浙江广播电视大学

浙江广播电视大学开放教育英语专业专科（教育和商务方向）《文秘英语》课程教学辅导4-2-2Part 2 Reading B Receiving VisitorsThere are four parts in receiving visitors: Before the reception, When a visitor arrives, After the reception.Receiving Visitors:In most organizations visitors will spend some time in the reception area before being met by the executive. It is very important that you receive people properly, make them feel comfortable and deal with them professionally.Before the Reception:You should be aware of all the appointments and whereabouts of the executives. This way you can receive and talk to the visitors without hesitancy.When a Visitor arrives: 1) Make sure every visitor feels welcome and is greeted at once on entering the reception area. Be friendly and welcoming. If you know his name, greet him by name.2) Find out if he had an appointment and whom he is here to see. *As for the appointed visit, notify the person concerned. *As for the visit with no appointment, first you must ask whom he has come to see and what the purpose of the visit is. Then tell him whether he can meet the person he wants to see or not. 3) If the person who is being visited is not available at the moment, find out if there is anything you can do to help: * You should explain tactfully the reason for a delay and apologize for it, then ask the visitor to wait if he/she can wait, offer them something to drink and read. *You may ask if someone else can deal with the matter, but make sure you do not just send the visitor directly without contacting the person whom you are sending him to. * You may make suggestions and arrange a future appointment. 4) If you accompany the visitor to the executive’s office, you may announce the visitor’s name, title and the company he represents and then introduce the executive to the visitor. 5) When the visitor leaves, you always walk him to the front door, thank him for coming and say goodbye.After the Reception: You should fill in the Receptionist’s Register after the reception in order to check that the information is complete.For example:Register of Visitors to South-East Trading CompanySenior Representative 高级代表Production Assistant 产品助理Human Resource Manager 人力资源部经理Foster Management Consulting Service 福斯特管理咨询服务处Uhlmann Manufacturing 阿尔曼制造厂District Sales Manager区域销售经理Costumes Inc. 服装公司Epstain Shoes 易普斯鞋业product Marketing associate产品营销助理tactfully 巧妙地，机智地，得体地brochure 小册子hesitancy 迟疑，踌躇announce 通知，通告whereabouts 行踪costume 服装aware 明白，了解Part 2Simulated Writing Letters of Invitation英文邀请函通常包括以下内容：简要介绍邀请的目的、活动内容、活动地点及具体时间，有时需注明着装要求，或要求对方恢复能否光临。

邀请函通常分为两种：正式和非正式。

一般正式的邀请函有固定的格式。

例：NOTES：邀请函是用来向对方发出的一种礼节性信函。

在商务活动中，当公司成立、周年庆典、举行产品发布会、招待会或展览会是，一般都需要秘书起草并发到相关单位及个人。

发函时，应注意给对方留出足够的时间，供对方考虑并做出安排。

Sample1Notes: request the pleasure of the company of –敬请---光临。

R.S.V.P. 敬请回复Formal 正式着装（礼服）Sample 2Annual a 每年的，一年一次的Enclose v 装入，附上Accommodation n. 膳宿Appreciate v. 感激Convenience n. 便利，方便Enclosure n. 随信附件On behalf of 代表At one’s convenience 在某人方便的时候Conference Organizer 会务组Sample 3Merchandising n 商品销售,销售规划The sentences you should remember that are often used in writing a letter of invitation.1) Mr. David White requests the pleasure of the company of Mr. Taylor at dinner at 7:30 p.m. on Monday, July 12th at the Kingwill Hotel.2) Our new factory will commence(begin) production on August 20 and we would like to invite you and your wife to be present at a celebration to mark the occasion.3) we would like to invite you to a presentation of new products. The presentation will take place at the Business Exhibition Center68 Riverside Avenue, at 2:00 p.m. on Tuesday, March 4.4) We would be glad if you could come to the party.5) We hope you will join us for the opening ceremony of our company.6) As requested, he will be at the Holiday Inn at 5:40 p.m. he will be looking forward to seeing you then.7) Unfortunately, he will be in shanghai on that day, attending a company conference.8) Thank you for your invitation. We hope the presentation will be a great success.Commence vt (flm)begin sth, start 开始，着手Eg: Shell we commence (the Ceremony)? 开始（仪式）好吗？Practice 3Make sentences related to the topic of invitation by joining the following groups of words. Add the necessary capitalization and punctuation.1- Join us, that you will, for this opportunity, we trust, be able to2- at 8: 30 p.m., seeing you, at the Holiday Inn, we look forward to, August 28, on Wednesday3- the founding of Digital Corporation, to celebrate the 2nd anniversary of, we are planning, at this Garden Hotel, on Feb. 15th.4- a great pleasure, at the Holiday Inn; it would be, on Match 23, to join you, at the reception party 5- Modern Office Limited, to our annual sales conference, at the Chongqing Conference center,invite you, 2004, on behalf of, which will be held, it is my great pleasure, on October 25-296- if you would confirm, we would appreciate it, at your earliest convenience, your participationans: to practice 31. We trust that you will be able to join us for this opportunity.2. We are looking forward to seeing you at the Holiday Inn, at 8:30 p.m. on Wednesday August 28.3. We are planning to celebrate the 2nd anniversary of the founding of Digital Corporation on Feb. 15th at the Garden Hotel.4. It would be a great pleasure to join you at the reception party at the holiday Inn on Match 23.5. On behalf of Modern Office Limited, it is my great pleasure to invite you to our annual sales conference, which will be held on October 25-29, 2002 at the Chongqing Conference Center.6. We would appreciate it if you would confirm your participation at your earliest convenience.Practice 4Translate into Chinese1. We are planning a presentation of our latest products for our domestic and overseas customers at the Exhibition Building from October through 15.2. We have the honor to invite you to our celebration of the Chinese New Year on February 5(Thursday) to be held from 9:30 to 5:00 at the Hotspring Hotel.3. On behalf of Mr. John Smith, it is my great pleasure to invite you to our annual sales conference.4. Enclosed are the schedule for the conference and accommodation arrangements.5. We would appreciate it if you would confirm your participation at your earliest convenience.6. Thanks for your invitation. We hope the reception party will be a great success.7. It will be a good opportunity to go over the details about the new project and at the same time have an enjoyable time together.8. We are looking forward to seeing you.9. Unfortunately, Mr. Perry will be in Hong Kong on that day attending a company conference.Ans: to Practice 41. 我们正为国内外客户筹备我们的最新产品展览会，时间：10月5日至15日，地点：展览大厦。