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文秘专业英语. Unit 6. Travel Arrangement. Study Objectives. 掌握秘书与上司商榷旅行细节的英语口语表达 了解秘书安排商务旅行的必备环节 掌握英文日程安排及预订函的写法 了解在国外旅游的一些禁忌. Tips for Travel Arrangement.

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文秘专业英语

Unit 6

Travel Arrangement

study objectives
Study Objectives
  • 掌握秘书与上司商榷旅行细节的英语口语表达
  • 了解秘书安排商务旅行的必备环节
  • 掌握英文日程安排及预订函的写法
  • 了解在国外旅游的一些禁忌
tips for travel arrangement
Tips for Travel Arrangement
  • Prepare a detailed itinerary which must include as much information as possible, say, telephone numbers of hotels, appointments, meetings, places, etc.
  • Verify the weather conditions in the area in which the boss is travelling.
  • Confirm all the bookings of hotels, tickets, etc.
  • Remain a constant remainder to the boss of the information on the ticket departure time, airport, platform, etc.
  • If the boss is travelling for business, the secretary should collect all the documents required both personal and business, passports, visa vaccination certificates, and the firm’s brochure, etc., and hand them to the boss.
  • Sometimes the secretary may also prepare some foreign currency and traveler’ s checks if the boss is travelling abroad.
contents

Part One Dialogues

Part Two Useful Expressions

Part Three Simple Writing

Part Four Exercises

Part Five Social Etiquette

Contents
dialogues

Dialogue One

Dialogues

Miss Susan Brown is now planning a trip for Mr. Henry Stevenson.

A: Mr. Henry Stevenson S: Susan Brown

H: Susan, I’m planning a trip to Chicago and Denver, with Los Angeles as a final

destination.

S: Certainly, sir. How would you like to go?

H: I’d like to go by train from here to Chicago and spend two days there. Then

I’d like to fly to Denver for a stay of two nights. I want to go on to Los Angels

by plane for an indefinite stay of three to four days.

I’d like you to make the necessary arrangements for me1.

1. 请你给我做一个行程安排。

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dialogues1

Dialogue One

Dialogues

S: I’ll get in touch with the railroad and airline

immediately. What kind of pullman accommodation would you prefer?

H: I think a bedroom would be best. And please make sure the train has a

and diner, of course.

S: Which would you prefer, a smoking sleeper or a non-smoking sleeper?

H: Non-smoking one, please.

S: When do you plan to leave?

passenger representatives2

club car3

2. 旅客接待处

3. 火车上的休息车厢

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dialogues2

Dialogue One

Dialogues

H: I expect to depart for Chicago on Monday, June 4th, any time after 12. I’ll

spend the evening of the 4th all day the 5th there. I’ll leave on the 6th, on

either a late afternoon or an early evening flight for Denver. I want to be in

Denver all day June 7th. I plan to leave for Los Angeles on an early morning

flight on the 8th. Please book an flight from Los Angeles to New

York.

S: Will you fly as usual, Henry?

open return4

first class5

4. 不限日期的返程票

5. 飞机上的一等舱

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dialogues3

Dialogue One

Dialogues

H: Yes, first class. And I’d like to have a seat by the window.

S: Then, where shall I make hotel reservations?

H: I’ve been quite satisfied with the hotel I’ve used as lodgings before in these

cities. Please make reservations for me at those places.

S: What kind of room would you like?

H: I’d like . Get all the information together, and

please report back to me as soon as possible.

S: All right. Henry,

a suite with an ocean view6

I’ll fix you up7.

6. 一个可以看到海景的套房

7. 我会帮你打点的。

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dialogues4

Dialogue Two

Dialogues

Miss Susan Brown is phoning the China Southern Airways to book an airline seat for Mr. Henry Stevenson, from Guangzhou to New York.

S: Susan Brown R: Reservations Clerk

R: China Southern Airways. Good morning, Can I help you?

S: I would like to book a seat on a flight from Chicago to Denver on the 6th of

June, please.

R:

Do you want a morning or an afternoon flight?1

1. 早上的班机还是下午的班机?

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dialogues5

Dialogue Two

Dialogues

S: There is a flight leaving at 17:30 in the afternoon. That would be the most

convenient one.

