filing documents unit 9 study objectives 掌握描述文档分类的英语口语表达...

Filing Documents

Unit 9

Study Objectives

掌握描述文档分类的英语口语表达

掌握一些基本的文档管理方法

掌握英文建立贸易关系函及回复函的写法

了解部分国家的风俗礼仪

Tips for Filing Documents

Today’s offices are extremely hectic and most people cannot seem to find

the time to file on a regular basis. In an attempt to manage your files

effectively, here are some tips to help manage your documents

Avoid saving unnecessary documents. Don’t make a habit of saving just

about everything that finds its way into your inbox.

Follow a consistent method for naming your files and folders. Give shortened

names to identify what or whom the folders relate to.

Organize files by dates. Incorporate a date into the file name. This will help

you determine which is the most recent document in the folder, without

having to open the file and read through the content.

Create a cleaner desktop. Putting papers into the file right away means that

you will have more room on your desktop and that can change your whole

outlook every morning when you start your day

Sample Writing

Section 1: A Letter of Establishing Business Relations

When writing such kind of letters, you can introduce the business of your

company, supply them with your email address and solicit price enquiries, and

offer to send free samples as well as product catalogues.

You can also ask about their requirements in order to push sales.

Such letter has to be sincere and polite. It should also make a good

impression to the readers.

Part 1 Part 2 Part 3 Part 4 Part 5

The way to establish business relations can be various, such as

advertising or sending letters. On account of high speed and wide range of

spreading, the latter is widely used in modern life.

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Learn Dialogue one and Dialogue two carefully. Read the dialogues repeatedly and make sure

they have no questions in this part. Go through the part of useful expressions and

try to remember them all.

Dialogues & Useful Expressions

Sample Writing

建立贸易关系的函电 , 可以介绍本机构所经营的业务 , 寄送商品目录､价格表及样品等｡

为了促进交易 , 也可以询问对方的愿望和要求｡建立贸易关系的函电 , 必须诚恳和礼貌｡也要给对方留下一个良好的印象｡


Section 1: A Letter of Establishing Business Relations

建立贸易关系的方法有很多 , 如广告或函电等｡在现代经济生活中 , 后者由于传播速度快 , 扩散面广而被广泛采用｡

Sample Writing

Sample


Dear Sir/Madam

We are pleased to get to know you on the internet and as a specialized manufacturer

and exporter for high-grade stainless steel bathroom products and hardware

accessories in China, we sincerely hope to establish business relations with your

corporation.

Stainless steel products like bath towel rack/bars, wall shelves, soap dishes, towel

rings, toilet paper holders and toilet brushes are our great pride. We would be pleased

to fulfil your requirements if you intend to import our quality products at the lowest

prices from China.

Sample Writing

Sample


For more information, please visit the website, www.stainlessproduct.com

I’m looking forward to hearing from you and in the meantime, should you have any

queries, please do not hesitate to contact me.

Yours faithfully

Rocky Shi

Rocky Shi

Manager, Overseas Sales

Sample Writing

If you receive a letter in which the sender expresses the intention to do

business with you, you should answer as soon as possible. This shows your

efficiency, which is a good way to impress your potential customer. If you can’t do

as requested, you have to tell him tactfully to pave the way for future business.


Section 2: A Reply to the Letter of Establishing Business Relations

If the sender is a supplier, you may ask them to send some samples or product

catalogues.

Ask about the prices and terms of payment and delivery, etc.

Vice versa, if he/she is buyer.

Sample Writing

如果你收到想与你建立贸易关系的信函 , 越快回信越好｡这体现了你的工作效率 , 而且是能给你潜在客户留下好印象｡如果你不能与其建立贸易关系 , 你也要有技巧地婉拒他 , 以便将来也可以与他合作｡


如果来信人是供应商 , 你可以向他们索取些样品或产品目录｡询问价格､付款和运输条件等事项｡如果是买家 , 则反过来｡

Section 2: A Reply to the Letter of Establishing Business Relations

Sample Writing

Sample


Dear Mr. Shi,

Thank you for your letter of 4 January concerning establishing business relations

with us. You will be pleased to know that your desire meets with ours.

We have been importers of stainless piece goods for many years. Now we are

interested in extending our range and would appreciate your quotations. We are

particularly interested in your bath towel rack and bars. If your prices are favourable,

we would expect to do a substantial volume of business with you.

We look forward to your early reply.

Yours faithfully Alice Mark

Alice Mark

B. Wallace Importing Company

Exercises

Listen to the following passage carefully and fill in the blanks according

to what you hear.

1. Listening.

Many people feel overwhelmed by 1 paperwork they

receive, time management 2 can help again! If you don’t have a

system for coping with it, you run the risk of missing something important. When

you pick up a piece of paperwork you should aim to 3 it

immediately. You will need to set up a system for this, which should involve

categorizing the material and 4 action. For example,

Mark those items that 5 your key goals and priorities.


tactics

the amount of

classify and action

relate to

taking the appropriate

Exercises

1. Listening.


Schedule time for 6 them and add them to your to-do-list. File

items that need to be kept 7 . Skim these and add a “throw

away” date on 8 before filing them. 9 items that

require the attention of colleagues. Add any necessary annotation and pass these

on immediately.

dealing with

the front page Forward

for reference

Listen to the following passage carefully and fill in the blanks according

to what you hear.

Exercises

2. Role play.

Ruby and Alan work together in the same department. One day, Ruby gets

very upset as a client complained about her job. She has kept the client waiting

on the phone for several minutes while searching for a report. Alan tries to

comfort her and gives her some advice on effective filing management.


