涉外文秘英语 教案 阮蓓怡 se-7.ppt

1、UNIT ELEVEN APPOINTMENTS,Section One: Conversations,Mr. Thompson knows that Mr. Smith is in town and asks his secretary Liulin to make an appointment for him. Liulin gets through with no problem and Mr. Smith agrees to the meeting. ( At Mr. Thompsons office) Mr. Thompson: Id like to see Mr. Smith on

2、 Tuesday afternoon. Would you phone him at the hotel, Room 608, and ask him if he is free to come at 3:00? Liulin: Certainly, Mr. Thompson. (Dials) Operator: China World Hotel. May I help you? Liulin: Good morning. Would you put me through to Mr. Smith, Room 608, please? Mr. Smith: (Picks up the rec

3、eiver) John Smith here. Liulin: Mr. Thompson would like to see you on Tuesday afternoon. Could you come at 3:00? Mr. Smith: Tuesday at 3:00? Yes, I think I can manage that. Please tell Mr. Thompson Ill be there. Liulin: Thank you, Mr. Smith. (Receiver replaced. To Mr. Thompson) Mr. Thompson, Mr. Smi

4、th will be here at 3:00 on Tuesday as you asked. Mr. Thompson: Thank you, Liulin.,Conversation II,Mr. Franklin wants to meet Mr. Thompson this week. Liulin: General Managers office. May I help you? Caller: This is Helen of BED. Im calling on behalf of Mr. Franklin, our General Manager. Liulin: I see

5、. What can I do for you? Caller: Well, Mr. Franklin would like to make an appointment to see Mr. Thompson sometime this week. Liulin: Well, Mr. Thompson will be available on either Wednesday or Thursday. Caller: Thursday would be fine. What time would be most convenient? Liulin: Any time in the morn

6、ing. Caller: How about 10:00 in the morning? Liulin: All right. At 10:00 Thursday morning. Caller: Thank you. Liulin: Thank you for calling. Good-bye.,Conversation III,(Mr. Thompson in Liulins room telling her to cancel all his appointments after 10:00 on Thursday.) Mr. Thompson: Ah, Liulin. Can you

7、 cancel my appointments after 10:00 on Thursday? Im taking my wife out to lunch early, right after the sales meeting. Its our wedding anniversary, you know. Liulin: Oh, really? Congratulations! Mr. Thompson: Thanks, Liulin. (Mr. Thompson walks away) Liulin: Oh, dear. (Liulin calls Helen to inform he

8、r about the change) Helen: Helen May. Liulin: Helen, its Liulin. Im afraid Mr. Thompsons busy at 10:00 on Thursday. Can we postpone the appointment? Helen: No problem. Do you have another time in mind? Liulin: Would it be possible to make an appointment for sometime tomorrow? Helen: Im afraid tomorr

9、ow is a busy day for Mr. Franklin. Liulin: In that case, what about the day after tomorrow? Helen: That would be fine. Say, at 10:00 in the morning, would that be convenient to Mr. Thompson? Liulin: Let me look at his diary. Hes a bit busy in the morning. Hes having a meeting from nine to eleven, an

10、d then hes seeing Mr. Baxter at eleven-thirty. How about in the afternoon? Hes free after two. Helen: Ok. Thats good. Thank you. Liulin: Oh, well, thats all right then. Bye. Helen: Bye.,Exercise: Fill in each blank to complete the following conversation.,Susan: Oh, Liulin, is Mr. Thompson free Thurs

11、day morning? Some suppliers from Korea are coming to see him. (有些朝鲜的供应商想见他。) Liulin: Let me look at his diary. _ (早上他挺忙的。) Hes having a meeting from nine to eleven, and then hes seeing Mr. Baxter at eleven thirty. _ (下午怎么样?) Hes free after two. Susan: No, the afternoons no good. _ (供应商们下午就走了。) Liuli

12、n: Well, hes free between eleven and eleven-thirty. _ (那段时间行吗?) Susan: Yes, that would be fine. Liulin: OK, Ill pencil you in for eleven, then. _ (过一会儿我会与你再确定一下的。) Susan: Thanks, Liulin!,Readings: How to Make Appointments,Your clients will contact you either by telephone or make personal visits to t

13、he office whenever appointments are needed to be made.The scheduling of appointments will vary depending on the type of business that youre involved with. For instance appointments may be scheduled at 1/2 hour intervals, 15 minutes, or 1 hour. This will be dependant upon your office.Most offices tho

14、ugh, can attend to business within 30 minutes. So today well work on very brief intervals for scheduling appointments. Well cover aspects relating to: Appointments Your Clients appointments Your Boss appointments,How to Make Appointments,DiaryYou need to have a hard copy diary to record your appoint

15、ments in. The type of diary you use will of course depend on whether you use 30 minute intervals, 15 minutes, etc. Your boss will also have his own personal diary that he carries with him. These diaries will have identical entries in them. Updating DiaryThis is a daily duty you must attend to. First

16、 thing of a morning is a good idea. You will update your diary with the one your boss has so that each diary has the same appointments entered in. This way there is no forgotten appointments. If your boss leaves his diary in his office, you can update it throughout the day as well if time permits. A

17、ny times that you know your boss will not be available, mark the diary accordingly, so that you do not give out appointments for those times. This can be quite embarrassing and makes unnecessary work for you in having to contact the parties involved. Also any public holidays, regular meetings, busin

18、ess trips away, all need to be marked in your diary as soon as you become aware of them. Usually, when you get your new diary at the beginning of the year is an excellent time to mark these things in. Draw a line through the appropriate date or time.,Scheduling Appointments for clients to meet with

