Giáo trình Tiếng Anh chuyên ngành thư ký văn phòng - English for secretaries: Phần 2

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Nội dung Text: Giáo trình Tiếng Anh chuyên ngành thư ký văn phòng - English for secretaries: Phần 2

Ị I N - H O U S E l i C O R R E S P O N D E N C E OBJECTIVES • Knowing well the form of Memo. mỉnutes, reports. • Talking about amount, figure, report or notice the events. Reading and writing the Memo, minutes, report • Getting preciseness and carefulness in work. CONTENTS - Topics: VVriting the Memo/minutes, reports. - Language: Form of Memo, minutes, reports. Repx)rting statements, form of graph & chan, expressions of quantity and amount. - Vocabulary : Abbreviations - Skills work: Talking about the facts, rewriting the things happened. Translating the Memo, minutes, reports into Vietnamese. Writing the memo, minutes, reports in the correct form. - FoIlow úp : Filling in the blank 164
l.SNAPSHOT [ME.ừ. L, nem. oi mtmormia lo be Itratmbtitd. gcnittCvc fl|MMM| 1: inỈDÍợtnuilTOCOÍXỈ;ĩ • vihlui rcflDỈndcf sỉ M IDMBMI witaco sóc oi AMuuicciooQr pwpoicd IBBHMMMÌ l a ; MI Mu—Ị địylnnMlicn——t —loi b:amu.trêf BỆ—wtađBB MÚM lót ÌMBỆMBBB qregtoắẾoo o:aoommuQicùcQ thu eeatthH ANCIIM, adviioy, ertataMkpaHttcQanbg, HTÌntnbr v*lgv HCTĨI, pmtat«H>rSìo«eSan>TVatte Arti Talk about these questions Ì. What is a memorandum? 2. What should be bom in mind when writing a memorandum? 3. What are important points in a memorandum? 4. What are the parts of a memorandum? The Memorandum or Mcmo is a written íbrm of communication distributed to people within an organization . This can be inter-departmental, inter-office or inter-company as a whole. - A memo is usually fairly short. ít should include enough so thát the correct iníormation is communicated, bút should nót include anything extra to this. - A memo should include the following iníormation: + Who is the memo to ? + Who is the memo from? + What is the subject of the memo? + What is the date? 165
• Rules for writing Memo: - Always keep your reader in mind and adapt your memo to his or ba particular needs. - Ten your reader the purpose of your memo át the outset - Let your reader know why he or she should be concernẹd with the issue in question this time. - Express your personal or department point of view, bút avoid slanting your assumptions, argument and presentation of opinions. 2. CONVERSATION Realizing a Memo ữ Listen and practice. A : Can you tell me the differences betvveen a letter and a memorandum? B : Certainly. A letter must be sém out of the company and must be mailed or posted. A memorandum is a communication within an organization. A : Should we use the layout we use for a letter when we write a memorandum? B : No, nót necessary. Usually we have a sét form vvhich is printed. We just nu in the printed forms and send Ít to the person or the offices concerned in the company. A : ít seems quite easy to write a memorandum. Could you show me a sample copy? B : Of course, let me find one for you. Memoranda a/ MEMORANDUM From: A. White Ref: AW / DES To: Manager, Despatch Dept. Dale: May 7, 2003 HARRISON BRQS. - THEIR ORDER NO. 472 Please examine these barrels, which have been returned to us with a complaint thát they are soiled át the edges because of tom outer urappings. ì await your comments. 166
b/ MEMORANDUM From: Manager, Dispatch Dept. Ref: DES / AW To: A.White Date: May 9,2003 HARRISON BROS. - COMPLAINT ì have investigated this complaint, and found thát the wrappings were, in fact, nót úp to our usual standard. We are replacing the order. Form of MEMO MEMO Date : To : (Persons/ Dép.) . From : (Person/ Co.) Subịect: (messages) (signed) MEMORANDUM To: Ref: From: Date:... Subject: (messages) 167
Practice AI Read the fol\owing memo and imagine both of you are divisional managers to whom the memo is addressed: Ì, What do you think the managing director's aims were in writing the memo? 2, What (if anything) are you expected to do as a result of reading ihe memo? MEMORANDUM From : The Managing Director To : Divisional Personnel Managers Subịect: Coffee - Making Facilities Date: 13 th July, 20... There have been a number of comments about the amount of coffee consumed in our company. ì do nót want to sound as though ì am against coffee-drinking : indeed our personnel consultants have emphasized how important coffee can be if you vvant an efficient and motivated office staff. Bút time-saving machines for making coffee do exist. We can expert a little opposition to the idea if we are nót careíul. You can never be sure how the office staff will react. They might well take Ít badly. In any case, we're thinking of putting in coffee machines. Please send me a report. BI Translate into Vietnamese: Memo from : Managing Director 27.11.20... To : Heãd of General Administration Department ì see from my diary thát the next Board meeting, 8 January, is the one where we examine the whole question of the provision of secretarial services throughout the fírm, and pinpoint weaknesses or waste of resources. ít is usual for you to collect and generally act as a clearing house for suggestions. My own observations which are relevant are as follow: 168