Exercises

3. Interpret the following Chinese expressions and complete the dialogue.

A: You know what I heard when passing Mr. Johnson’s office yesterday morning?

B: No, I have no idea. Tell me what!

A: 1

( 那位新秘书给同一客户立了两个文件夹 ). Mr. Johnson was so crossed that he

shouted at her.

B: Oh, poor Jane! 2

( 但作为一名秘书 , 她应该知道一些归档的知识 , 不是吗 )?


The new secretary set up two different folders for one customer

But as a secretary, she is supposed to know something

about filing, isn’t she

Exercises


A: Yes. 3

( 最基本的规律就是要把同一名客户的文件全都放在同一个文件夹里 ).

B: Right. And the folders for client’s accounts

4

( 也应该编入正确的索引 , 并存放在文件柜里 ).


The essential rule is to always file documents from the same

customer in the same file

should be also indexed properly and kept in the filing cabinets

Exercises


A: Actually, 5

( 很多人认为档案归类是无关紧要的小事 ). However, if we manage improperly

6 ( 这可能会毁了我们的事业 ).

B: 7 ( 我非常同意 ). We all should learn something

about filing management.


a lot of people hold the thought that filing is a mere trifle

it will probably put our career in jeopardy

I couldn’t agree more

Exercises

4. Practical Writing.

Task 1: The company you work for specializes in cotton piece goods export

to Europe. Your manager asks you to explore business in North

America. Write a letter to Morrison Import Trading Co. in North

America, and explain:

(1) the way you get to know the company

(2) the purpose of writing this letter

(3) a brief introduction about your company.


Task 2: Write a reply letter according to Task 1, indicating that you are

willing to do business with that company.

Exercises

5. Reading Activity.

1. One benefit of setting up a filing system is to

at your desk The first step of setting up a filing

system is to imagine that you would look for stationeries, and figure out

for those items.

Please fill in the blanks according to what you have learnt from the passages.


2. The crucial step is to determine how you will your filing system,

such as by and

enable you to operate

swiftly and easily

the natural home

lay out

client’s name reference number. category

Exercises

5. Reading Activity.

3. When choosing the filing cabinets, you need to consider

This will limit the number of times you will have to

your filing system.

4. Creating a good labelling system will than you

can imagine.

5. The reasons for using hanging folders are and

Please fill in the blanks according to what you have learnt from the passages.


the room for growth

save you more filing time

resort and reorganize

easily available

ease of recognition for categories

Social Etiquette

In the arena of the current international market, understanding the culture

differences has become the key to successful communication for people from

different geographical location.

India

The most important thing to remember when conducting business in India is

that the society is still very hierarchical. Because of this, it’s considered polite and

a sign of respect to rise when a host or anyone who ranks higher walks into a

room. High-level executives often have two or three subordinates with them at all

times. They might help clarify what their boss is saying or ask questions to get

more details. Most Hindus, abstain from the consumption of beef, as the cow

holds a sacred place in Hindu society.


Etiquette in Different Countries

Social Etiquette

Japan

Formality and ritual is the key when conducting business with the Japanese.

When presenting a business card in Japan, one should hold the card with two

hands and present the card so it can be read by the recipient. A person should

also bow as he or she presents the card, the deeper the bow the more respect

shown to the person to whom the card is handed.

When in a meeting, the highest-ranking person in the room will sit the

farthest from the door. Your hosts will generally show a guest where to sit, and

the farther that person is from the door, the higher the individual ranks among the

people in the room.



Social Etiquette

The person who is “in charge” of the meeting often does not do a lot of the

talking, leaving it to his subordinates to ask questions and share information. Most

of the times the highest-ranking person will also close his or her eyes in the

meeting to better concentrate on what is being said.

The first meeting with a new person is generally brief and focuses on getting

to know one another, very little business will be discussed at this meeting

because personal relationships are very important.



Social Etiquette

Middle East

In most Middle Eastern countries, the left hand is associated with bodily

functions, and it is taboo to use it in any social setting for any reason.

Crossing one’s legs and showing the bottoms of the shoes can also be

offensive among Middle Eastern cultures.

Because of the Muslim religion’s impact on the culture, in most Middle

Eastern countries women will need to cover their heads with scarves. It is also

generally unacceptable for women to go out without an escort.



Social Etiquette

South America

While business customs in South America vary slightly from country to

country.

For starters, business in South America is conducted much more casually

than in the United States. In Brazil, it would not be uncommon for a meeting to be

held on the beach.

Likewise, in many parts of South America, schedules are followed more

loosely. It’s not uncommon for meetings to start 30 minutes to 45 minutes late.



Social Etiquette

Russia

A lot of the need-to-know business customs in Russia revolve around food

and drink. For example, Russians are big on doing business over meals, and

alcohol will generally be served. During the course of the meal, several toasts will

be offered.

Even if business isn’t conducted over a meal, food is often a part of the

meeting. It is good etiquette for the visitor to bring cookies or some other food

item to be shared with the group. Business in Russia is still conducted very

formally, and visitors should dress accordingly.



Social Etiquette

Group Disccussion

Some people think that another form of religion taboo is superstitions.

These are things that superstitious people think will bring bad luck. Look at the

pictures below and discuss with your partner, What superstitions does each

picture imply? Do you believe in superstitions? What superstitions do people

believe in your country?


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Summarize what they have learnt in these periods.

Finish Ex 2 and Ex 4 in groups. Read the dialogues again and again and get

familiar with the sentences in the part of useful expressions.

Preview Unit 10.

Summary & Assignments