?Part 1Part 2Part 3Part 4Part 5 passenger representatives22. 旅客接待处 club car33. 火车上的休息车厢 DialoguesDialogue OneH: I expect to

8、 depart for Chicago on Monday, June 4th, any time after 12. Ill spend the evening of the 4th all day the 5th there. Ill leave on the 6th, on either a late afternoon or an early evening flight for Denver. I want to be in Denver all day June 7th. I plan to leave for Los Angeles on an early morning fli

9、ght on the 8th. Please book an flight from Los Angeles to New York.S: Will you fly as usual, Henry? Part 1Part 2Part 3Part 4Part 5 open return44. 不限日期的返程票 first class55. 飞机上的一等舱DialoguesDialogue OneH: Yes, first class. And Id like to have a seat by the window.S: Then, where shall I make hotel reserv

10、ations?H: Ive been quite satisfied with the hotel Ive used as lodgings before in these cities. Please make reservations for me at those places. S: What kind of room would you like?H: Id like . Get all the information together, and please report back to me as soon as possible.S: All right. Henry, Par

11、t 1Part 2Part 3Part 4Part 5 a suite with an ocean view66.一个可以看到海景的套房 Ill fix you up7.7. 我会帮你打点的DialoguesDialogue TwoS: Susan Brown R: Reservations Clerk R: China Southern Airways. Good morning, Can I help you?S: I would like to book a seat on a flight from Chicago to Denver on the 6th of June, pleas

12、e.R:Part 1Part 2Part 3Part 4Part 5Miss Susan Brown is phoning the China Southern Airways to book an airline seat for Mr. Henry Stevenson, from Guangzhou to New York. Do you want a morning or an afternoon flight?11. 早上的班机还是下午的班机?DialoguesDialogue TwoS: There is a flight leaving at 17:30 in the aftern

13、oon. That would be the most convenient one.R: Im afraid that flight is fully booked at the moment. Ill just check to see if there have been any cancellations. No, its fully booked at the moment.S: Could you check other flights leaving Chicago for Denver in the early morning of the 7th as well, pleas

14、e?R: There are seats available on a flight departing Chicago Airport at 06,15 arriving in Denver at 8:50 local time.Part 1Part 2Part 3Part 4Part 5DialoguesDialogue TwoS: And after 06,15?R: There is a flight leaving at 11:45, arriving at Denver International Airport at 13,15 local time. There are ple

15、nty of seats available on that.S: I think the 06,15 service is more suitable. Can I book a seat on it, please?R: Could I have your name, please?S: Its for Mr. Henry Stevenson. R: First class or economy?Part 1Part 2Part 3Part 4Part 5DialoguesDialogue TwoS: Economy, please.R: S: Single.R: One moment.

16、Ive booked a seat on Pan American Airways flight PA 267 departing from Chicago Airport at 06:15, 7th June, for you. The check-in time is 05:30, in terminal 3.S: Thank you. Could you tell me how much the is?R: 20 kilos per traveler, excluding hand luggage.Part 1Part 2Part 3Part 4Part 5 Single or retu

17、rn fare?22. 单程票还是往返票? weight allowance33. weight allowance重量限额DialoguesDialogue TwoS: When should I confirm this booking?R: As soon as possible. You could leave it till you arrive at the terminal, but it is probably better to pick up your ticket at the nearest China Southern Airways or Pan American

18、Airways office. Could I have your telephone number, please?S: 87494301, extension 506.R: Thank you.Part 1Part 2Part 3Part 4Part 5DialoguesNew Wordsavailable 5veIlbla. 可获得的diner 5daInn. 火车上的餐车extension Ik5stenFnn. 电话分机lodgings 5l dVINzn. 带家具及其他设备的公寓或房间pullman 5pJlmnn. 卧车reservation 7rezE5veIFnn. 预订预约

19、terminal 5tZ:mInln. 终点站Part 1Part 2Part 3Part 4Part 5DialoguesWord Bankadvance deposit 定金airport fee 机场费boarding pass (card)登机牌cancellation 取消预定connecting flight 衔接航班departure gate 登机口departure lounge 候机室en-suite 套房stop over经停地点luggage tag 行李牌luggage / baggage 行李Mission Installation Allowance 出差津贴ni

20、ght flight 夜航non-stop flight/direct flight/straight flight 直飞/航 on the business trip 出公差ramp 扶梯rate sheets 房价表receipt/invoice 收据/发票report expenses 报销scheduled time (SCHED) 预计时间single room 单人房standard rate 标准价the expense report 报销单transfer correspondence 中转处transfer passengers 中转旅客travel regulations