R: I’m afraid that flight is fully booked at the moment. I’ll just check to see if

there have been any cancellations... No, it’s fully booked at the moment.

S: Could you check other flights leaving Chicago for Denver in the early

morning of the 7th as well, please?

R: There are seats available on a flight departing Chicago Airport at 06,15

arriving in Denver at 8:50 local time.

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dialogues6

Dialogue Two

Dialogues

S: And after 06,15?

R: There is a flight leaving at 11:45, arriving at Denver International Airport at 13,15 local time. There are plenty of seats available on that.

S: I think the 06,15 service is more suitable. Can I book a seat on it, please?

R: Could I have your name, please?

S: It’s for Mr. Henry Stevenson.

R: First class or economy?

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dialogues7

Dialogue Two

Dialogues

S: Economy, please.

R:

S: Single.

R: One moment. I’ve booked a seat on Pan American Airways flight PA 267

departing from Chicago Airport at 06:15, 7th June, for you. The check-in

time is 05:30, in terminal 3.

S: Thank you. Could you tell me how much the is?

R: 20 kilos per traveler, excluding hand luggage.

Single or return fare?2

weight allowance3

3. weight allowance重量限额

2. 单程票还是往返票?

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dialogues8

Dialogue Two

Dialogues

S: When should I confirm this booking?

R: As soon as possible. You could leave it till you arrive at the terminal, but it

is probably better to pick up your ticket at the nearest China Southern

Airways or Pan American Airways office. Could I have your telephone

number, please?

S: 87494301, extension 506.

R: Thank you.

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dialogues9

New Words

Dialogues

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dialogues10

Word Bank

Dialogues

advance deposit 定金

airport fee 机场费

boarding pass (card) 登机牌

cancellation 取消预定

connecting flight 衔接航班

departure gate 登机口

departure lounge 候机室

en-suite 套房

stop over 经停地点

luggage tag 行李牌

luggage / baggage 行李

Mission Installation Allowance 出差津贴

night flight 夜航

non-stop flight/direct flight/straight flight

直飞/航

on the business trip 出公差

ramp 扶梯

rate sheets 房价表

receipt/invoice 收据/发票

report expenses 报销

scheduled time (SCHED) 预计时间

single room 单人房

standard rate 标准价

the expense report 报销单

transfer correspondence 中转处

transfer passengers 中转旅客

travel regulations 出差制度

travel route 出差路线

traveling expenses standard 差旅费标准

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useful expressions

Draft an Itinerary

Useful Expressions

1. It’s just the matter of the schedule, that is, if it is convenient for you right

now.

如果你感到方便的话,我想现在讨论一下日程安排的问题。

2. An interpreter will go all along with you while you stay in London.

您在伦敦逗留期间,我们将提供一名译员全程陪同您。

3. How much is the excess baggage charge?/ I won’t check the baggage.

超额行李费多少钱?/ 行李我不托运。

4. I can’t say for certain off-hand.

我还不能马上说定。

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useful expressions1

Draft an Itinerary

Useful Expressions

5. Let’s not make a decision till then.

到时侯再定吧。

6. Please tell me some of the attractions I should visit.

请告诉我一些该去游览的地方。

7. There’re still several things that haven’t been decided yet before the trip.

关于此次行程,还有几项事情没有确定。

8. Well, I must revise the schedule a little.

我得对日程表稍做修改。

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useful expressions2

Draft an Itinerary

?

?

?

Useful Expressions

9. May I propose an itinerary?

我建议一下行程,如何?

10. Mr Harry, I’m afraid we can’t spare any time to pay a visit to that company

this week. We already have a busy schedule now.

哈里先生,恐怕这周我们没有时间去参观那家公司。日程已经很紧了。

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useful expressions3

Make a reservation

Useful Expressions

1. When should I be at the departure gate﹖/ By what time should I check in?/

What is the boarding time?

我在什么时间到登机门?/我该什么时间办理登机手续呢?/ 何时登机呢?

2. Where do I pick up the ticket?

我在什么地方拿机票?

3. What’s the fare to New York, Economy Class?

去纽约的经济舱机票多少钱?

