文秘英语 Unit 4 Business Reception

Unit 4

Business Reception

Learning Objectives By the end of this unit, you should be able to ? know how to make an appointment, ? communicate with visitors properly, ? write welcome speeches, ? learn some business reception etiquette.

Session One Speaking

In business, making an appointment is a top priority if you want to meet someone. Therefore it is the secretary’s responsibility to set the appointment with visitors or clients, even sometimes to deal with unexpected visitors or rude clients.

Activity One Core Words and Phrases

Making appointments is not a difficult but an essential job in business reception. Some words are often used in this situation. Now match the words in Column A with their definitions in Column B.

Column A Column B

1. schedule A. capable of being used 2.available B. plan or organize

3.book (v.) C. free of trouble or difficulty 4.convenient D. show unwillingness to accept

5.arrange E. call off (an arrangement)

6.refuse F. list or statement of details, esp. of times for doing things 7.postpone G. reserve in advance 8. cancel H. pay a visit to

9. drop in I. a mutual or reciprocal action

10. interaction J. move down to a later time

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Now see if you have matched the words with their definitions correctly: 1.F 2. A 3. G 4. C 5. B 6.D 7. J 8. E 9.H 10. I If you have any difficulty about these words, look them up in the dictionary. Activity Two Core Sentences

Blake Smith, Marketing Manager from ABC Company, wants to discuss the sales contract with Mr. Johnson, Executive of Rainbow Group. First he needs to make an appointment with Zhang Hong, Mr. Johnson's secretary. Below are some core sentences of how to make an appointment. Read them aloud and try to learn them by heart.

1. I wonder if it would be convenient to meet you tomorrow. 1.我想明天是否方便见面。

2. Can you spare some time for me next week?

3. Mr. Johnson is free next Monday from 10 a.m. to 11 a.m.

4. I can't make it tomorrow at 2 p.m. Can we make it a bit later, say 4 p.m.?

5. Regretfully, I have to inform you that I won't be able to attend the meeting tomorrow.

2.下周您能否抽出一点时间？

3. 约翰逊先生下周一上午10点到11点有空。

4.明天下午2点我可能不行，晚一点可以吗？4点钟怎么样？

5.很抱歉，我不得不告知您明天的会议我不能参加。

In the core sentences above, you may find they are very formal. That’s true. The language that people use in arranging business appointments is formal. Usually we do not often use such expressions with friends. These appointments must be set during office hours, between Monday and Friday. People concerned have to agree beforehand on when to meet, where to meet, and what to discuss. That’s the job the secretary should do. 2

Session Two Listening

This session is to provide you with some listening activities regarding secretarial practice. There are two activities in this session: five short dialogues in one activity and one conversation in the other.

Activity One Short Dialogues

This activity is to check your ability to understand five short dialogues. After each dialogue, there is a recorded question. Both the dialogues and questions will be spoken twice. When you hear a question, you should decide on the correct answer from the four choices marked A), B), C), and D) given in the course book, and then choose the correct answer. Before you listen to the dialogues, first have a quick look at the following words, which might be helpful.

1. What does the woman want him to do? A. To go right into the boss’s office. B. To come back at three. C. To wait for a short time. D. To change the appointment. 2. What does the woman mean?

A. She agrees completely with the man.

B. She thinks it’s easy to find Mr. Johnson’s office. C. She’ll see about getting the man an appointment. D. She’ll treat the man if Mr. Johnson isn’t available. 3. Why does the man need to wait?

A. Because Mr. Johnson is not at the office.

B. Because Mr. Johnson can’t see the man today. C. Because Mr. Johnson is quite busy right now.

D. Because Mr. Johnson is attending a friend’s wedding. 4. Where did the conversation probably take place? A. At a bus station. B. At an airport. C. At a train station. D. In an office.

5. What’s the relationship between the two people? A. They are teacher and student. B. They are father and daughter.

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engaged 忙碌的 pick up 用车接载 flight 航程 set off 出发 considerate 体贴的 client 客户

C. They are client and secretary. D. They are husband and wife. The second and third dialogues are a bit too difficult to understand. If you have any problem with the dialogues, try to use the tape scripts at the end of this unit. Check your answers with the following key: 1. C 2. A 3. C 4. B 5. C Activity Two A Conversation

In this activity, you will hear a recorded conversation between a visitor and a secretary. It is the first time for the visitor to be inside the company office. Listen to the conversation carefully and find out what Rooms 6, 7, 8, 9 and 10 stand for respectively. The conversation will be read three times. For the first reading, you should try to get the main idea of the conversation. During the second reading, you are required to name the rooms according to what you have heard. The third reading is for you to check your answer. Before you listen to the conversation, first have a quick look at the following words, which might be helpful.

office block 办公大楼 administrative department 行政部 establish 建立 hot cake 热销品 dazzled 眼花缭乱的 conference 会议 opposite 对面 reading materials 读物 Reception 6 Entrance 7 8

Sofas 9 10 6._________ 7._________ 8._________ 9._________ 10._________

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The conversation you just heard is about receiving visitors. Receiving visitors and guests is a secretary’s daily routine. When a visitor has to wait, you must make sure that he has a comfortable chair and some reading materials. Also the secretary should have some small talks with him. Therefore as a secretary, it is essential for you to know the layout of the company building and also its history. Let's check the answer: 6. Showroom 7. Marketing Department 8. Conference Room 9. Personnel Department 10. Executive’s Office

After listening you are sure to have a better understanding of how to deal with the visitors appropriately. 5

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