21、出差制度travel route 出差路线 traveling expenses standard 差旅费标准Part 1Part 2Part 3Part 4Part 5Useful Expressions如果你感到方便的话,我想现在讨论一下日程安排的问题1. Its just the matter of the schedule, that is, if it is convenient for you right now. 您在伦敦逗留期间,我们将提供一名译员全程陪同您 2. An interpreter will go all along with you while you stay

22、in London. Part 1Part 2Part 3Part 4Part 5Draft an Itinerary超额行李费多少钱?/ 行李我不托运3. How much is the excess baggage charge?/ I wont check the baggage. 我还不能马上说定4. I cant say for certain off-hand. Useful ExpressionsPart 1Part 2Part 3Part 4Part 5到时侯再定吧5. Lets not make a decision till then. 请告诉我一些该去游览的地方6. Pl

23、ease tell me some of the attractions I should visit. 关于此次行程,还有几项事情没有确定7. Therere still several things that havent been decided yet before the trip. 我得对日程表稍做修改8. Well, I must revise the schedule a little. Draft an ItineraryUseful Expressions我建议一下行程,如何?9. May I propose an itinerary? Part 1Part 2Part 3

24、Part 4Part 5哈里先生,恐怕这周我们没有时间去参观那家公司 日程已经很紧了 10. Mr Harry, Im afraid we cant spare any time to pay a visit to that company this week. We already have a busy schedule now. ?Draft an ItineraryUseful ExpressionsMake a reservation我在什么时间到登机门?/我该什么时间办理登机手续呢?/ 何时登机呢? 1. When should I be at the departure gate

25、/ By what time should I check in?/ What is the boarding time? 我在什么地方拿机票?2. Where do I pick up the ticket? Part 1Part 2Part 3Part 4Part 5去纽约的经济舱机票多少钱?3. Whats the fare to New York, Economy Class? 我想把这张票换成头等舱 / 我要退这张票4. Id like to change this ticket to the first class. / Id like a refund on this ticke

26、t.Useful Expressions我需要一个成套服务,包括机票和住宿5. I want a package deal including airfare and hotel. Part 1Part 2Part 3Part 4Part 5我要再确认一下我从伦敦到东京的班机6. Id like to reconfirm my flight from London to Tokyo. For a Visitor我想以苏珊布朗的名义订一个单间,请告诉我房价 7. I want to book a single room in the name of Susan Brown and please

27、tell the rate of it. 我可以买到今天上午7点的火车座位吗? 8. Can I get a seat for todays 7:00 p.m. train? Useful Expressions这趟车从哪个站台开出呢?9. Which platform does the train leave from? Part 1Part 2Part 3Part 4Part 5我想预订明天下午一张容纳五个人的桌位,最好是在包厢里10. I wonder whether I can book a table for five tomorrow afternoon,and it is pre

28、ferably to be in a private room. For a VisitorSample WritingSection 1: Agenda Agenda is guide as well as plan to the people who are concerned with them. They list a series of activities which are planned to be done at definite time and definite place. They help people to fulfill their activities in

29、accordance with their plans. Usually they contain the following information, time, date, activities, place, people involved, etc. Formats for programs and agendas are well-defined, noun phrases, participial phrases and incomplete sentences are preferred. 日程安排表对人们来说起着计划指南的作用 它通常列出人们在特定时刻要做的特定事情,帮助人们按

30、计划完成这些事情 它的内容通常包括:时间 日期 活动 地点 当事人等;格式很讲究,多用名词词组 分词词组以及非完整句Part 1Part 2Part 3Part 4Part 5Sample WritingSample Part 1Part 2Part 3Part 4Part 5AGENDA FOR MR. ROBERT BARBAR (June 16 to 21, 2008)Note: All times are local times.Hotel addresses and phone numbers are on attached sheet. Monday, June 16 (Beiji

31、ng to Washington, DC, the United States)6:50 a.m. Leaves Beijing International Airport for San Francisco CCAC Flight 9811:00 p.m. Arrives at San Francisco International Airport3:50 p.m. Leaves San Francisco International Airport for Washington4:00 p.m. Arrives at Washington National AirportMr. T. Ke