4. I’d like to change this ticket to the first class. / I’d like a refund on this ticket.

我想把这张票换成头等舱。/ 我要退这张票。

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useful expressions4

For a Visitor

Useful Expressions

5. I want a package deal including airfare and hotel.

我需要一个成套服务,包括机票和住宿。

6. I’d like to reconfirm my flight from London to Tokyo.

我要再确认一下我从伦敦到东京的班机。

7. I want to book a single room in the name of Susan Brown and please tell the

rate of it.

我想以苏珊·布朗的名义订一个单间,请告诉我房价。

8. Can I get a seat for today’s 7:00 p.m. train?

我可以买到今天上午7点的火车座位吗?

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useful expressions5

For a Visitor

Useful Expressions

9. Which platform does the train leave from?

这趟车从哪个站台开出呢?

10. I wonder whether I can book a table for five tomorrow afternoon,and it is

preferably to be in a private room.

我想预订明天下午一张容纳五个人的桌位,最好是在包厢里。

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sample writing

Section 1: Agenda

Sample Writing

Agenda is guide as well as plan to the people who are concerned with them. They list a series of activities which are planned to be done at definite time and definite place. They help people to fulfill their activities in accordance with their plans. Usually they contain the following information, time, date, activities, place, people involved, etc. Formats for programs and agendas are well-defined, noun phrases, participial phrases and incomplete sentences are preferred.

日程安排表对人们来说起着计划指南的作用。它通常列出人们在特定时刻要做的特定事情,帮助人们按计划完成这些事情。它的内容通常包括:时间、日期、活动、地点、当事人等;格式很讲究,多用名词词组、分词词组以及非完整句。

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sample writing1
Sample Writing

Sample

AGENDA FOR MR. ROBERT BARBAR (June 16 to 21, 2008)

Note: All times are local times.

Hotel addresses and phone numbers are on attached sheet.

Monday, June 16 (Beijing to Washington, DC, the United States)

6:50 a.m. Leaves Beijing International Airport for San Francisco CCAC Flight 981

1:00 p.m. Arrives at San Francisco International Airport

3:50 p.m. Leaves San Francisco International Airport for Washington

4:00 p.m. Arrives at Washington National Airport

Mr. T. Keith and Miss Louise Loews to meet plane and drive Mr. Robert to his hotel, Holiday Inn (Confirmation attached)

6:30 p.m. Dinner at hotel

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sample writing2
Sample Writing

Sample

Dine with Mr. Bradley Hombey (New York office director) and Miss Lee Rivers (Washington office director)

Tuesday, June 17 (Meeting in Washington)

9:00 a.m. Staff meeting at Washington Branch office (Papers in briefcase)

12:00 a.m. Lunch with office executives

3:00 p.m. Meeting with Mr. Antonio Aurizio, Scandia Corporation at Washington Branch Office (Contracts in briefcase)

Wednesday, June 18 (Meetings)

9:30 a.m. Meeting with executives of the Norman Cereal Company at their headquarters

3:00 p.m. Meeting with Robert Clark, Corestar Co. at their headquarters

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sample writing3
Sample Writing

Sample

Thursday, June 19 (Flights to Beijing)

10:00 a.m. Arrives at National Airport

12:00 a.m. Leaves National Airport for San Francisco American Airlines Flight 707

4:00 p.m. Arrives at San Francisco International Airport

6:00 p.m. Leaves San Francisco for Beijing CAAC Flight 982

Saturday, June 21

9:00 a.m. Arrives at Beijing International Airport

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sample writing4

Section 2: Reservation Letter

Sample Writing

Reservation letters are one of the most common letters. Mostly, a reservation letter is written for making a reservation in a hotel or a resort for leisure or business. Besides making reservations, a reservation letter can be written in the following situations as well, confirming a reservation related to seats, airplane tickets, cinema, cancelling a reservation or making a complaint about the reservation to name a few. No matter what the purpose of writing a reservation letter is, make sure you mention necessary details about the reservation such as if you are booking for a hotel, mention the day, date, time of arrival and departure, number of days that you wish to stay and the like.