Ì, ì vvish we could replace the photocopier in use in the Buying Department - vvhen ì call for a copy of a document Ít is almost illegible. The machine should be replaced by a modern type of plain paper copier. 2. Morale seems to be very low in the typing pool. ì wonder whether the purchase of a new word processing system with fewer employees doing the same amount of vvork in a more interesting way would nót be an improvement. The labor turnover is high, which vvould nót be an relatively easy to implement a change-over. ì think ì should have your report in by 2 January to give me time to think over any points beíòre the meeting . ì will thereíore mark Ít in my diary as receivable ôn or before thát date. Cl Read this memo and complete Ít using the verbs in the box below Fìy take send meet go photK To: Ellen From : Michael Re : James's visit to the London office We (1) Jams ôn Monday, Ì August. He (2) to London from Edinburgh. ì don't know the exact time of his ílight. ì (3) him to check the ílight details. He hasn't received a copy of the report yet, so ì (4) him one this aíternoon. ì (5) to Frankfurt thát evening, so ì (6) James to the airport for his return ílight. 3. MINUTES (ỉ Listen and practice A : Hi, Mary. You have been a secretary for several years in this company. Could you tell me what a secretary should do for a meeting or a coníerence? 169
B : Well, an important part of the duties of a secretary. ì think. is to do well the preparation work for the meeting. A : Then what should a secretary do to prepare for a meeting? Can you ten me a bít more about Ít? B : Fừst of an, the agenda should be prepared before the meeting. Then you should ensure thát those entitled to be present are properly iníormed. A : ì see, and how about the documents or the information? B : AU the necessary documents and the iníormation relevant to the meeting should be available, preíerably printed and distributed before the meeting. A : And vvhat should a secretary do during the meeting? B : Of course she should take minutes. A : And after the meeting? B : After the meeting she should type the minutes úp, and keep proper records of the business transacted and the resolutions passed and also implement many of the decision reached át the meeting. A : Thank you very much. You are very helpíul. B : Nót át all. Talk about these questions By whom are the minutes ơften prepared? What should a secretary do to prepare a meeting or a conference? What are the minutes \vritten for? 4. READING What are there in the minutes? Within most organizations, meeting among members of departments or committees are a regular occurrence. Some meetings are held át íĩxed intervals (such as weekly or monthly) and others are called for special reasons. Minutes are vvritten record of everything thát transpires át a meeting. They are prepared for the company files, for the reference of those in attendance, and for the iníormation of absentees. Minutes are prepared by a secretary who takes thorough notes during the proceedings. In preparing the minutes, the secretary may include complete versions of statements and papers read át the meeting.(copies are provided by the member involved) 170
Writing minutes is a task thát calls for considerable ability in writing good, clear and concise English. The minutes begins with a heading thát states clearly the name of the body thát mét anđ when and where the meeting was held. This is followed by a list of those who attended the meeting and, where relevant, the offices they hold. Those entitled to attend bút who were unable to do so should also be listed separately. The overall record of the meeting in question should be allocated a reĩerence number. The minutes then record vvhat took place át the meeting, and thereíòre start with a record of the formal business át the beginning of the meeting, the approval and signing of the minutes of the previous meeting and discussion ôn any item in thèm thát calls for future comment. A formal record is then kept of all the decisions reached ôn each item listed in the agenda, and át the end of the meeting the secretary should record the time át which Ít closed. The minutes of any meeting should contain certain basic facts. - the name oi the organization - the place, date, and tìme of the meeting - \vhetherthe meeting