(TaskSix)BusinessTravelArrangement商旅考察安排

1、Task six Business Travel Arrangement 1.1 GoalsKnowledge GoalsKnow about foreign customs.Master the methods of dealing with the procedures of going abroad.Be familiar with the methods and principles of making a business travel plan and itinerary.Learn about the contents and procedures of expense clai

2、m.Know about the knowledge of airline ticket, visa and entry card/ exit card.Learn to write letters of appointment, invitation and certification.Ability GoalsBe able to do the procedures of going abroad.Be capable of making business travel plan.Have the ability to make a business travel itinerary.Be

3、 able to fill in the application form of expenses.Enable to submit an expense account.Have the ability of writing letters of appointment, invitation and certification.1.2 CaseThe manager in Ming Hui Clothing Limited Company arranged for an appointment with the manager of Uniqlo Company to discuss so

4、me cooperation project at 2:30 one afternoon. Mary, secretary in Ming Hui Clothing Limited Company reserved an airline ticket to Osaka in Japan the night before, but the manager believed that he was busy with other arrangements and he was afraid he couldnt reach Osaka at that time. Therefore, Mary c

5、ancelled the ticket and booked another flight ticket at 8:00 on the morning of that day, but the manager didnt catch the plane because he worked too late at night. The manager in Uniqlo Company was not pleased owing to his lateness, considering Ming Hui Clothing Limited Company lack of cooperation s

6、incerity. In the end, Clothing Limited Company lost the cooperation opportunity. 1.3 Picture Lead-in1.4 Topic Reading1.Handling the Procedure of Going Abroad If there is an overseas visit, the secretary should first make clear the place and procedures for applying for passport and visa and handle th

7、e relevant procedures a month in advance or so because people going abroad will go to the consulate for an interview.1) Writing the application of going abroad2）Applying for passport3）Conducting visas4）Dealing with International Certificate of Vaccination5）Filling in exit card6）Covering insuranceExe

8、rcises:Do you know how to handle the procedure of going abroad?Notes 1. overseas visit 出国考察2. handling the procedure of going abroad 办理出国手续3. make clear the place and procedures for applying for passport and visa 弄清楚办理出国考察的护照和签证的地点和手续4. handle the relevant procedures a month in advance or so 提前一个月左右

9、去办理相关手续5. in advance 预先，提前6. writing the application of going abroad撰写出国申请7. applying for passport 办理护照，申请护照8. conducting visas 办理签证9. dealing with International Certificate of Vaccination 办理黄皮书 International Certificate of Vaccination 国际预防接种证书10. deal with处理；涉及；做生意；对付11. filling in exit card 填写出境卡

10、exit card 出境卡12. covering insurance 办理保险New words and expressions2. Post Office and BankPost OfficeAmerican mailing ways abroad from AmericaThe usual American mailing ways of communication are ordinary mail/surface mail, airmail, mail by sea, registered mail, certified mail, return receipt and expre

11、ss mail and so on. Most people choose the combination of them, such as registered airmail, registered airmail with certified mail and return receipt. American Zip Code is five digits and the color of post box is blue. Two kinds of stamp: one is stamp of ordinary/ surface mail (or domestic stamp) and

12、 the other is stamp of airmail. American fastest and most expensive mail is first class one. American postcards, personal letters, checks and bills of exchange fall into this category and enjoy the secret privilege.British post modes abroad from BritainBritish post modes are four kinds:First class m

13、ail: Its standard weight is within 60 grams; postage 26 pence in Britain, but international mail 30-60 pence and it can be received in 2 days.Second class mail: Its standard weight is within 60 grams; postage 19 pence and it can be received in 2 or 3 days. Recorded delivery: Its fit for important do

14、cuments and its sender can inquire about the date of arrival.Registered mail: Its also fit for important documents. If the post office loses it, you can claim. British post modes abroad from BritainBritish post modes are four kinds:First class mail: Its standard weight is within 60 grams; postage 26

15、 pence in Britain, but international mail 30-60 pence and it can be received in 2 days.Second class mail: Its standard weight is within 60 grams; postage 19 pence and it can be received in 2 or 3 days. Recorded delivery: Its fit for important documents and its sender can inquire about the date of ar

16、rival.Registered mail: Its also fit for important documents. If the post office loses it, you can claim. Posting mail abroad to or outside EuropeSend letters and postcards to Europe usu. by airmail, with a weight limit of 2 kg, and a delivery time of 3 days.Send letters outside Europe by airmail wit

