Unit 8 Receiving Visitors
P98 Task 2-1
A receptionist in a small firm may have to use a computer, operate a switchboard, and perform other clerical duties, in addition to receiving visitors. In a large firm a receptionist can concentrate on welcoming and looking after visitors.
A visitor to a large firm should make an appointment, because executives are often very busy and do not have much time for visitors. Executives and secretaries should notify the receptionist in advance about important appointments, and about the movements of executives, especially when they are out of the building on business. Executives often ask receptionists to make travel arrangements for them, such as booking hotel rooms and airline tickets.
There is a certain procedure for receiving visitors. A receptionist should find out if the visitor has an appointment or not. If the visitor is an important client, the executive or his secretary will come down to the reception area to greet the visitor. Sometimes the receptionist or another secretary escorts, or accompanies, the visitor to the executive’s office. Using the visitor’s name when he arrives is a friendly gesture and gives the visitor a good impression of the firm. The receptionist announces the visitor’s name, title and position, and introduces the executive to him.
When a visitor’s request for a meeting cannot be satisfied, the receptionist should apologize and make some suggestions for an alternative time. If a meeting is impossible, the receptionist should express regret and explain why, with tact, so that the visitor’s feelings are not hurt.
A receptionist should keep a register which includes dates, times, names and the firm the visitor works for. A receptionist can then refer to this if there is a request for information.
P101 Video 1
(R for receptionist; S for secretary; V for visitor)
R: Good morning. May I help you?
V: Yes, I’d like to see Mr. Hansen, the president.
R: Do you have an appointment, sir?
V: Yes. I have an appointment with him at 10:30.
R: Can I have your name, please?
V: Brawn Dantini from Wilson Electronics.
R: Thank you, Mr. Dantini. Would you please take a seat? I’ll tell Mr. Hansen’s secretary that you’re here.
R: Mary, this is reception. Mr. Dantini is here for his appointment.
S: I’m sorry, but Mr. Hansen is on a long-distance call. Would you ask Mr. Dantini to wait for a few minutes?
R: All right. I’m sorry, Mr. Dantini, our president is occupied just now. Would you please wait for a few minutes?
V: Yes, of course.
R: Would you like something to drink? Do you prefer coffee or tea?
V: Thank you. Coffee, please.
R: Would you like sugar and cream with your coffee?
V: No, thank you. Just black.
R: Here you are, Mr. Dantini. And there are some magazines if you’d like to read them.
V: Oh, good. Thank you very much.
S: Mr. Hansen is available now. Please send Mr. Dantini up.
R: OK. Mr. Dantini, our president is available now. I’ll take you to his office and bring you some more coffee.
V: Thank you very much.
- Language Focus B
P105 Task 1
(P for Paula; G for Mr. Green)
P: Excuse me, sir, but are you Mr. Green from Sydney?
G: Oh, yes. My name is Brain Green. I’m the Purchasing Manager of the Sydney Garment Ltd. Corporation. And you are …?
P: My name is Paula.
G: How do you do, Paula?
P: How do you do? I work at the Guangzhou Textiles Company. I’m secretary to the General Manager, Mr. Liu. I’m here to meet you on his behalf.
G: Thank you very much for coming to meet me.
P: My pleasure. Fine weather, isn’t it?
G: Yes, it’s lovely. Real November weather, sharp and bright.
P: Now let’s go and collect your luggage first. And after that I’ll accompany you to the Garden Hotel.
G: OK, I’m in your hands. Let’s go.
P106. Video 2
(J for Ms. Jones; L for Lin Hua; W for Miss.Wang)
L: Ms. Jones?
J: Yes, I’m Miranda Jones from Flora Garment Trading.
L: My name is Lin Hua. I’m the Sales Manager for Baiyun Sweaters. How do you do, Ms. Jones?
J: How do you do? It’s very nice of you to come to meet me.
L: You’re welcome. And may I introduce my secretary, Miss Wang?
J: Sure. It’s a pleasure to meet you, Miss Wang.
W: The pleasure is mine. The flowers are for you, Ms. Jones.
J: Oh, thank you. They’re beautiful! You’re very kind.
L: How was your flight, Ms. Jones?
J: Very nice. The service on board was superb. And I managed a few hours’ sleep, so I feel fine now.
L: I’m glad to hear that. Oh, let me help you with your luggage.
J: Thank you.
L: Is this your first visit to China?
J: No. But it’s my first visit to Guangzhou. I hope it won’t be my last.
L: I hope you will have a pleasant stay here.
J: I’m sure I will.
L: Our car is our in the parking lot. Shall we drive to your hotel now?
J: Yes, thank you. Let’s go.
W: This way, please. Here we are, Ms. Jones. This is the White Swan Hotel. We’ve reserved a room for you on the 6th floor with a balcony overlooking the park.
J: Thank you very much. It’s very considerate of you.
W: Well, that’s the least we could do.
L: This is your room, Ms. Jones. Is it OK?
J: Oh, yes it’s lovely, very cozy and well-decorated! It’s really very thoughtful of you to have arranged if for me.
L: Not at all.
W: You must be very tired after your long trip. Is there anything else we can do for you?
J: No, thanks. Not at the moment.
L: Then we’ll be leaving now so that you can settle in. After all, we’ll have enough time for business during the next 3days.
J: Thank you.
L: You’re welcome. We’ll contact you tomorrow morning.
J: See you then.
L,W: See you!