文秘专业英语 Filing Documents Unit 9 Study Objectives...

文秘专业英语

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

Contents

Part One DialoguesPart One Dialogues

Part Two Useful ExpressionsPart Two Useful Expressions

Part Three Simple WritingPart Three Simple Writing

Part Four ExercisesPart Four Exercises

Part Five Social EtiquettePart Five Social Etiquette

Dialogues

Both Deborah and Susan are secretaries, serving in different departments.

During lunch time, Deborah walks out of the tea room and finds Susan

sitting at her chair desperately searching for something.

Dialogue One

S: Susan Brown D: Deborah White

D: Hey, Susie!

S: Hey, Deb.

D: What’s the matter, Susie?

Part 1 Part 2 Part 3 Part 4 Part 5

You look down in the mouth.1

1. 垂头丧气

Dialogues

Dialogue One

S: Err... I don’t know what to do now. Mr. Stevenson asked me to give him the

contract of DPP Shipping Company this morning. But I couldn’t find it.

What’s worse, Mr. Stevenson was standing right next to me while I was

looking for the contract. He was furious. It’s a very important document.

How could I lose it? I am such a loser.

D: Oh, you’re absolutely not a loser, Don’t feel bad, Everyone makes

mistakes. and think again where you put the contract last time?

Is it in the shelf over there? I saw a lot of documents scattering on it.


Chill down2

2. 冷静点

Dialogues

Dialogue One

S: Oh that one? No, it isn’t there. I rummaged all the folders in the shelf this

morning. But nothing is found. Oh, I think I am going to lose my job.

D: No worries, Let me help you out. I am sure we’ll find it before lunch time

finishes.

S: Thanks, Deb.

D: It would be fine. Trust me. Ok, so tell me how you manage your


But I feel the chances of finding it are very slim.3

3. 但是我觉得找到它的机会很渺茫｡

filing system4.

4. 归档系统

Dialogues

Dialogue One

S: Filing system? I don’t have any. I just put the contract into the file folder

called “Contracts”, which is in the first drawer. I’ve already looked into it.

D: Hmm, looks like you need some sort of training courses of effective

management. So did you also create a similar folder, like “Shipping

Documents”, “Purchases” or “DPP Shipping Company”?


Dialogues

Dialogue One

S: Let me see... Oh my God! I do have a “Purchases” folder! I couldn’t

believe I forgot that folder (She immediately searches the documents in

that folder)...

Thank God! I found it! Thank you so much, Deborah! (Susan hugs Deborah

while holding the contract.) You are my lucky star!

D: You’re welcome, I am so glad we’ve found your document!


Dialogues

Dialogue Two

S: Susan Brown D: Deborah White

S: Look at my desk! ! I’m always with these files!

I can’t seem to keep up with everything I have to do. But you’re always so

organized and efficient. How do you do it?


Finally, Susan finds her document. But she is curious about Filing System

Deborah mentioned just now. So Susan asks Deborah to give some advice

on how to manage files effectively.

It’s in a mess1

1. 杂乱不堪

snowed under2

2. ( 以大量的工作等 ) 压得喘不过气来

Dialogues

Dialogue Two

D: I’m not always organized and efficient, but I’ve gotten better since I took a

course about time management, including setting up effective filing systems.

I just follow a few tips that the course recommends, which help me a lot.

S: Do you think it would help me?

D: Definitely. This is what I do. Actually, the whole filing systems can

this, Store the information in folders — by category, and in

a sequence that to you.


You’re a real go-getter.3

3. 你真是个上进又有才干的人｡

boil down to4

4. 归结为

makes sense5

5. 讲得通 , 有意义 , 言之有理

Dialogues

Dialogue Two

S: Right. This has to be borne in mind. So what should I do first according to

this rule?

D: First of all, as soon as a paper crosses your desk and is ready for filing

just put it in the right folder. This would prevent lost files and misfiles.