17、h delivery time 4-8 days; by surface mail with a delivery time of 4-12 weeks.Send small packets including commercial samples, gifts or goods to Europe with a weight limit of 2 kg; by airmail with a delivery time of 3 days; by surface mail with 2 weeks.Send small packets including commercial samples,

18、 gifts or goods outside Europe by airmail with a delivery time of 4-8 days; by surface mail with 4-12 weeks.Send mail quicklyIf you want to send mail quickly, you can choose the following items:SwiftairIts a swift service. You can get compensation of up to 26, an extra charge for this service if you

19、r mail is lost or damaged.Certificate of postingIts free and you can ask for one when you post your mail at the post office.International recorded deliveryIf you want your letters or packets which are not very valuable safe, sign on delivery and you will get compensation of up to 28, an extra charge

20、 for this service if your mail is lost or damaged.International registered postIf you send something valuable, you can get compensation of up to 2,200 if your mail is lost or damaged.Bank An American mode of payment is usually personal checks. In America, there are many convenient service items for

21、customers, such as ATM (= Automatic Teller Machine) and mobile bank services.American bank is divided into four kinds: checking, saving, CD and MMA. American modes of operation are ordinary bank and Internet bank. Foreigners need to bring their passports or drivers licenses to prove their identity i

22、f they want to open a bank account in the United States.Exercises:1. Can you say something about American mailing ways?2. What about British post modes?3. Please introduce posting mail abroad to or outside Europe.4. If I want to send my parcel quickly, can you tell me how I can do it?Notes 1. mailin

23、g ways of communication 通信邮寄方式2. ordinary mail/surface mail 平信3. airmail 航邮4. mail by sea 海邮5. registered mail 挂号信6. certified mail 保价7. return receipt 回执8. express mail 快邮9. registered airmail 航空挂号10. registered airmail with certified mail and return receipt航空挂号保价并回执11. zip code 邮编12. post box 邮政信箱

24、13. stamp of ordinary/ surface mail 或 domestic stamp 平信邮票14. stamp of airmail 航空邮票15. post mode 邮寄方式16. first class mail 第一类邮件或一等邮件17. bills of exchange 汇票18. American postcards, personal letters, checks and bills of exchange fall into this category. 美国的明信片，私人信件，支票和汇票都属于这一类。19. enjoy the secret priv

25、ilege 享有保密权20. second class mail 二等邮件21. recorded delivery n. 挂号邮寄22. inquire about 查问, 打听, 了解23. commercial sample 商品试样24. up to 一直到, 等于25. certificate of posting 投寄证明书26. international recorded delivery 国际挂号邮寄27. sign on delivery签署交付28. international registered post国际挂号邮递New words and expressions3

26、. Making a Detailed Travel ItineraryToday is Marys fifth day in the office. Her boss plans to go to Thailand for business and he asks her to prepare a detailed itinerary. Mary knows that traveling is very important in modern life, especially in business. In most cases, travel arrangements are made b

27、y her.After having consulted her boss about the travel, Mary made a plan for the travel. She got some information from the Internet or travel agencies about a hotel in Thailand, the location of which is near an airport. She booked a single room and a conference room. Modern facilities of the hotel a

28、re available, including fitness center, shower and modern socket and so on. Then she collected some business documents concerning both her boss and business, e.g. passport, visa, vaccination certificate and the companys brochure etc. She also prepared some office stationery for business meetings and

29、 reports and confirmed the booking of the hotel, the round-trip tickets, Travelers Check and some foreign currency. Finally, she reminded her boss of the information on the tickets, departure time, airport and platform and so on. Travel Itinerary4. Credit Card, Expense Reimbursement, Airline Ticket,

30、 Visa and Entry Card/ Exit CardCredit cardMr. Smith went to London for business. To his surprise, the skyscrapers were very high, the noise was terrible and everything was too expensive. He just brought his credit card and some money with him. Soon he spent all his money. He came to ATM, put his cre

31、dit card into the machine and wanted to withdraw some money, but he forgot his PIN number of it. He tried for three times, but the numbers were wrong, so the machine “ate” his card. He was very angry.He went into the bank to ask the staff for help. Later the manager asked him for some identification

32、. At that moment, he noticed that he had left his suitcase beside the machine. He quickly went back for it, but it wasnt there. To make matters worse, he had left his hotel room key, telephone directory, airline ticket and passport inside the suitcase. What he could do was to go to the police statio

