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?
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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.
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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
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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”?
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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!
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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?
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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.
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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.
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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.
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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!
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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
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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
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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
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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
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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.
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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
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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
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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?
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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.
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For Searching Information
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.
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For Searching Information
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.
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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。
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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
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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
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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.
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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。
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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
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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.
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tactics _________
the amount of _______________
classify and action _________________
relate to ___________
taking the appropriate ____________________
Exercises
1. Listening.
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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.
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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 )?
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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
3. Interpret the following Chinese expressions and complete the dialogue.
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 ).
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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
3. Interpret the following Chinese expressions and complete the dialogue.
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.
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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.
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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.
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Mastering Your Filing System
Exercises
5. Reading Activity.
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.
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Mastering Your Filing System
Exercises
5. Reading Activity.
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.
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Mastering Your Filing System
Exercises
5. Reading Activity.
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.
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Mastering Your Filing System
Exercises
5. Reading Activity.
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.
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Mastering Your Filing System
Exercises
5. Reading Activity.
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.
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Mastering Your Filing System
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.
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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.
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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.
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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.
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Etiquette in Different Countries
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.
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Etiquette in Different Countries
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.
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Etiquette in Different Countries
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.
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Etiquette in Different Countries
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.
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Etiquette in Different Countries
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?
Part 1 Part 2 Part 3 Part 4 Part 5
大连理工大学出版社
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