S: That’s true! I often put the files on my desk. Just a few minutes later, they

have been like a mountain. And I spend most of my time searching

for information.


piled up6

6. 堆积 , 积累

Dialogues

Dialogue Two

D: Then you have to get rid of that habit. Next is to throw away unneeded

papers away, such as and outdated information. Any

papers containing personal information should be shredded.

S: That seems pretty simple, but how do I sort the remaining papers into

piles? Sometimes I think the labels of the folders look a bit confusing.


duplicate copies7

7. 复制品 ( 件 )

Dialogues

Dialogue Two

D: There are different methods of setting up your filing system, such as

alphabetical, numerical, geographical, subject, and chronological. What I

use is an alphabetic filing, where documents are grouped together by the

first letters of the company names, from A to Z. The important thing is that

the information is categorized in an unambiguous way and that the files

themselves are clearly labelled and organized in a logical way.

S: That sounds a great system. All I need now is some extra time so I can

start doing some time management, Thank you so much, Deborah.

D: It’s my pleasure!


Dialogues

New Words

alphabetic [] a. 字母的 , 按字母顺序的

category [] n. 类型 , 类别

chill [] v. ( 使 ) 变冷 ,( 使 ) 冷却

chronological [] a. 按年代顺序排列的

clutter [] v. 使乱七八糟

duplicate [] n. 完全一样的 ( 东西 )

folder [] n. 文件夹

furious [] a. 狂怒的 , 暴怒的


Dialogues

New Words

geographical [] a. 地理 ( 学 ) 的

label [] n. 标签 , 标记

logical [] a. 符合逻辑的

numerical [] a. 数字的 , 用数字表示的

pile [] v. 堆叠 , 堆起

recommend [] v. 推荐 , 介绍

rummage [] v. 翻找 , 乱翻

scatter [ ] v. 散开 , 分散


Dialogues

New Words

sequence [] n. 先后次序 , 顺序

shred [] v. 把……放进碎纸机搅碎

slim [] a. ( 希望､可能性等 ) 微小的 , 渺茫的

store [] v. 把……存放在

unambiguous [] a. 明确的 , 清楚的


Dialogues

Word Bank

archival microform 档案缩微品 archive 档案block capitals 大写印刷字体catalogue 目录 chronicle of events 大事记 index 索引jet-black capitals 黑体大写字体

keyword 关键词 manuscript 手稿 mounting 修裱official text 正本original document 原件 staple 装钉


Useful Expressions

卷名清晰 , 用大写字母手写或用印刷体黑体大写字母书写｡

1. Each file will be clearly titled, if handwritten, in block letters, if typed, in

jet- black capitals.

我们是按客人的名字归档 , 而不是以产品名或文件名｡

2. We file by customer’s names, not by the names of the products or

documents.


For Filing

档案资料必须分类按顺序排列｡3. Sort filing material into order.

每二十至三十个文件夹分别建立目录导卡｡4. Provide a dividing guide card for every twenty to thirty folders.

Useful Expressions


不要把单份文件从卷宗中取走 , 对所有被抽出的档案都要一一标明｡

5. Avoid removing individual papers from files, and prepare markers for all

absent files.

我们应该定期把临时文件转移到那些现在不使用的档案里｡

6. We should regularly remove temporary papers and transfer them to the

archives of papers no longer in current use.

去掉所有文件上的曲别针 , 必须放在一起的文件要用订书机订好｡否则散页

文件会误入卷宗｡

7. Remove all paper clips and, instead, use staples for papers that must be

kept together, otherwise, single paper may become trapped and wrongly

filed.

For Filing

Useful Expressions


花几秒钟时间浏览一下文件的内容 , 要是跟你工作相关的就把它存起来｡

8. Take a few seconds to glance through the content, and save a file only if

it’s relevant to your work activity.

函件一满 , 则及时从综合文件夹转移至专用文件夹｡

9. Transfer correspondence from “miscellaneous” to individual folders as soon

as there is enough of it.

