涉外秘书英语 Unit

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

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

3、avelling 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. Sometimes the secretary may also prepare some foreign currency and traveler s checks if the bo

4、ss is travelling abroad.,Contents,Dialogues,Miss Susan Brown is now planning a trip for Mr. Henry Stevenson.,A: Mr. Henry Stevenson S: Susan Brown H: Susan, Im planning a trip to Chicago and Denver, with Los Angeles as a final destination. S: Certainly, sir. How would you like to go? H: Id like to g

5、o 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 of three to four days.,Part 1,Part 2,Part 3,Part 4,Part 5,Id like you to make the necessary arrangements for me1.,1. 请你给我做一个

6、行程安排,Dialogues,S: 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 please make sure the train has a and diner, of course. S: Which would you prefer, a smoking sleeper or a non-smoking sleeper? H:

7、Non-smoking one, please. S: When do you plan to leave?,Part 1,Part 2,Part 3,Part 4,Part 5,passenger representatives2,2. 旅客接待处,club car3,3. 火车上的休息车厢,Dialogues,H: I expect to 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

8、 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 flight on the 8th. Please book an flight from Los Angeles to New York. S: Will you fly as usual, Henry?,Part 1,Part 2,Part 3,Part 4

9、,Part 5,open return4,4. 不限日期的返程票,first class5,5. 飞机上的一等舱,Dialogues,H: Yes, first class. And Id like to have a seat by the window. S: Then, where shall I make hotel reservations? H: Ive been quite satisfied with the hotel Ive used as lodgings before in these cities. Please make reservations for me at

10、 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,Part 1,Part 2,Part 3,Part 4,Part 5,a suite with an ocean view6,6. 一个可以看到海景的套房,Ill fix you up7.,7. 我会帮你打点的,Dialogues,S: Susan Brown

11、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, please. R:,Part 1,Part 2,Part 3,Part 4,Part 5,Miss Susan Brown is phoning the China Southern Airways to book an airline seat for Mr. He

12、nry Stevenson, from Guangzhou to New York.,Do you want a morning or an afternoon flight?1,1. 早上的班机还是下午的班机?,Dialogues,S: There is a flight leaving at 17:30 in the afternoon. 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 h

13、ave 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, please? R: There are seats available on a flight departing Chicago Airport at 06,15 arriving in Denver at 8:50 local time.,Part 1,Part

14、2,Part 3,Part 4,Part 5,Dialogues,S: 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 plenty 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

15、name, please? S: Its for Mr. Henry Stevenson. R: First class or economy?,Part 1,Part 2,Part 3,Part 4,Part 5,Dialogues,S: Economy, please. R: S: Single. R: One moment. 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

16、 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 1,Part 2,Part 3,Part 4,Part 5,Single or return fare?2,2. 单程票还是往返票?,weight allowance3,3. weight allowance重量限额,Dialogues,S: When should I confirm this booking? R: As soon a

17、s 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 Airways office. Could I have your telephone number, please? S: 87494301, extension 506. R: Thank you.,Part 1,Part 2,Part 3,Part 4,Par

18、t 5,Dialogues,Part 1,Part 2,Part 3,Part 4,Part 5,Dialogues,advance 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

19、night 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 trave

20、l regulations 出差制度 travel route 出差路线 traveling expenses standard 差旅费标准,Part 1,Part 2,Part 3,Part 4,Part 5,Useful 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 w

21、ith you while you stay in London.,Part 1,Part 2,Part 3,Part 4,Part 5,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 Expressions,Part 1,Part 2,Part 3,Part 4,Part 5,到时侯再定吧,5. Lets not make a decision till then.

22、,请告诉我一些该去游览的地方,6. Please 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.,Useful Expressions,我建议一下行程,如何?,9. May I propose an itinerary?,Part 1,Part

23、2,Part 3,Part 4,Part 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.,Useful Expressions,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/ By what time should I ch

24、eck in?/ What is the boarding time?,我在什么地方拿机票?,2. Where do I pick up the ticket?,Part 1,Part 2,Part 3,Part 4,Part 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 ticket.,Useful Expressio

25、ns,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 1,Part 2,Part 3,Part 4,Part 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.,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 tell the rate of it.,我可

26、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 1,Part 2,Part 3,Part 4,Part 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 preferably to be i

27、n a private room.,Sample Writing,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 accordance with their plans. Usually they con

28、tain 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

29、以及非完整句,Part 1,Part 2,Part 3,Part 4,Part 5,Sample Writing,Sample,Part 1,Part 2,Part 3,Part 4,Part 5,AGENDA 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 (Beijing to Washington, DC, the United State

30、s) 6:50 a.m. Leaves Beijing International Airport for San Francisco CCAC Flight 981 1:00 p.m. Arrives at San Francisco International Airport 3:50 p.m. Leaves San Francisco International Airport for Washington 4:00 p.m. Arrives at Washington National Airport Mr. T. Keith and Miss Louise Loews to meet