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sample writing5

Section 2: Reservation Letter

Sample Writing

预订信、预约信是常见的书信之一。它常被用于预订酒店房间、休闲娱乐或商务度假胜地。除了做预约之外,预订信也可用于确认席位、机票、影剧院等的预订 取消预订或对预约进行投诉等等。无论出于何种目的,如果你预订饭店的话,一定要清楚地说明日期、入住时间、抵达和离开的具体时间、预计逗留时间之类的信息。

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sample writing6
Sample Writing

Sample

GUANGDONG DAFU TRADING CO., LTD

No. 11, Fanhua Road, Guangzhou

Guangdong, China

China Airlines

Guangdong, China

Dear Sir or Madam,

Would you please book the following flight reservation for Mr. Alan Jordan:

Friday, September 12, Guangdong/ Shanghai CAAC flight # NY195, departure 10:00 hrs (Beijing time), with connecting flight Shanghai/ Toronto via Canadian Airlines.

Mr. Alan Jordan will travel business class on all flight and would prefer, if available, a window seat in rows 4 to 7.

The airline tickets are to be charged to his Master Card which you have on file.

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sample writing7
Sample Writing

Sample

Would you please confirm these flights to me at the address provided above and let me know by which date the tickets are to be picket up and paid for. Would you also please confirm flight numbers and departure times for the connecting flight to Toronto on September 12.

If you require any further detail, I may be reached by telephone at 83480054, or fax 83480055.

I look forward to receiving your early confirmation.

Yours very truly,

Li Ming

Secretary to Mr. Alan Jordan

L/M

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exercises

1. Listening.

Exercises

Listen to the following passage carefully and fill in the blanks according to what you hear.

Business today is international. Business people often have to travel a lot. They have to 1 a foreign business trip to

2 their time. On a business trip people may meet colleagues and business partners for the first time. It is usual for colleagues from different countries to experience cultural differences, on the other side, they may be surprised by foreign 3 that is the different ways that other nationalities or different countries do things.

plan an itinerary for

____________________

__________________

make good use of

_________________

social coventions

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exercises1

1. Listening.

Exercises

Traveling abroad for business 4 and only for a short period of time can be hectic. However, if you can 5 for overseas business travel: First, bring with you enough clothes. It is better to check the weather 6 and wear appropriate clothes. You may also want to consider to take one to two business suits and shoes with you since you are on a business trip. Second, get enough business cards and other business

7 . Since you are going to meet a lot of people on your trip, you need to hand out your cards and maybe even a booklet about your company and business. Third, get all your travel documents and IDs together, put them in a

8 .

__________________

on a tight schedule

follow my helpful tips

___________________

_____________

in advance

____________

essentials

__________________________

waterproof document folder

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exercises2

2. Role play.

Exercises

You are planning the holiday for your boss this summer and now you are discussing the itinerary details with your boss.

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exercises3
Exercises

3. Interpret the following Chinese expressions and complete the dialogue.

A: Miss Brown our investigation group will go to the United States next month.

1 (你能把日程安排给我讲讲吗)?

B: You’ll take off on the 14th next month from Canton to Hong Kong. And then

2 (在香港转机去洛杉矶) .

A: 3

(我们在纽约逗留期间是怎样安排的)?

B: Well, let me look at the schedule. According to the schedule, you’ll arrive at

New York on the 19th,and visit two companies.

A: 4

(我们纽约分公司的经理会来机场接我们吗)?

Can you tell me about the itinerary

_______________________________?

transfer at Hong Kong to Los Angeles

__________________________________.

What is the itinerary arrangement for our stay in New York

__________________________________________________

______________________________________________________?

Will the manager of our New York Branch meet us at the airport

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exercises4
Exercises

3. Interpret the following Chinese expressions and complete the dialogue.

B: Sure. I have already sent him an email. He will make a hotel reservation for

you, and he will go to the airport to meet you and drive you to the hotel.

A: 5

(我们有自由安排的时间吗)?

B: I’m afraid not.

A: 6 (那么请你把日程安排

做一些调整) .We need some free time for visiting friends and touring around

the city for just a few hours. I also want to have a look at the Empire Building.

B: All right, 7 (我会尽快调整计划的).

_________________________________________?

Is there any free time arranged /set aside for us

__________________________________________.

Well, please make some changes in the schedule

_____________________________.

I'll revise the schedule right now

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exercises5

Original arrival time too optimistic

Exercises

4. Practical Writing.

Task 1: You work in the Sales Department of an international company.

Stella Brown, an important client, is visiting your company for a day.