33、n for report of loss, and he had to wait for the problem to be solved for a long time.Exercises:Please arrange the following main events in a correct order.1. He put his credit card into the machine, but he couldnt remember his ID card number.2. The manager wanted to verify his identity.3. So he had

34、 to report to the police station and waited for the problem settled. 4. Unfortunately, his card was “eaten” by the machine.5. Mr. Smith arrived in London.6. He even left his hotel room key, telephone directory, airline ticket and passport in the suitcase.7. He looked for his suitcase for his ID card

35、, but he found that it was lost.8. The skyscrapers, noise and expensive things made him very amazed.9. He asked the bank staff for help.10. All his money was spent and wanted to withdraw some from ATM.Notes 1. travel itinerary 旅行日程安排2. at ones option 随意3. 1st canteen at Xiangfeng Hotel 翔丰酒店第一餐厅4. 3r

36、d meeting room on the 4th floor at Xiangfeng Hotel 翔丰酒店四层第三会议室5. discussion in groups 分组讨论6. meeting opening ceremony会议开幕式7. dark tie 深色领带8. free time, swimming, tennis, bowling etc. 自由活动、游泳、网球、保龄球等9. multi-functional hall on the 5th floor at Xiangfeng Hotel 翔丰酒店五层多功能厅10. wine red tie酒红色领带11. dancin

37、g party舞会12. as above同上13. modes of payment 付款方式14. personal check 私人支票15. ATM abbr. (= Automatic Teller Machine) 自动取款 (出纳) 机16. mobile bank service 流动银行服务17. be divided into 被分成18. American bank is divided into four kinds: checking, saving, CD and MMA account. 美国银行分四种。checking 相当于现金账户saving 相当于活期账户

38、CD 是定期MMA =Money Market Account金钱市场账户19. modes of operation 经营方式20. ordinary bank 普通银行 21. internet bank 网上银行 22. drivers license 驾驶执照23. open a bank account 开立户头24. credit card信用卡, 签帐卡25. PIN number = personal identification number 个人身份证号码26. to make matters worse 使事情更糟的是27. telephone directory 电话号

39、簿28. he asks her to prepare a detailed itinerary.他让她编写一份详细的旅行计划29. After having consulted her boss about travel (玛丽) 和老板磋商后，30. the location of which is near an airport.（宾馆的）位置靠近机场which 引导的是非定性定语从句，在句中修饰先行词hotel.31. a single room n.单人房32. modern facilities of the hotel are available, including fitne

40、ss center, shower and modern socket and so on. 旅馆具有现代化的设施，包括健身中心，淋浴和现代电源插座等等33. e.g., adv. 举例来说34. round-trip ticket 往返票, 双程票35. travelers Check n.旅行支票36. foreign currency n.外币New words and expressionsExpense ReimbursementThe procedure of business expense reimbursement:Applying obtaining the agreeme

41、nt by the authorizer receiving a loan or paying by oneself paying the cost and obtaining the invoice applying for reimbursement by ticketApplication Form of Business TripTravel Expense Form of ReimbursementDepartment： Year Month Day Attachment number:Finance manager: Recheck: Employee:Notes 1. expen

42、se reimbursement 费用报销2. the procedure of business expense reimbursement: 商务费用报销流程3. obtaining the agreement by the authorizer取得授权人同意4. receiving a loan or paying by oneself领取借款或自己垫付5. paying the cost and obtaining the invoice发生费用，取得发票6. applying for reimbursement by ticket凭票报销7. Application Form of

43、Business Trip 出差申请单8. applied date 申请日期9. applied by 由申请，申请者10. business trip place and business unit出差地和业务单位11. time of business trip 出差时间12. travel expense 交通费13. lodging fee 住宿费14. expense budget 费用预算，支出预算15. business entertainment业务招待费16. final estimate总预算额17. department director部门主管18. travel e

44、xpense form of reimbursement 差旅费报销单19. attachment number 附件数20. approved by department director 21. approved by department director部门主管审批22. approved by department manager部门经理审批23. approved by general manager总经理审批24. starting and ending time 起止时间25. start-stop place 起止地点26. air fare 机票费27. urban tra

45、vel expense 市内交通费28. lodging fee住宿费29. total expense 总计，总费用，总花费30. finance manager财务经理；财政经理31. people for the payment 报销人New words and expressionsAirline Ticket, Visa and Entry Card/ Exit CardMary sets out to make preparations for Mr. Smith, her boss to Thailand, including airline ticket, visa and e

