涉外秘书英语课件

Travel ArrangementUnit 6Practical English Course for Foreign-oriented SecretaryTravel ArrangementUnit 6Practi1Study 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Study Objectives掌握秘书与上司商榷旅行细节的2Tips for Travel ArrangementvPrepare a detailed itinerary which must include as much information as possible,say,telephone numbers of hotels,appointments,meetings,places,etc.vVerify the weather conditions in the area in which the boss is travelling.vConfirm all the bookings of hotels,tickets,etc.vRemain a constant remainder to the boss of the information on the ticket departure time,airport,platform,etc.vIf the boss 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.vSometimes the secretary may also prepare some foreign currency and traveler s checks if the boss is travelling Tips for Travel ArrangementPre3ContentsPart One Part One DialoguesDialoguesPart TwoPart TwoUseful ExpressionsUseful ExpressionsPart ThreePart ThreeSimple WritingSimple WritingPart FourPart FourExercisesExercisesPart FivePart FiveSocial EtiquetteSocial EContentsPart One DialoguesPar4DialoguesMiss Susan Brown is now planning a trip for Mr.Henry Stevenson.Dialogue OneA:Mr.Henry Stevenson S:Susan BrownH: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 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 of 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DialoguesMiss Susan Brown is n5DialoguesDialogue 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 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: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 OneS:Ill 6DialoguesDialogue OneH: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 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 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:I exp7DialoguesDialogue OneH: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 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 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 OneH:Yes,8DialoguesDialogue 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,please.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:Susan9DialoguesDialogue TwoS: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 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,please?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 DialoguesDialogue TwoS:There10DialoguesDialogue 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 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 name,please?S:Its for Mr.Henry Stevenson.R:First class or economy?Part 1Part 2Part 3Part 4Part DialoguesDialogue TwoS:And a11DialoguesDialogue TwoS: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 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 return fare?22.单程票还是往返票?weight allowance33.weight allowance重量限额DialoguesDialogue TwoS:Econo12DialoguesDialogue 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 Airways office.Could I have your telephone number,please?S:87494301,extension 506.R:Thank you.Part 1Part 2Part 3Part 4Part DialoguesDialogue TwoS:When 13DialoguesNew 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terminal 5tZ:mInln.终点站Part 1Part 2Part 3Part 4Part DialoguesNew Wordsavailable 14DialoguesWord 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travel regulations 出差制度travel route 出差路线 traveling expenses standard 差旅费标准Part 1Part 2Part 3Part 4Part DialoguesWord Bankadvance depo15Useful 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 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-Useful Expressions如果你感到方便的话,我想16Useful 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.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.Draft an IUseful ExpressionsPart 1Part 217Useful Expressions我建议一下行程,如何?9.May I propose an itinerary?Part 1Part 2Part 3Part 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 IUseful Expressions我建议一下行程,如何?918Useful 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/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 Useful ExpressionsMake a reser19Useful 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 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我需要一个成套服务,包括20Useful 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 preferably to be in a private room.For a VUseful Expressions这趟车从哪个站台开出呢?21Sample 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 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 Sample WritingSection 1:Age22Sample 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(Beijing 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.Keith and Miss Louise Loews to meet plane and drive Mr.Robert to his hotel,Holiday Inn(Confirmation attached)6:30 p.m.Dinner at Sample WritingSample Part 1Par23Sample WritingSample Part 1Part 2Part 3Part 4Part 5Dine with Mr.Bradley Hombey(New York office director)and Miss Lee Rivers(Washington office director)Tuesday,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.Meeting with executives of the Norman Cereal Company at their headquarters3:00 p.m.Meeting with Robert Clark,Corestar Co.at their Sample WritingSample Part 1Par24Sample 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 Airport 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 ASample WritingSample Part 1Par25Sample Writing Reservation letters are one of the most common letters.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 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 days that you wish to stay and the like.Part 1Part 2Part 3Part 4Part 5Section 2:Reservation Letter Sample Writing Reservat26Sample 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:Reservation Letter Sample Writing 预订信预约信是27Sample 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,Guangdong/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 Master Card which you have on Sample WritingSample Part 1Par28Sample 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 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 Sample WritingSample Part 1Par29Exercises Listen to the following passage 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 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 itinerary for _Exercises Listen to the 30Exercises1.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 clothes.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 about 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 _Exercises1.Listening.Part 1Pa31Exercises2.Role play.You are planning the holiday for your boss this summer and now you are discussing the itinerary details with your boss.Part 1Part 2Part 3Part 4Part Exercises2.Role play.Y32Exercises3.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 me 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 foll33Exercises3.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 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 right,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 _Exercises3.Interpret the foll34Exercises4.Practical Writing.Task 1:You work in the Sales Department of an international company.Stella Brown,an 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 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 Exercises4.Practical Writing.35Exercises4.Practical Writing.Part 1Part 2Part 3Part 4Part 511:30Arrival at companyJohn Edward to give Ms Brown an introductory 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.36Exercises4.Practical Writing.Part 1Part 2Part 3Part 4Part 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 MExercises4.Practical Writing.37Exercises4.Practical Writing.Task 2: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.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 Exercises4.Practical Writing.38Exercises5.Reading Activity.Whether this will be your first or your 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 1Part 2Part 3Part 4Part 5How to Behave Appropriately on a Business Trip?Exercises5.Reading Activity.39Exercises5.Reading Activity.(2)Dress professionally during the entire trip.Your attire should reflect the fact that you are on a business trip,whether you are on a plane,on a golf course or in a conference room.(3)Be prepared and be on time.You may normally arrive at the office at 8:10 every morning and not speak until after your first cup of coffee,but clients will not take kindly to your decision to be 10 minutes late for an important meeting and still needing to go over your notes.Part 1Part 2Part 3Part 4Part 5How to Behave Appropriately on a Business Trip?Exercises5.Reading Activity.(40Exercises5.Reading Activity.(4)Use proper business language.Even though some business trips may include more casual situations,such as lunch,dinner or even golf,keep in mind that you are still representing your company,and like the old saying goes,“Loose lips sink ships.”(5)Brush up on table manners and the basics of business etiquette before you go.This may help you avoid an embarrassing gaffe while on your trip.(6)Save all receipts from your trip so you can easily determine your expenses when you return.Part 1Part 2Part 3Part 4Part 5How to Behave Appropriately on a Business Trip?Exercises5.Reading Activity.(41Exercises5.Reading Activity.(7)Conduct yourself with grace and decorum at all t