32、ith and Miss Louise Loews to meet plane and drive Mr. Robert to his hotel, Holiday Inn (Confirmation attached)6:30 p.m. Dinner at hotelSample WritingSample Part 1Part 2Part 3Part 4Part 5Dine with Mr. Bradley Hombey (New York office director) and Miss Lee Rivers (Washington office director) Tuesday,

33、June 17 (Meeting in Washington)9:00 a.m. Staff meeting at Washington Branch office (Papers in briefcase)12:00 a.m. Lunch with office executives3:00 p.m. Meeting with Mr. Antonio Aurizio, Scandia Corporation at Washington Branch Office (Contracts in briefcase)Wednesday, June 18 (Meetings)9:30 a.m. Me

34、eting with executives of the Norman Cereal Company at their headquarters3:00 p.m. Meeting with Robert Clark, Corestar Co. at their headquartersSample WritingSample Part 1Part 2Part 3Part 4Part 5Thursday, June 19 (Flights to Beijing)10:00 a.m. Arrives at National Airport12:00 a.m. Leaves National Air

35、port for San Francisco American Airlines Flight 7074:00 p.m. Arrives at San Francisco International Airport6:00 p.m. Leaves San Francisco for Beijing CAAC Flight 982Saturday, June 21 9:00 a.m. Arrives at Beijing International AirportSample Writing Reservation letters are one of the most common lette

36、rs. Mostly, a reservation letter is written for making a reservation in a hotel or a resort for leisure or business. Besides making reservations, a reservation letter can be written in the following situations as well, confirming a reservation related to seats, airplane tickets, cinema, cancelling a

37、 reservation or making a complaint about the reservation to name a few. No matter what the purpose of writing a reservation letter is, make sure you mention necessary details about the reservation such as if you are booking for a hotel, mention the day, date, time of arrival and departure, number of

38、 days that you wish to stay and the like. Part 1Part 2Part 3Part 4Part 5Section 2: Reservation Letter Sample Writing 预订信 预约信是常见的书信之一 它常被用于预订酒店房间 休闲娱乐或商务度假胜地 除了做预约之外,预订信也可用于确认席位 机票 影剧院等的预订 取消预订或对预约进行投诉等等 无论出于何种目的,如果你预订饭店的话,一定要清楚地说明日期 入住时间 抵达和离开的具体时间 预计逗留时间之类的信息Part 1Part 2Part 3Part 4Part 5Section 2:

39、 Reservation Letter Sample WritingSample Part 1Part 2Part 3Part 4Part 5GUANGDONG DAFU TRADING CO., LTDNo. 11, Fanhua Road, GuangzhouGuangdong, ChinaChina AirlinesGuangdong, ChinaDear Sir or Madam, Would you please book the following flight reservation for Mr. Alan Jordan:Friday, September 12, Guangd

40、ong/ Shanghai CAAC flight # NY195, departure 10:00 hrs (Beijing time), with connecting flight Shanghai/ Toronto via Canadian Airlines.Mr. Alan Jordan will travel business class on all flight and would prefer, if available, a window seat in rows 4 to 7.The airline tickets are to be charged to his Mas

41、ter Card which you have on file.Sample WritingSample Part 1Part 2Part 3Part 4Part 5 Would you please confirm these flights to me at the address provided above and let me know by which date the tickets are to be picket up and paid for. Would you also please confirm flight numbers and departure times

42、for the connecting flight to Toronto on September 12. If you require any further detail, I may be reached by telephone at 83480054, or fax 83480055. I look forward to receiving your early confirmation. Yours very truly, Li Ming Secretary to Mr. Alan Jordan L/M Exercises Listen to the following passa

43、ge carefully and fill in the blanks according to what you hear.1. Listening. Business today is international. Business people often have to travel a lot. They have to 1 a foreign business trip to 2 their time. On a business trip people may meet colleagues and business partners for the first time. It

44、 is usual for colleagues from different countries to experience cultural differences, on the other side, they may be surprised by foreign 3 that is the different ways that other nationalities or different countries do things.Part 1Part 2Part 3Part 4Part 5social coventions _make good use of _plan an

45、itinerary for _Exercises1. Listening.Part 1Part 2Part 3Part 4Part 5 Traveling abroad for business 4 and only for a short period of time can be hectic. However, if you can 5 for overseas business travel: First, bring with you enough clothes. It is better to check the weather 6 and wear appropriate cl

46、othes. You may also want to consider to take one to two business suits and shoes with you since you are on a business trip. Second, get enough business cards and other business 7 . Since you are going to meet a lot of people on your trip, you need to hand out your cards and maybe even a booklet abou