46、ntry card/ exit card and so on. Exercises:Discuss with your partner and know something about airline ticket, visa and entry card/ exit card. In a real life, learn to look and use them.Notes 1. remind somebody to do something 提醒某人做某事2. airline ticket 机票3. Carrier 承运人；承运公司4. name of passenger 旅客姓名5. g

47、ood for passage between旅行经停地点6. flight No. 航班号7. from 起点城市; to 前往城市8. date 起飞日期9. time 起飞时间10. status 地位，状况，此指订座情况11. gate 大门，出入口，此指登机口12. ticket confirm 验票门；机票确认13. class (fare basis) 票价级别，此指座舱等级14. Plane No. 机号15. Seat No. 机座号.16. smoking seat 吸烟坐位17. non-smoking seat 非吸烟席18. Passport No. 护照号码19.

48、Control No. 编号20. Issue At 签发地21. Issue Date (或On) / date issue 签发日期 22. expiry date/before 失效日期（或必须在日之前入境）23. for stays of 停留期为24. visa type (class) 签证种类25. entry card/ exit card 入/ 出境卡26. country of origin (country where you live) 原住地27. destination country 前往目的地国28. city where you boarded 登机城市29.

49、 city where visa was issued 签证签发地30. address while in 前往国家的住址31. number and street 街道及门牌号32. City and State 城市及国家33. date of birth (birth date) 出生日期34. accompanying number 偕行人数35. professionals & technical 专业技术人员36. legislators & administrators 行政管理人员37. commerce (Business People) 商业人员38. of

50、ficial use only 官方填写New words and expressions5. Business DocumentsA competent secretary should know the knowledge of business and business process, including business documents.1) Store RequisitionA store requisition signed by the head of the department and handed out to the storekeeper to order goo

51、ds is offered by the person in charge of asking for goods from stock in the department. Store RequisitionSample oneCommitted Time： Date: 2) Purchase Requisition A purchase requisition signed by the head of the department and handed out to the storekeeper and the buyer to order goods is offered by a

52、person in charge of asking goods to be bought in the department.Purchase Requisition Sample twoDate: Application Department：Responsible Person：3) Price ListA price list is offered by the Sales Department to customers with a short list of current prices of goods for sale. Price ListSample three4) Quo

53、tationThe Sales Department offers the quotation which is a list of individual prices for purchase and handed out to the customer with details of goods or services for sale and the condition for sale. QuotationSample four5) Order SheetThe buyer offers an order sheet to the seller who is asked to prov

54、ide goods. Usually it is given to the supplier, the buyer, the Stores Department and the Accounting Department.Order SheetSample five6) Advice NoteAn advice note is offered by the Dispatch Department in order to tell the customer that the order has been sent or to be ready for transaction.Advice Not

55、eSample six7) Delivery NoteThe Dispatch Department offers a delivery note given to the captain or the buyer and the customer acting as a notice of goods delivered for the customer and a receipt of goods delivered for the supplier.Delivery NoteSample seven8) Goods Received NoteSample eightNote No.:_

56、Date: _ Customs No. :_Vessel Name:_ Voyage Number:_Destination:_Shipper:_Consignee:_Notify:_9) Credit NoteThe Sales Department offers and hands out a credit note to the customer, the Accounting Dispatch Department, the Sales Department and the Stores Department, which informs the customer of the inc

57、reased payment because of the sellers carelessness or the reduced payment owing to the buyers returns of goods.Sample nine10) Insurance PolicyAn insurance policy is a basic document describing the terms, coverage, and premiums as an evidence of a contract between the insurer and the insured. Sample

58、ten11) Import / Export AuthorizationAn import /export authorization is a document of admission distributed to the importer for import customs formalities and other import businesses.Sample elevenExercises:Please discuss with your partner and try to be familiar with the different forms of commercial

59、papers.Notes 1. signed by the head of the department 和 handed out to the storekeepers to order goods 是两个过去分词短语作定语2. signed by the head of the department 和 handed out to the storekeeper and the buyer to order goods 是两个过去分词短语作定语3. in charge of asking goods to be bought 介词短语作定语， 其中 in charge of 负责, 经管

60、4. Which is a list of individual prices for purchase and (which is) handed out to the customer with details of goods or services for sale and the condition for sale. 是which引导的定语从句。5. given to the captain or the buyer and the customer过去分词短语作定语6. acting as a notice of goods 现在分词短语做状语7.delivered for the customer