is regular (monthly, special, etc.) - the name of the person presiding. - a record of attendance (for small meetings - a list of those present or absent, for large meetings - the number of members in attendance) - a reference to the minutes of the previous meeting (a statement thát they were read and either accepted or revised, or thát the reading was dispensed with) - an account of cãi reports, motions, or resolutỉons made (including all necessary details and the results of votes taken) - the date, time and place of the next meeting - the time of adịournment. Formal minutes vvould include, in addition to greater detail, the names of ai! those who make and second motions and resolutions, and the voting record or each person present. 171
Example : Minutes of the Meeting of the CAPITOL IMPROVEMENTS COMMITTEE The Foster Lash Company, Inc, October 8, 20.. Presiding : Patricia Stuart Present: Jay Townes Sheila Gluck Ellen Franklin Samuel Browne Lisa Woo Absent: Fred Hoffman Gina Marino The weekly meeting of the capitol Improvements Committee of the Foster Lash Company was called to order át 11 a.m in the coníerence room by Ms. Stuart. The minutes of the meeting of October-1 were read by Mr. Tovvnes and approved. The main discussion of the meeting concerned major equipment thát should be purchased by the end of the year. Among the proposals were these: Ms.Woo presented information regarding three varieties of office copying machines. Ôn the basic of her cost analysis and relative períbrmance statistics, Ít vvas decided, by majority vote, to recommend the purchase of a CBM X - 12 copier. Mr. Brovvne presented a request from the secretarial staff for new typewriters. Several secretaries have complained of major and frequent breakdoxvns of their old machines. Ms. Franklin and Mr. Brone are lo further investigate the need for nevv typewriters and prepare a cost comparison of new equipment versus repairs. 172
The committee vvill discuss the advisablity of purchasing a small in- house computer. The report will be presented by Sheila Gluck át the next meeting, to be held ôn Octorber 15. 2003. át 11 a.m in the conference room. The meeting adjourned át 11:45 a.m Respectíully submitted Ellen Franklin, Secretary 5. LANGUAGE STUDY VVays of reporting in the minutes Indirect speech Somebody + V (simple past) thát clause V-ing to infinitive Reporting statements said explained He pointed out thát plastic bottles are easy to use. told him Reporting suggestions suggested She recommended using glass bottles. Reporting commands She told him ị to get a quote from some suppliers. Practice AI Match what people said to how tí is reported ì. Why don't vve use colored glass? 2. Could you find out the prices for blue and green glass? 3. ì don't think that's a very good idea. You can't see what's in the bottles. 173
4. Would Ít be more expensive? 5. We could have different colors for different lines. 6. ì think we should use glass. a. She asked him to find out the prices for different colors. b. He recommended using glass. c. He \vondered if Ít would be more expensive. d. She suggested using colored glass. e. She said we could have different colors for different lines. f. He disagreed. Translate the following minute into Vietnamese. Minutes of meeting Present: James, Laura, Max, Nic, Olivia 1. Apologies for absence - AU, Mary 2. The minutes of the last meeting were agreed OH. 3. Packing of Bìack Musk bath oil - James recommended using plastic bottles because they are light, easy to pack and easy to transport. Furthermore, they do nót break. - Olivia suggested glass bottles would give the bath oil a more up- market image. - Max pointed out thát glass is easier to recycle than plastic, James \vondered if customers would actually bring bottles back for reíìlling . - Laura pointed out thát if we use glass we will need to find a new supplier as our present supplier only deals in plastics. She agreed to get quotes from different suppliers in time for the next meeting. 4. Any other business - none The next meeting vvill be ôn 15 March át 10.00. 6. WRITING As secretary to the Highridge Tenants Association, prepare minutes from the following note taken át the emergency meeting ôn May 4,2003. 1. Called to order 7:30 p.m .. lobby, by Ms. Gingold. 2. 102 members present, 13 absent. 3. Reading of minutes of last meeting dispensed with. 174
