1、Unit Six Dealing with Office Emergency,Objectives: 1. Grasp the oral expressions of handling office emergency in English. 2. Learn some useful and usual methods of handling office emergency in English. 3. Learn to use the formats and usual expressions of writing an order form and a business contract
2、 in English.,6.1 ReadingReading Activity,Reading Activity 1Main Functions of Office Management: A qualified secretary should have an overall quality and a variety of abilities to deal with issues. Office management is one of the important tasks for a secretary to do, especially when the boss is out.
3、 There are some main functions of office management such as accounting, printing, human resources, record management, facility management, space management and risk management and so on.,Exercises:1. What do you think of a qualified secretary? 2. Discuss the main functions of office management with
4、your partner.,Reading Activity 2Handling Emergencies It is very important for a secretary to handle emergencies such as dealing with an offensive telephone call, sending for an ambulance and reporting a fire and bomb alert. For one example, its a common thing for a secretary to receive an offensive
5、or threatening telephone call. The usual way to deal with the situation is to cut off the caller at once and not to tell the name of the organization. The secretary should let the security office and the police know if the call continues.,For another example, if someone calls, stating that there is
6、a bomb in the organization building, the secretary should make as many inquiries as possible to get the information from the caller, such as the place of the bomb, time expected to explode, motive and identity of the caller. At the same time the secretary should inform the security office and the po
7、lice, taking preventive measures to wait for them to come and assigning well-trained officials to search the particular areas, such as toilets, fire escape staircases and so on to be ready for withdrawal.,Exercises: Read the above text and decide whether the following sentences are True (T) or False
8、 (F). 1. Handling emergencies such as dealing with an offensive telephone call, sending for an ambulance and reporting a fire and bomb alert is very important for a secretary. 2. For one example, its rare for a secretary to receive an offensive or threatening telephone call. 3. The secretary should
9、go to tell the security officer and the police if the offensive or threatening call continues. 4. The usual way to deal with urgent situation is to put through the caller at once 5. For another example, if someone calls, stating that there is a bomb in the organization building, the secretary should
10、 make some inquiries to get the information from the caller,Reading Activity 3A proforma invoice is a kind of informal invoice. Its one of forms for the seller to offer price to the potential buyer for the purpose of applying for imports and approving foreign exchange. Usually the buyer determines t
11、he sales price and conditions. Once the buyer accepts, a contract will be signed according to it. Order An order is a specific and complete request to supply a specified quantity of goods, which may be given by letter, fax or e-mail. The buyer usually uses printed order forms.,Sales Contract/ Sales
12、Confirmation When the seller or buyer completely agrees with the terms and conditions of an order, he will send a Sales Contract or Sales Confirmation or a Purchase Order or Purchase Confirmation to the other side to ask for counter-signature so as to avoid misunderstanding between them. Before send