There are some changes to the agenda you sent her last week. Write

a letter of 120~140 words to Ms Brown, using the original agenda

and your handwritten notes, informing her of the changes.

Proposed agenda for one-day visit of Manuela Garcia

Wednesday 20, October 11:00 Ms Brown arrives on flight 1 B 432 from Madrid

John Edward to meet Ms. Brown at airport

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exercises6

11:30 Arrival at company

John Edward to give Ms Brown an introductory tour of company

Restaurant full. It’s now the Swan hotel

12:30 Lunch at White Hart restaurant

 (John Edward, Carol Stevenson, Tom Jeffery, Sue Smith)

Carol can’t make it. Explain why

14:00 Meeting in boardroom

(Carol Stevenson, Tom Jeffery, Sue Smith)

Exercises

4. Practical Writing.

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exercises7

15:30 Coffee break

Give some details

16:00 Product presentation

 (Carol Stevenson, Tom Jeffery, Sue Smith)

18:00 John Edward to take Ms Brown to the airport

John has to go early. Sue will take Stella to the airport

19:30 Ms Brown departs on flight 1 B 886 to Madrid

Exercises

4. Practical Writing.

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exercises8
Exercises

4. Practical Writing.

Task 2: You, Susan Brown, work for an American company. Your company

has arranged for a display at the forthcoming World Trade Fair which

will be held in London on March 26th, 2008. Write a reservation letter

of 120~ 140 words to book two rooms at Seaside Hotel for four

nights from March 25th to March 28th. The heading and inside address are given below

(1) The heading address is 818 West 49th Street,Middletown, Ohio

45042,U.S.A.

(2) The inside address is Seaside Hotel,Marine

Parade,Brighton,Sussex,England.

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exercises9
Exercises

5. Reading Activity.

How to Behave Appropriately on a Business Trip?

Whether this will be your first or your thousandth business trip, you should be conscious of conduct that is considered proper during your absence from the office. As a representative of your company, you need to know how to behave appropriately on a business trip.

(1) Pack all essential items in a carry-on bag to avoid being ill-prepared for

business if the airline loses your luggage. Showing up for a trade show or a

meeting with a client dressed in yesterday’s clothes will not make a positive

impression.

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exercises10
Exercises

5. Reading Activity.

How to Behave Appropriately on a Business Trip?

(2) Dress professionally during the entire trip. Your attire should reflect the fact

that you are on a business trip, whether you are on a plane, on a golf course

or in a conference room.

(3) Be prepared and be on time. You may normally arrive at the office at 8:10

every morning and not speak until after your first cup of coffee, but clients will

not take kindly to your decision to be 10 minutes late for an important

meeting and still needing to go over your notes.

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exercises11
Exercises

5. Reading Activity.

How to Behave Appropriately on a Business Trip?

(4) Use proper business language. Even though some business trips may

include more casual situations, such as lunch, dinner or even golf, keep in

mind that you are still representing your company, and like the old saying

goes, “Loose lips sink ships.”

(5) Brush up on table manners and the basics of business etiquette before you

go. This may help you avoid an embarrassing gaffe while on your trip.

(6) Save all receipts from your trip so you can easily determine your expenses

when you return.

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exercises12
Exercises

5. Reading Activity.

How to Behave Appropriately on a Business Trip?

(7) Conduct yourself with grace and decorum at all times. If you are uncertain

about these terms, consider buying a book on business etiquette for some

light reading while on the plane.

Tips & Warnings

(1) Ask if you can smoke before lighting up. Smoking has become something of a

social and business faux pas in recent years, and if your companion or client

is not smoking, asking permission is essential.

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exercises13
Exercises

5. Reading Activity.

How to Behave Appropriately on a Business Trip?

(2) Use a personal phone card to make long-distance phone calls while you are

away. This way, you won’t have to reimburse the company for these charges

on the hotel bill.

(3) Traveling in foreign countries can be tricky. Before you leave, make sure to

buy a guidebook or consult someone who has recently traveled to your

intended destination to learn about the culture and customs.

(4) Avoid planning leisure-time activities during your trip if they will detract from

the amount of business you are able to conduct. If you stay out until 2 a.m. or

get a sunburn at the pool, you won’t be at the top of your game for business

the next day.