4. Officers' reports. Vice-President read through the "red herring" sent by landlord to tenants. Explained more difficult clauses. Explained lengthy court procedure before actual cooperative offering can be made. Treasure reported balance of $ 98.15. Observed need for minimum of $ 500 to retain and attorney to negotiate with landlord - Requested : member's with unpaid dues to see him after meeting. 5. Motions The president called for a committee to search for a lawyer to represent tenants. Motion made and caưied thát floor captains will constitute the committee headed by the President. Motion to meet again to vote ôn search committee's selection made and carried. 6. Adịourned 9:30 p.m 7. REPORTS Secretaries often summarize the things happened or the future plan to summit to the Manager And sometimes they write business reports át the end of month or year.... There are 5 types of business reports 1. A record report: merely states facts, describing the status of a company or of a division of a company át a particular point in time. 2. A progress report: also states facts, tracing developments thát have occuưed over a period of time. 3. A statistical: presents numerical data, usually in the form of charts, tables and graphs. 4. An investigative report: is based ôn a study or investigation of a particular situation or issue. Such a report presents the newly accumulated data, Ít may also analyze the data. 5. A recommendation report: is an investigative report taken one step íurther, providing speciíic recommendations based ôn the iníormation provided. Contents - First parơgraph: Present the main idea clearly and concisely. - Middle paragraphs: Develop the main point with supporting details and iníormation. 175
- Final paragraph: State your objective conclusion. lí called for, your own comments and recommendations may be included ai the end. Example: TO: Mr. Marvin Dawson FROM: Jim Coates DATE: February 7, 03 SUBJECT: Report ô n Secretarial Staff O v e r t i m e f o r January. As you requested, ì have computed the number of overtime hours vvorked by the secretaries of the verious departments and the cost of thát overtime to the company. Hourly Number Total Department Employee Total cost wage of times hours Executive Ann Rogers $7,50 6 15 $168.75 Wilma Toynbee $7,50 5 14 $157.50 Marketing Maribel Cruz 5.00 8 17 $127.50 Accounting Nicole Foire 5.00 8 18 $135.00 Personnel Judy Hecht 6.00 10 21 $189.00 TOTALS 37 85 $777.75 The cost of hiring a clerical assistant for 35 hours a week át $4.25 an hour would be $148.75 or $595.00 and 140 hours a month. This would save the company approximately $182.75 yet provide an additional clerical hours. 8. READING Alice Everett has prepared a draít of the end-of-year report tròm the Marketing department, and has asked Karen Williams to type Ít úp. Read through the extract below, and as you read, put a tick (V) in the True column if the iníormation in the table is correct, or in the False column if the information is incorrect. 176
END-OF-YEAR REPORT FOR THE PERIOD Ì APRIL 2003 to 30 March 2004. 1. Personnel in the Marketing department We have seen many personnel changes in the marketing Department during the past year. Most oi the changes have been caused by retirement, bút some of our key employees have moved to better-paid jobs. Also, in the typing pool many of our secretaries have been tempted to move to other companies and better salaries. ì recommend thát we hold a review of general pay and conditions in the Marketing Department to try to prevent this problem re-occurring. 2. Market research. The results of our questionaire have now been collected and a detailed analysis can be found in Appendix 1. In brief, none of the responses were negative and a lót of thèm gave very useful information. The exercise was therefore well worth while. A few of the replies even expressed a deíìnite interest in ordering large numbers of our products. 3. Annual coníerence. This year's conference was held in Bath, and all the delegates thought Ít was a great success. Much of the discussion íocused ôn trade with European countries and a little concerned trade with China. 4. Sales performance. AU of the company's products have had a successíul year. Perhaps more improtant.... True False a, The main cause of personnel changes is low pay b, Many secretaries have left for better-paid jobs c, Alice Everett does nót want to hold a pay review d, There have been several negative responses to the questionnaire e, Much useful iníòrmation was gained from the questionnaire g, None of the replies were interested in the product. 177