13、ing out the contract or confirmation, you should pay special attention to the price, terms of payment, specification, quality and port of destination, etc.,Exercises:1. Whats a proforma invoice? 2. In what form may an order be given? 3. What should you pay special attention to before sending out a c
14、ontract or confirmation?,Notes 1. overall quality 综合素质 2. a variety of多种的 各种各样的3. 3. deal with v.安排, 处理, 涉及, 做生意 4. human resources【经】 人力资源 5. record management记录管理 6. risk management 风险管理 7. and so on adv.等等 8. send for召唤, 派人去拿 9. cut off v.切断, 断绝, 剥夺继承权 10. preventive measures 预防措施, 防护措施 11. fire
15、escape 太平楼梯，安全出口, 防火梯 12. proformal invoice形式发票, 估价发票, 试算发票,13. for the purpose of 为了, 因.起见 14. apply for 请求, 申请 15. foreign exchange n.外汇, 外国汇票 16. according to v.依照 17. printed order forms 商品订购格式, 订货表格 (单) 18. sales contract 销售合同 19. sales confirmation 销售确认书 20. purchase order 定购单 21. purchase con
16、firmation 购货确认书 22. counter-signature【经】 会签, 连署 23. send out发送, 派遣, 放出 24. port of destination 目的港,New words and expressions1. qualified adj.有资格的, 合格的, 胜任的 2. issue n. 问题 3. function n. 功能, 作用 4. facility n. 常用复设备 5. handle vt.处理, 操作 6. emergency n. 突然事件; 紧急情况 7. offensive adj. 冒犯的; 进攻性的 8. ambulanc
17、e n.救护车 9. Bomb n. 炸弹 10. alert n. 警报,11. threaten vt. 威胁; 恐吓 12. security n. 平安; 安全 13. police n.警察当局，警方 14. inquiry n. 询问, 打听 15. explore vt.探索, 研究 16. motive n.动机, 目的 17. identity n. 身分 18. preventive adj.预防的, 防护的 19. assign vt.分配, 委派 20. well-trained adj. 受过良好训练的 21. particular adj.特殊别, 定, 例, 有的
18、 22. toilet n 盥洗室, 厕所 23. staircase n. 楼梯 （亦作： stair-way） 24. withdrawal vt.收回, 撤消 vi.缩回, 退出 v.撤退 25. informal adj.非正式的,26. pure adj.纯粹的 27. potential adj.可能的；潜在的 28. import n. 输入；进口 29. approve vt.批准 30. determine vt. 确定; 使决 31. order n. 定单; 汇单票, 兑 32. issue vt.【经】 发出(支票), 发行(股票,公司债) 33. contract n
19、.契约， 合同 34. sign v. 签名(于), 署名(于), 签署 35. content n. 内容 36. specify vt.规定, 指定, 确定 37. specific adj.详细而精确的；明确的 38. misunderstanding n.误解；误会 39. specification n规格, 规范,6.2 Speaking,Dialogue oneScene: The manager, Mr. Smith has to be away for two days to deal with something urgent. He asks his secretary,
20、 Mary, to preside over a meeting in place of him. S: Mr. Henry Smith M: Mary M: Good morning, Mr. Smith. S: Good morning, Mary. M: Is there anything I can do today? S: Have you finished the report, Mary? M: Yes, I did it as you told me yesterday evening. S: Good. You have always been working hard. M
21、: Thanks.,S: In view of the fire, I have to be away for two days to deal with it at once. This is really an unexpected disaster and its a big loss for us. M: But what about tomorrows meeting? Ive already informed all the directors. S: Notify them the meeting is cancelled. M: Its too late. S: In that
22、 case, you can preside over the meeting in place of me. M: Is that proper? S: Its not a problem. I believe you can do it well. Have them discuss the draft of next years budget for our company and take notes. Have everyone speak. Ill read it when I come back. M: Ok, Ill try my best. S: Bye, Mary. M:
23、Bye, Mr. Smith.,Notes: 1. its a big loss for us. 对我们来说，这是一个重大的损失。 2. in that case 如果是那样的话 3. Take notes v. 作笔记,New words and expressions 1. preside over负责, 主持 preside vi. (Used with over)主持; 负责 2. in place of adv.代替 3. urgent adj.急迫的 4. in view of adv.考虑到, 由于 5. Deal with v.安排, 处理, 涉及, 做生意 6. unexpe
24、cted adj.料想不到的, 突然的 7. disaster n.天灾; 灾难; 不幸, 祸患 8. director n. 理事; 董事 9. notify vt.正式通知（某人） 10. cancel vt.-ll- ; 放弃;取消；宣称无效 11. draft n.(=draught) 草稿, 草案 12. budget n. 预算,Dialogue twoScene: Mr. Smith, sales manager of ABC Furniture Company receives a wrong order. So he sets about handling it. The s