47、t your company and business. Third, get all your travel documents and IDs together, put them in a 8 . in advance _follow my helpful tips _on a tight schedule _essentials _ waterproof document folder _Exercises2. Role play. You are planning the holiday for your boss this summer and now you are discus

48、sing the itinerary details with your boss. Part 1Part 2Part 3Part 4Part 5Exercises3. Interpret the following Chinese expressions and complete the dialogue.A: Miss Brown our investigation group will go to the United States next month. 1 (你能把日程安排给我讲讲吗)?B: Youll take off on the 14th next month from Can

49、ton to Hong Kong. And then 2 (在香港转机去洛杉矶) .A: 3 (我们在纽约逗留期间是怎样安排的)?B: Well, let me look at the schedule. According to the schedule, youll arrive at New York on the 19th,and visit two companies.A: 4 (我们纽约分公司的经理会来机场接我们吗)?Part 1Part 2Part 3Part 4Part 5transfer at Hong Kong to Los Angeles _.Can you tell m

50、e about the itinerary _?What is the itinerary arrangement for our stay in New York _Will the manager of our New York Branch meet us at the airport _?Exercises3. Interpret the following Chinese expressions and complete the dialogue.B: Sure. I have already sent him an email. He will make a hotel reser

51、vation for you, and he will go to the airport to meet you and drive you to the hotel.A: 5 (我们有自由安排的时间吗)?B: Im afraid not.A: 6 (那么请你把日程安排 做一些调整) .We need some free time for visiting friends and touring around the city for just a few hours. I also want to have a look at the Empire Building.B: All righ

52、t, 7 (我会尽快调整计划的).Part 1Part 2Part 3Part 4Part 5Is there any free time arranged /set aside for us _?Well, please make some changes in the schedule _.Ill revise the schedule right now _.Exercises4. Practical Writing.Task 1: You work in the Sales Department of an international company. Stella Brown, an

53、 important client, is visiting your company for a day. There are some changes to the agenda you sent her last week. Write a letter of 120140 words to Ms Brown, using the original agenda and your handwritten notes, informing her of the changes.Part 1Part 2Part 3Part 4Part 5Proposed agenda for one-day

54、 visit of Manuela GarciaWednesday 20, October 11:00 Ms Brown arrives on flight 1 B 432 from Madrid John Edward to meet Ms. Brown at airportOriginal arrival time too optimisticExercises4. Practical Writing.Part 1Part 2Part 3Part 4Part 511:30Arrival at companyJohn Edward to give Ms Brown an introducto

55、ry tour of company12:30Lunch at White Hart restaurant(John Edward, Carol Stevenson, Tom Jeffery, Sue Smith)Restaurant full. Its now the Swan hotelCarol cant make it. Explain why14:00 Meeting in boardroom(Carol Stevenson, Tom Jeffery, Sue Smith)Exercises4. Practical Writing.Part 1Part 2Part 3Part 4Pa

56、rt 515:30 Coffee break16:00 Product presentation (Carol Stevenson, Tom Jeffery, Sue Smith)18:00John Edward to take Ms Brown to the airportGive some detailsJohn has to go early. Sue will take Stella to the airport19:30 Ms Brown departs on flight 1 B 886 to MadridExercises4. Practical Writing.Task 2:

57、You, Susan Brown, work for an American company. Your company has arranged for a display at the forthcoming World Trade Fair which will be held in London on March 26th, 2008. Write a reservation letter of 120 140 words to book two rooms at Seaside Hotel for four nights from March 25th to March 28th.

58、The heading and inside address are given below (1)The heading address is 818 West 49th Street,Middletown, Ohio 45042,U.S.A. (2)The inside address is Seaside Hotel,Marine Parade,Brighton,Sussex,England. Part 1Part 2Part 3Part 4Part 5Exercises5. Reading Activity. Whether this will be your first or you

59、r thousandth business trip, you should be conscious of conduct that is considered proper during your absence from the office. As a representative of your company, you need to know how to behave appropriately on a business trip. (1) Pack all essential items in a carry-on bag to avoid being ill-prepar

60、ed for business if the airline loses your luggage. Showing up for a trade show or a meeting with a client dressed in yesterdays clothes will not make a positive impression. Part 1Part 2Part 3Part 4Part 5How to Behave Appropriately on a Business Trip?Exercises5. Reading Activity.(2) Dress professionally