h, The conference went very well • i, Most of the discussion was about China _1 • k, Some of the company's products have been unsuccessful • 9. LANGUAGE STUDY Expressions of quantity and amount 0 20% 50% 75% 90% 100% any noun. none of some of a lót of most of all(o0 c.nouns: a few of many of Unc.nouns : a little of much of How can you understand the following sentences. - AU the delegates considered Ít a great success. - Most of the changes have been caused by retirement. - A lót gave very useíul iníormation. - Many of our secretaries have been tempted to move. - Much of the discussion íbcused ôn trade with European countries. - Some of our key employees have moved to better-paid jobs. - A few of the replies expressed deíinite interest. - A little of Ít concerned trade with China. - None of the responses were negative. Pair work Look át the íollovving duties of Personal Assistant and secretaries. Discuss how ntuch of your time is devoted to these actìvities, and how much of other colleagues in your company. Answering the phone Draíting letters Typing letters Taking dictation Receiving visitors Attending meetings Writing the minutes of meetings. 178
Handling the mail Instructing others Other activities. Here are some examples ì ansvver a lót of telephone calls. ì only answera few telephone calls, bút ì draft a lót o/letters. ì also draít a lót o/letters and also ansvver some of the telephone calls. FOLLOW ÚP 1. Translate the following report into Vietnamese: Report ôn coffee - making and breaks ít is very interesting thát the coffee making hãbits of our employees have been noticed by other people in the company. ít appears as if the time taken úp by the making of coffee could be put to more productive use. We have also known for several years thát there have been a number of problems connected with the motivation of our workforce bút the role played by coffee-drinking has so far nót been clarified. In one or ĩwo departments, staff seen to talk about nothing else bút coffee breaks: how long is Ít tin the break, whose tùm is Ít to make Ít? etc. The uníòrtunate development has been discussed with the heads of department in my division ôn several occasions. They believe the subject of automated coffee machines, one for each department for example, is nót very popular with a large number of staff. The staff think thát the company vvould be trying to make money out of thèm. So ì think management could be misunderstood. None the less, ì feel thát we should try and limit the coffee-breaks. We should try to prevent the staff from gathering round the coffee-making area and chatting for so long. ì wonder if you have heard or the experience of our American sister company. They have a central coffee-making facility for ai] the divisional offices. This is then brought to the staff át their desks. In this way of making vvorking time more effícient. 179
2. Write a memo for your class meeting Abbreviations - ABT(about) - ABV (above) - ACPT (accept) - ADDTN (addition) - ADRSEE (addressee) - AD (advertise) - ADV (advertisement) - AGN (again) - AGR (agree) - AMT (amount) - ANS (answer) - APPROX (approximate) - ARVL (arrival) - BTR (better) - UK (United Kingdom) - BYR (buyer) - FIG (figure) - FOC (free of charge) - QLTY (quality) - QNTY / QT (quantity) - QTN QUTN (quotation) - RCPT(receipt) New words Nouns: - absentee: người vắng mặt - adịournment: ngừng họp - minute: biên bản, giác thư - agenda: chương trình nghị sự - resolution: nghị quyết -task: công việc - approval: chấp thuận 180
Verbs: - accumulate: tích lũy, gom góp - investigate : điều tra - flow: chày, theo dòng - pinpoint: xác định - allocate: phân phối - implement: thực hiện - entitle : được quyển Adiectives: - authoritative : có vẻ quan cách - tedious : mệt mỏi - anonymous: nặc danh - impersonal: vô nhân xưng - cumulative : tăng tiến - relevant to .... liên quan tới - cai! for: đòi hỏi
E N V E L O P E S A N D LETTER P A R T S OBJECTIVES • Knowing vvell the letter form and letter parts, addressing envelopes. • Talking about the order of the letter parts, nay of opening and closing a letter. Layouting a letter in three styles, and addressing envelopes. CONTENTS - Topics: Addressing envelopes, letter parts, letter laỵouts. - Language: Letter form, envelopes, letter layouts. - Vocabulary: Countries and Capitals, Salutation and ending. - Skills work: Understanding information in envelopes Talking about the styles of letter layout, order of letter parts. Addressing envelopes and laying out the letters correctly - Follow úp: Correcting the mistakes 1. ADDRESSING AN ENVELOPE ỉ, 182
- Have you ever exchanged iníormation by writing letters? - Is Ít important to address an envelope correctly? Why? Why nót? - Tell me the way to address an envelope in your country? - Where is the stamp often stuck ôn the envelope? 2. CONVERSATION How to address an envelope A : Just read this receiver's address, Mary. B : (Reads the address ôn the envelope) That's right. First you should write the receiver's name in full with Mĩ. .Mrs.. Miss or Ms. "David" is the given name and "Smith" is the surname or family name. A : Yes, bút we write our Chinese name in a different way. Mv name is Li Minhua. L i is my surname and Minhua is my given . People can me Miss Li or Minhua. 183