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exercises14
Exercises

5. Reading Activity.

How to Behave Appropriately on a Business Trip?

(5) Stay away from pornography, alcohol and anything potentially inappropriate

during your trip. This includes visiting bars and being in any situation that

could result in your being arrested, and ultimately, fired.

(6) Keep in mind that your time is not your own on a business trip. You belong to

your employer during this time, you’re not being paid to goof off.

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5. Reading Activity.

Exercises

Please fill in the blanks according to what you have learnt from the passages.

1. Pack all essential items in to avoid being

for business if the airline loses your luggage.

2. Dress during the entire trip. should reflect

the fact that you are on a business trip, whether you are on a plane, on a golf

course or in a conference room.

3. table manners and

before you go. This may help you avoid an embarrassing gaffe while on your

trip.

_______________

a carry-on bag

_____________

ill-prepared

______________

professionally

____________

Your attire

Brush up on

___________

_____________________________

the basics of business etiquette

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_____________________________

who has recently travelled to your

__________________

intended destination

Exercises

5. Reading Activity.

Please fill in the blanks according to what you have learnt from the passages.

4. Traveling in foreign countries can be tricky. Before you leave, make sure to

or consult someone

to learn about the .

5. Avoid planning during your trip if they will

buy a guidebook

_______________

__________________

culture and custom

_________________________

leisure-time activities

detract from the amount of business you are able to conduct

__________________________________________________.

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social etiquette

If traveling in Western Countries

Social Etiquette

1. Avoid doing gestures such as backslapping and hugging. (In those countries

like Britain this is only done among close friends.)

2. Avoid talking loudly in public. It is impolite to stare at anyone in public.

3. Privacy is highly regarded. Do not ask personal or intimate questions. 

Westerns like their privacy. Please do not ask questions such as “How much

money do you earn?” “How much do you weigh?” or “Why aren’t you

married?”.

4. Do not pick your nose in public. We are disgusted by this. If your nostrils need

de-bugging, use a handkerchief.

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social etiquette1

If traveling in Western Countries

Social Etiquette

5. Do not spit. Spitting in the street is considered to be very bad mannered.

6. Do not burp in public. You may feel better by burping loudly after eating or

drinking, but other people will not! If you can not stop a burp from bursting out,

then cover your mouth with your hand and say “excuse me” afterwards.

7. It is impolite to speak with your mouth full of food.

8. Don’t jump the line. (Westerns like to standing in line and wait patiently for

their turn. e.g. boarding a bus. It is usual to queue when required, and

expected that you will take your correct turn and not push in front. “queue

jumping” is frowned upon.)

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If Traveling in Southeast Asian Areas

Social Etiquette

1. Vietnam

Don’t express lavish admiration for a new baby, because the devils might hear you and steal the child because of his desirability.

Going Dutch with a Vietnamese is not appreciated. If you run into someone at a restaurant and you join his table, let him pay the whole bill or pay it all yourself. The senior person usually pays.

Hats are not usually worn inside churches, even Catholic ones.

2. Thailand

Affection between the sexes should not be displayed in public. No holding hands or kissing.

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If Traveling in Southeast Asian Areas

Social Etiquette

Beckon waiters and servants with the hand, palm downwards, fingers straight and waving rapidly. Don’t clap, snap fingers or hiss.

Legs should not be crossed whether sitting on floor or chair in the presence of monks.

Don’t point sb. with fingers. It is acceptable for objects and animals but not for people.

Don’t forget that shoes come off at the door of the main temple building and at all homes.

3. Myanmar

Do not give anything to the elder people with only one hand.

Do not snag nor use tooth-picks without covering with your palm.

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If Traveling in Other Asian Countries

Social Etiquette

1. In Japan, if using chopsticks, avoid using them to point at someone and do

not leave them sticking up in a bowl of rice.

2. In Korean, don’t forget to take off your sunglasses when you are talking with

the elder.

3. In Korean, taking pictures is strictly limited, including the military facilities

airport, reservoir, subway, the National Museum, etc.

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Social Etiquette

Group Disccussion

What do you need to prepare for your boss a business trip abroad? Look at the pictures and tell us which articles you think are necessary for a trip abroad. Give reasons why you think so.

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Thank You !

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