25、ecretary, Mary offers him some help. S: Mr. Henry Smith M: Mary M: Hello, Mr. Smith. S: Hello, Miss Mary. M: What can I do for you? S: Im here to deal with the wrong order sent. M: What has happened? S: We received the wrong order. M: Im sorry. You must be upset. I know how you are feeling now. S: Y
26、es, it is very annoying. Itll cause a lot of trouble.,M: Dont worry. Let me look at the contract and contact with their sales manager, Mr. Black. (At that moment, the telephone rings. Mr. Black telephones Mr. Smith.) B: Is that ABC Company? Id like to speak to Mr. Smith. Is he in? M: Yes, wait a min
27、ute. B: Mr. Smith, Im very sorry. Weve sent you the wrong order by mistake. S: I know THAT! B: How can we best handle the problem to your satisfaction? S: Send us the right order immediately! And I expect a reasonable discount for all the trouble! B: Well do that at once. S: Thats good. B: Ill ask t
28、hem to send the right order in order that you can receive it the day after tomorrow. S: Fine. M: Were very sorry about our mistake. Thank you for your understanding.,Notes:1. Sales manager 营业 销售 主任 2. Set about doing something开始/着手做某事 3. at that moment 在那时 4. by mistake 错误地 5. How can we best handle
29、 the problem to your satisfaction? 我们怎样才能最好地处理这个问题使您满意那？ 6. And I expect a reasonable discount for all the trouble!并且我期望合理打折以解决所有的麻烦！ 7. The day after tomorrow 后天,New words and expressions1. upset adj. 心烦意乱的 2. annoying adj.令人烦恼的; 令人讨厌的 3. contact vt. 联络；联系（某人） 4. understanding n. 理解, 谅解,Useful expr
30、essions1. What has happened to trouble you so? 发生什么事让您如此发愁？ 2. Please spare two people from your company for me. 请你从你们公司给我抽调两个人。 3. The manager asked me to inform you that the meeting scheduled for this afternoon has been put off till tomorrow.经理让我通知你原定今天下午召开的会议推迟到明天了。 4. Something bad has happened.
31、 糟糕的事情发生了。 5. This thing is very serious. I have to report it to the general manager.这件事情很严重。我得去向总经理汇报。 6. The pressing matter demands your immediate attention. 这件紧急事情需要你立即予以解决。,6.3 Writing,Invoices There are many forms of invoices. The following is one of them.,Sample One:,Order After negotiation,
32、the buyer can place an order through two ways. One is an order form and the other is an order letter. Usually an order form is formal, while an order letter is a little informal. Anyway an order should state all the requirements clearly. A formal order should include: A) Name of commodity, article n
33、umber, specification and others B) Quantity of commodity to be bought C) Delivery date and port of destination D) Unit price, total amount and price terms E) Payment terms, etc.,Sample One: A Standard Order Form,Sunny Bags Ltd,The above order can be written in the form of a letter.,Sample Two: An or
34、der letter,Words used in orders:,vt.,Business contractAfter the seller receives the buyers order, the seller should send confirmation letter to the buyer with a sales confirmation or a sales contract. The contract signed is a legal asset and has legal restrictions on the parties concerned. In a conf
35、irmation letter or a contract, all the detailed information about the goods should be expounded clearly, including name, quality, quantity, unit price, specification, insurance, packing and so on.terms,Sample One: A Confirmation Letter,Sample Two: Sales Confirmation,Sample Three: A Sales Contract,Wo
36、rds used in business contracts:,Useful Expressions used in invoices, orders and contracts1. We enclose our order No.208 within this letter.兹附上208号订单。 2. We take the pleasure in sending you an order for your dairy products. 很高兴寄上订购你方奶制品的订单。 3. See to that the quality is up to the sample. If so, we sh