31、 plane and drive Mr. Robert to his hotel, Holiday Inn (Confirmation attached) 6:30 p.m. Dinner at hotel,Sample Writing,Sample,Part 1,Part 2,Part 3,Part 4,Part 5,Dine with Mr. Bradley Hombey (New York office director) and Miss Lee Rivers (Washington office director) Tuesday, June 17 (Meeting in Washi

32、ngton) 9:00 a.m. Staff meeting at Washington Branch office (Papers in briefcase) 12:00 a.m. Lunch with office executives 3:00 p.m. Meeting with Mr. Antonio Aurizio, Scandia Corporation at Washington Branch Office (Contracts in briefcase) Wednesday, June 18 (Meetings) 9:30 a.m. Meeting with executive

33、s of the Norman Cereal Company at their headquarters 3:00 p.m. Meeting with Robert Clark, Corestar Co. at their headquarters,Sample Writing,Sample,Part 1,Part 2,Part 3,Part 4,Part 5,Thursday, June 19 (Flights to Beijing) 10:00 a.m. Arrives at National Airport 12:00 a.m. Leaves National Airport for S

34、an Francisco American Airlines Flight 707 4:00 p.m. Arrives at San Francisco International Airport 6:00 p.m. Leaves San Francisco for Beijing CAAC Flight 982 Saturday, June 21 9:00 a.m. Arrives at Beijing International Airport,Sample Writing,Reservation letters are one of the most common letters. Mo

35、stly, 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 reser

36、vation 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 days

37、that you wish to stay and the like.,Part 1,Part 2,Part 3,Part 4,Part 5,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 1,Part 2,Part 3,Part 4,Part 5,Sample Writing,Sample,Part 1,Part 2,Part 3,Pa

38、rt 4,Part 5,GUANGDONG DAFU TRADING CO., LTD No. 11, Fanhua Road, Guangzhou Guangdong, China China Airlines Guangdong, China Dear Sir or Madam, Would you please book the following flight reservation for Mr. Alan Jordan: Friday, September 12, Guangdong/ Shanghai CAAC flight # NY195, departure 10:00 hr

39、s (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 Master Card which you have on file.,Sample Writing,Sam

40、ple,Part 1,Part 2,Part 3,Part 4,Part 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 for the connecting flight to Toronto on Septe

41、mber 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 passage carefully and fill in the blanks according

42、 to what you hear.,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 is usual for colleagues from different countries to exper

43、ience 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 1,Part 2,Part 3,Part 4,Part 5,social coventions,_,make good use of,_,plan an itinerary for,_,Exercises,Part 1,Part 2,Part 3,Par

44、t 4,Part 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 clothes. You may also want to consider to take one to two b

45、usiness 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 about your company and business. Third, get all your travel d

46、ocuments and IDs together, put them in a 8 .,in advance,_,follow my helpful tips,_,on a tight schedule,_,essentials,_,waterproof document folder,_,Exercises,You are planning the holiday for your boss this summer and now you are discussing the itinerary details with your boss.,Part 1,Part 2,Part 3,Pa

47、rt 4,Part 5,Exercises,3. 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 Canton 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

48、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 1,Part 2,Part 3,Part 4,Part 5,transfer at Hong Kong to Los Angeles,_.,Can you tell me about the itinerary,_?,What is the itinerary a

49、rrangement for our stay in New York,_,Will the manager of our New York Branch meet us at the airport,_?,Exercises,3. Interpret the following Chinese expressions and complete the dialogue.,B: Sure. I have already sent him an email. He will make a hotel reservation for you, and he will go to the airpo

50、rt 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 right, 7 (我会尽快调整计划的).,Part 1,Part 2,Part 3,

51、Part 4,Part 5,Is there any free time arranged /set aside for us,_?,Well, please make some changes in the schedule,_.,Ill revise the schedule right now,_.,Exercises,4. Practical Writing.,Task 1: You work in the Sales Department of an international company. Stella Brown, an important client, is visiti

52、ng 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 1,Part 2,Part 3,Part 4,Part 5,Proposed agenda for one-day visit of Manuela Garc

53、ia,Wednesday 20, October 11:00 Ms Brown arrives on flight 1 B 432 from Madrid John Edward to meet Ms. Brown at airport,Exercises,4. Practical Writing.,Part 1,Part 2,Part 3,Part 4,Part 5,Exercises,4. Practical Writing.,Part 1,Part 2,Part 3,Part 4,Part 5,Exercises,4. Practical Writing.,Task 2: You, Su

54、san 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. The hea

55、ding 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 1,Part 2,Part 3,Part 4,Part 5,Exercises,5. Reading Activity.,Whether this will be your first or yo

56、ur 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-prepared 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 1,Part 2,Part 3,Part 4,Part 5,How to Behave Appropriately on a Business Trip