每天的首要工作是文件归档 , 以保证最新的文件入档｡

10. Keeping filing up to date by filing first thing each day.

For Filing

Useful Expressions

For Searching Information

你可以把 JP 会计公司的文件拿来给我吗 ?

1. Will you bring me the files of JP Accounting Company?

你可以帮我找一下 JP 的采购订单吗 ?

2. Could you give me a hand in searching for the file of JP’s Purchase Order?


你可以再看下宣传册上准确的费用是多少吗 ?

3. Can you look up the exact fees in the brochure?

如果你看一下合同的底部 , 你就会发现执行合同的条款｡

4. If you look at the bottom of the contract, you’ll see the terms of implementing

the contract.

Useful Expressions

这里的数据不准确｡你应当参考一下 2007 年的年度报告｡

5. The figures here are not accurate. You should refer to the annual report of

2007.



你可以帮我一下吗 ? 我要从这堆文件中找出去年的年度报告｡

6. Could you do me a favour? I need to find out the annual report of last year

among the piles of papers.

请先查找卡片目录｡ 7. Please consult the card catalogue first.

Useful Expressions

请参考脚注｡

8. Please see the footnotes for reference.



想知道更多信息 ,请参考本方针｡

9. For more information, please refer to the guidelines.

他叫她看公司文化的第五章｡10. He referred her to Chapter Five of the Company Culture.

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.


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.

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.

As a small business owner, you need to be able to operate at your desk

swiftly and easily. Though setting up a filing system sounds difficult, it is a

relatively easy task that can be made easier by a few filing tips and tricks.

1. Sit at your desk for a few minutes and figure out where you will

instinctively look for things.


Mastering Your Filing System

Exercises


I have a drawer to the right of my workstation. When I first set up my filing

system, I didn’t have anything in it. When I would look for stamps, paperclips or

my stapler, it was the first place I would look, even though I knew it was empty.

So naturally I put the stamps, paperclips and stapler in that drawer. For me, it was

the natural home for those items.

Everyone will approach this differently, and what works for me may not work

for you. Take a few minutes to sit down at your primary workspace and reach for

equipment, supplies and files. That will help you establish the ideal spot for filing

those items for you personally.



Exercises


2. Now that you know where you will naturally look for information, you

must determine whether an alphabetical, numerical or subject filing system

will work best for you.

Do you search for things according to the client’s name? The category (i.e.

expenses, financial, marketing) By reference number? This is a critical step, as it ﹖will determine how you will lay out your filing system. Do this before you buy

anything for your filing system.



Exercises


3. Next, roughly determine your storage needs.

Do you have a large number of files that you access on a daily basis? Do

you only access your files weekly? The answers will determine if you need a

desktop file holder, a two drawer filing cabinet close to your desk or a four

drawer lateral filing cabinet across the room. So many options exist today, that

you should choose carefully. Allow for growth when looking at filing cabinets —

buy something to accommodate twice the files you think you will have now. This

will limit the number of times you will have to resort and reorganize your filing

system.



Exercises


4. Invest in a good labelling system for clarity and easy access.

Being able to read the file labels sounds obvious, but clarity in labelling will

save you more filing time than you can imagine. Most companies who make labels

provide templates that integrate with the most popular word processing software.

You may want to consider one of the small label making systems that can now

also print out individual mailing labels. Items that perform double duty are usually a

wise investment.



Exercises


5. Now you are ready to purchase file folders.

The best investment I have found is to purchase colored hanging folders

make sure the plastic label tabs are included, and plain manila file folders for my

filing system. I use colored hanging folders for two reasons: (1) easily available

and (2) ease of recognition for categories. For example, all my client files are in

yellow hanging folders, blue folders contain financial information and red is for

marketing. This way, I can see roughly where I should be searching for a

particular file.



Exercises


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


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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文秘专业英语 Filing Documents Unit 9 Study Objectives...

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