37、all send further orders in the near future. 请务必使所供货物质量与货样一致，如果这样，不久我们将会继续寄上订单。,4. Thank you for your quotation for your tablecloth. Should we be in the need of such product, we will inform you at the first time. 多谢贵方关于桌布的报价。 如果我们需要该产品，我们将在第一时间通知贵方。 5. Because you have delayed the delivery for such a
38、 long time, we have no alternative but to cancel our order. 因贵方延误发货很长时间，我们除撤销订货外，别无选择。 6. We would like to know if you could grant us a discount of 10% for the TV sets inquired.我们希望贵方对于所询价的电视机打九折。 7. Please reply at your earliest convenience. 盼早复。,8. Many thanks for your order, but the goods ordered
39、 are not in stock at the present moment. 谢谢贵方的订单，但目前我们尚无存货。 9. We are very glad to receive your order, which is receiving our prompt/immediate and careful attention.很高兴接到贵方订单，贵方所订货物正在从速办理。 10. With reference to your quotation of May 6, we would like to place a firm order for 400 bales of your printe
40、d cotton cloth. 本公司想按贵公司5月6日报价订购400捆印花棉布。 11. We would like to confirm our order of May 18 for 200 boxes of B5 papers. 本公司想确认5月18日订购的200箱B5纸。,12. The payment will be made by letter of credit within 90 days 货款将在90天内用信用证支付。 13. Please send us your confirmation by letter upon receiving our order. 收到我方订
41、单后，请写信确认。 14. We are pleased to place our first order and hope that it will bring more cooperation. 我们很高兴向你方下第一笔订单，希望它能带来更多的合作。 15. Please supply 4000 metric tons steel in accordance with the detailed information in our order No.5678 请按我方5678号订单提供4000公吨钢材。,16. The quality of the order must be the sa
42、me with that of the samples you sent us. 所订货物的质量必须同你方寄来的样品质量一致。 17. If you cannot deliver the goods before May 24, we will have to cancel the order. 如果你方不能在5月24日前发货，我们将只能取消订货。 18. We confirm purchasing travel bags from you. Enclosed please find an order form. 我们确认从你处购买旅行袋， 随函附寄订单一份。 19. We assure yo
43、u that all your inquiries will receive our prompt attention. 我们保证及时办理贵方所有询盘。,20. We can reduce our price by 2% if you could order more than 5000 pieces.如果贵方订单量超过5000件，我方可减价2%。 21. Before signing the contract, we should again examine the contract carefully. 在签订合同前，我们应该再次审阅合同。 22. We refer to the lett
44、ers exchanged in the last few weeks, and have the pleasure to confirm conducting this transaction with you. 参阅近几周的往来信件,我们乐于确认同你方交易。 23. We are pleased to confirm your trial order. 我们很高兴确认你方的试订单。 24. Although your price is lower than our level, we still accept your order to start the business with yo
45、u. 虽然你方出价低于我们的价格水平， 我们仍然接受你方订单，来开始我们之间的业务。,25. As a result of recent exchanges of telegraphs, we are glad to have closed/ finalized/ concluded this business/transaction with you. 经过近期的交流，我们很高兴同你方达成这笔交易。 26. We enclose/ attach our Purchase Contract No.4536 in duplicate. Please countersign and return
46、one copy to us for our file. 随函附寄4536号购买合同一式二份，请会签并寄回一份供我方备案。 27. Enclosed we are sending you Sales Contract No. 2354 in duplicate, one of which please sign and return to us by registered letter. 随函附寄2354号销售合同一式二份，请签字，并通过挂号信寄回我方。,Exercises: 1. Fill in the contract with the given information. 该合同签订的日
47、期为2009年9月29日签订地点为上海，合同中的买方为宏达进出口公司，该公司地址为沈阳市中山路28号，该合同涉及的货物为10公吨不分等级、未去壳的花生，每公吨价格为5，000元CIF大连，涉及总金额为50，000元人民币整，装运日期为2009年10月20日前后。,2. Match the English expressions and the Chinese meanings,Sentence writingCompose sentences with correct helping verbs like have (has), had, will have. 1. They _ finish
48、 the negotiation by the end of this week. 2. She _ already established business relationship with a British company. 3. Sue _ stopped doing homework by 8 oclock yesterday. 4. He _ sent the letter last Monday. 5. They _ ever been to Shanghai 3 times. 6. I _ been studying English for 8 years by 2014.,Unit 6 Answers: Writing Exercise 1,Writing exercise 2 I 2) F 3) E 4) G 5) B 6) A 7) D 8) C 9) J 10) H Sentence writing: 1. will have 2.has 3.had 4.had 5.have 6.will have,
