Part Ⅰ Spoken English for Secretary
Chapter One Reception
Section 1 At the Office
Situational Conversations
Conversation A
Background:The client Mr.Green pays a visit to Beijing Far East Import & Export Company.He wants to discuss the details about the sales of his new equipment with the general manager Mr.Wang.As he didn't make a previous appointment，he failed to meet the manager himself.He is received by the secretary Lucy Zhang，who offers him help.
(A:Lucy Zhang B:Mr.Green)
A:Good afternoon，sir.Can I help you?
B：Yes.I'd like to meet your general manager.Here's my card.
A：Thank you，Mr.Green.I'm afraid our general manager Mr.Wang didn't know you're here.
B：You're right.We didn't make an appointment.Is it possible for him to see me now?
A：I'm sorry，Mr.Green.Mr.Wang is out now，and he won't be back until 3:30 pm.
B：That's too bad.
A：Can the assistant manager meet you instead?
B：I'm afraid not.I've discussed the details about the sales of our new equipment with Mr.Wang on the telephone.I doubt if the assistant manager would know about it.
A：How about making another appointment?
B：That's a good idea.I'll be here the day after tomorrow，9:30 am.Is that all right?
A：Let me check and see.Yes，Mr.Wang is available in the whole morning.I'll call you to confirm as soon as he is back.
B：Thank you.
A：You're welcome.
Conversation B
Background:Kathy Li，secretary of Shanghai A & B Company，receives the client Mr.Brown，who wants to see the general manager Mr.Yang，but Mr.Yang is not available until half an hour later.
(A：Kathy Li B：Mr.Brown)
A：Good morning，sir.Welcome to Shanghai A & B Company.What can I do for you?
B：I'd love to see your general manager，Mr.Yang.
A：May I have your name please，sir?
B：Mike Brown with British Tri-Star Company.
A：Well，Mr.Brown.Mr.Yang is engaged at the moment.Please wait for a minute.I'll tell him you're here.
B：Thank you.
A：With pleasure.
(After a while.)
A：I'm sorry，Mr.Brown.Mr.Yang will be here with you in half an hour.Would you mind waiting?
B：It doesn't matter.I'm waiting here.
A：Well，Mr.Brown,what would you like to drink，tea or coffee?
B：Green tea，please.
A：Good.Just a moment.
Conversation C
Background:The client Mr.Smith made an appointment with the sales manager of Guangzhou Grand Company.The secretary Jessica Liu receives him and offers him help.
(A：Jessica Liu B：Mr.Smith)
A：Welcome，sir.Is there anything I can do for you?
B：Yes.I have an appointment with your sales manager Mr.Wu at 10:00 am.
A：You're supposed to be Mr.Smith of Toronto Import and Export Corporation?
B：Yes，I am.
A：Nice to meet you，Mr.Smith.The sales manager Mr.Wu is expecting you at his office.This way，please.
B：Thank you.
A：It's my pleasure.
Key Patterns
1.Good morning，sir/madam! What can I do for you?
早上好，先生/女士！我能为您做什么？
2.Is Mr.Zhang，the general manager，available now?
请问总经理张先生现在有空吗？
3.I have an appointment with Mr.Zhang at 9:30 am.
我和张先生约好在上午9:30见面。
4．May I have your name，please?
请问您贵姓？
5.Welcome to our company.We have been expecting you.Please seat yourself.I'll call Manager Wang.
欢迎光临我们公司，我们一直期待您的来访。请先稍坐一会儿，我告诉王经理。
6.When is it convenient for him to see me?
他什么时候有空和我见面呢？
7.I'm afraid Mr.Zhang is not available now.He is in conference now.
恐怕张先生现在没空，他正在开会。
8.Mr.Zhang is waiting for you at his office.I'll tell him that you're here.
张先生正在办公室等您，我这就告诉他您来了。
9.Please follow me，and I'll take you to his office.
请跟我来，我带您去他的办公室。
10.Please leave your card here，and I'll contact you later.Is that OK?
请赐名片，过段时间我再与您联系。这样可以吗？
Exercises
Ⅰ.Translate the following sentences into English,and make an oral practice.
1.请问您需要帮忙吗？
2.请赐名片。
3.请坐。稍等一会儿好吗？
4.我这就告诉布朗先生您来了。
5.很抱歉让您久等了。
6.布朗先生马上下来接您。
7.请您去他的办公室好吗？电梯在这边。
8.经理不在，改天行吗？
9.我先记下时间，再让经理来给您确认吧。
10.请在来客簿上签名好吗？
Ⅱ.Make up conversations according to the situation given.
Situation：The secretary Lucy Zhang is familiar with the client Mr.Bush，who pays a visit to her company.Lucy greets Mr.Bush and offers him drink.
Ⅲ.Mini Presentation.
Directions: You are asked to give a short talk about three minutes on a business topic with one-minute preparation.
What is important when welcoming a client to your company?
·Introduce yourself and shake hands.
·Offer drink.
·Make small talk. ……