19、your boss,The following are the questions you need to ask anyone who wants to make an appointment: Day Date Time Confirm 30 minutes is enough time Name Telephone Contact Subject of discussion Once you have this information, when finalizing the appointment, repeat the details back to the person.EXAMP

20、LE:Mrs Smith, well see you on Tuesday, 1st May at 11.30am, bye.,Scheduling Appointments for clients to meet with your boss,Now if the person has called personally at the office, it is a good idea to record the appointment on it and give it to the person to take with them as their record and reminder

21、. Print up some appointment cards on the word processor to use. You could design your own appointment cards using your favorite desktop publishing program. An example of a very simple, non-fancy one is here: _ STelephone: (00) 1234 5678Fax: (00) 1234 5679Your appointment is with: Name: .Day: .Date:

22、.Time: .at (address of your office address) _ Now if youre unsure that the appointment will suit your boss, you need to explain that you will ring and confirm it. On the other hand if youre pretty certain there will be no changes, tell them youll only contact them if a change needs to be made. This

23、way they know where they stand and there is no confusion.,Scheduling Appointments for your boss to meet with someone in another office,Your boss has asked you to set up an appointment for him. You will need to get the the following information from your boss or manager to enable you to do it. Name o

24、f person he wants to meet Venue of appointment - their office or his Day, Date and time The subject he wishes to discuss How long he needs for appointment Now youve got all this information, contact the office and schedule the appointment. You may sometimes need to have a couple of dates or times as

25、 the first may not suit the other party. Sometimes it is not unusual to have to make a couple of calls to set this up as both their schedules may be pretty tight.,Scheduling Appointments for your boss to meet with someone in another office,Always leave with the other party: Your boss name Contact te

26、lephone NumberYour namejust in case the other party needs to change the appointment. Now you have all the information relating to this appointment your next step is to: Write a written message to your boss detailing all the information:Day, date, timeName of person the appointments withWhere the app

27、ointment is to be heldTelephone contact detailsand make the entry in yours and your boss diaries.,UNIT TWELVETRAVEL ARRANGEMENTS,Conversation I,(Mr. Thompson is planning a trip from New York to Chicago and Denver. He asks Liulin to make travel arrangements for him.) Mr. Thompson: Liulin, Im planning

28、 a trip to Chicago and Denver, with Los Angeles as a final destination. Id like you to make the necessary arrangements for me. Liulin: Certainly, sir. How would you like to go? Mr. Thompson: Id like to go by train from here to Chicago and spend two days there. Then Id like to fly to Denver for a sta

29、y of two nights. I want to go on to Los Angeles by plane for an indefinite stay of three to four days. Liulin: Ill get in touch with the railroad and airline passenger representatives immediately. What kind of Pull-man accommodations would you prefer? Mr. Thompson: I think a bedroom would be best. A

30、nd please make sure the train has a club car and a diner, of course. Liulin: When do you plan to leave? Mr. Thompson: I expect to depart for Chicago on Monday, August 4th, any time after 12 noon. Ill spend the evening of the 4th and all day the 5th there. Ill leave on the 6th, on either a late after

31、noon or an early evening flight for Denver. I want to be in Denver all day August 7th. I plan to leave for Los Angeles on an early morning flight on the 8th. Please book an open return flight from Los Angeles to New York. Liulin: Will you fly first class as usual, sir? And where shall I make hotel r

32、eservations? Mr. Thompson: Yes, first class. Ive been quite satisfied with hotels Ive used as lodgings before in these cities. Please make reservations for me at those places. Get all the information together, and please report back to me as soon as possible.,Conversation II,(Liulin phones to book a

33、n airline seat for Mr. Thompson, from Chicago to Denver.) Reservations Clerk: Pan American Airways. Good morning. Can I help you? Liulin: I would like to book a seat on a flight from Chicago to Denver on the 6th of August, please. Clerk: Do you want a morning or an afternoon flight? Liulin: There is

34、 a flight leaving at 17:30 in the afternoon. That would be the most convenient. Clerk: 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. Liulin: Could you check other flights leaving Chicago for Denve

35、r in the late afternoon of the 6th as well, please? Clerk: There are seats available on a flight departing Chicago 16:15, arriving in Denver at 18:50 local time. Liulin: And after 17:30? Clerk: Theres a flight leaving at 18:45, arriving at Denver Kennedy Airport 21:15 local time. There are plenty of

36、 seats available on that. Liulin: I think the 16:15 service is more suitable. Can I book a seat on it, please?,Conversation II,Clerk: Could I have your name, please? Liulin: Its for Gale Thompson. Initial G. Clerk: First class or economy? Liulin: First class, please. Clerk: Single or return fare? Li

37、ulin: Single. Clerk: One moment. Ive booked a seat on Pan American Airways flight PA 763, departing Chicago 16:15 hours, 6th August, for you. The check in time is 15:30, in Terminal 3. Liulin: Thank you. Could you tell me what the weight allowance is? Clerk: 20 kilos per traveler, excluding hand lug

38、gage. Liulin: When should I confirm this booking? Clerk: 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 Pan American office. Could I have your telephone number, please? Liulin: 23267981, extension 2856. Clerk:

39、Thank you.,Conversation III,(Liulin phones to reserve a room for Mr. Thompson.) Switchboard operator: Eastchester Hotel. Good morning. Can I help you? Liulin: Good morning. Id like to book a room, please. Operator: One moment, please. Ill put you through to Reception. Receptionist: Reception. Can I help you? Liulin: Id like to book a room for Mr. Thompson. Our executives usually stay at your hotel and you may recognize the name. R: Can you give me the dates, please? Liulin: The 4th of August to the 6th, inclusive. R: Ill just see what we have available. Yes, would you