Keys to the Exercises of Corporate Secretarial Practice
Chapter 1
1.
1) The secretary’s responsibilities have been upgraded from handling office chores to a higher
level, where organizing, supervising and training have become the core components of a
secretarial job.
2) The secretary’s professionalism and reliability have more influence on the daily and
long-term management of the company than before, because managers’ and executives’
reliance on their secretaries have witnessed an unprecedented increase.
2. The major responsibilities and tasks of a modern day secretary can be summarized into three
categories: the independent operation of day-to-day documentary work, execution of internal
and external communication, assistance in management and supervision, direct involvement
in staff training.
3. Answers may vary with varied individual impressions.
4.
1) The secretary is mainly responsible for assisting a manager or managers on a daily basis.
2) He/She should have basic skills in office management and corporate communication as well
as a strong sense of professionalism, responsibility, reliability and business etiquette along
with attractive personality and character.
3) He/She should have the initiative to familiarize himself/herself with the way the company
operates and its policies so as to be capable of arranging duties according to their priority
and making quick responses and sensible decisions.
4) He/She should understand how to fulfill office duties, maintain appropriate appearance,
communicate verbally and non-verbally, and execute instructions and orders efficiently,
because they are the foundation of successful daily corporate management and the first
contact with the outsiders.
5) He/She should be ethical, professional, positive and attractive, because only with these
qualities can his/her reliability and efficiency in performance be guaranteed.
Chapter 2
1.
1） Answers may vary with varied personal experiences.
2） Personally, I believe the opinion originates from narrow-sightedness and nationalism,
which can be regarded as wrong. As is observed, globalization is the definite trend of the
world economics. The communication and business contacts with the Western
businesspeople are surging in their frequency. Therefore, learning the Western business
etiquette is highly necessary out of the simple but absolute reason that mutual respect is the
key in successful business interactions.
2.
1) No; 2) No; 3) Yes; 4) No; 5) No; 6) No; 7) No; 8) Yes
3.
1) The colleague should not answer calls in front of the clients. Instead, he/she should set the
cell phone on the ‘vibrate’ code or even turn it off. If he/she has to answer an important call,
he/she should apologize to and then leave the client temporarily for the call.
2) He should not think of a company buffet as a chance of self-indulgence. Instead, he should
probably eat before he goes to the buffet and limit himself to alcohol so as to keep sober.
3) She should not apply makeup during the course of the meeting. Instead, she should have
had herself appropriately made up before the meeting and simply keep herself at ease in the
meeting.
4) He should not make noises when eating. Instead, he should roll the noodles every time he
puts them into his mouth and chew them with his mouth closed.
4.
For reference only:
From: “Steven Goody” <stevengoody@hotmail.com>
To: “Larry Parker” <larryparker@yahoo.com>
Subject: Price catalog and samples
Date: Wed, 18 August 2006 08:28:10
Dear Larry:
Two weeks ago, we requested you to send us your latest price catalog and the samples of the
stuffing. However, they have not arrived yet. Would you please check whether there were any
mistakes occurring during their delivery?
At present, our production is preparing for the mass production of Teddy bears for the upcoming
Christmas season. It is the high time for us to do the final cost accounting and select the most
appropriate stuffing. The late delivery of the price catalog and samples may give rise to a series of
production problems afterwards.
Viewing our well-established relationship, we can rest assured that quick reaction will be made to
find the best solution to this problem. We are looking forward to hearing from you with regard to
the solution.
Steven
Chapter 3
1.
1） Answers may vary with varied individual understanding of secretarial professional ethics.
Additional points that can be added to the list are being self-motivated, self-improving,
coordinative, enterprising, etc.
2） Answers may vary with varied individual insights into the tips.
3） The major differences that exist between Chinese and American secretaries may be that
Chinese secretaries’ average age tends to be younger than that of American ones, for
secretaries’ appearance is an indispensable reflection of corporate image in China, while
experience and expertise outweighs appearance in choosing a secretary in U.S.. That
gives an explanation to the fact that American secretaries follow more strict ethical codes
so as to be professional in fulfilling their duties.
4） Chinese employees should first of all realize that the secretarial job is not short-lived,
which means it is a job that may end before 35. Instead, they should pay more attention to
their inner qualities, which are composed of guiding and enlightening secretarial
principles, and basic and in-depth understanding and knowledge of a secretarial job.
2. Personally, I believe that dating an immediate superior is against the secretarial ethical codes,
because their relation may have direct influence on their roles in work, which may ultimately
undermine their performance, efficiency and even the company’s interests.
Chapter 4
1.
1) The major differences that lie between business letters, memos and e-mails are their
formality and target readers. The first one is the most formal, aiming at the readers with
whom the writer is in a fairly serious relation; the second one is less formal, aiming at the
readers who are lower in hierarchy; the third is the least formal, aiming at the readers
with whom the writer feels much at ease.
2) A well organized paragraph should be appropriately generalized and adequately
supported with logical transitions with the previous paragraph and the subsequent one.
3) The mistakes in a sentence are incompleteness, wordiness and wrong choices of voice.
The reasons that are attributed to them are that the Chinese tend to be confused about
English sentence structures, unfamiliar with English wording and unaware about the use
of voice in business writing.
4) Answers may vary with varied individual findings.
2.
From: Royce Mason <steven_peng@rol.com>
To: "Tommy Lynch" <ken_black@rol.com>
Subject: Solutions to late delivery
Date: Friday, 12 May 2006 8:18:11
Dear Tommy:
We have paid immediate attention to the problem of late delivery of the order. After an enquiry
with the shipping company, it was discovered that the ship that carried the order encountered
mechanical problems halfway to the port of destination. The shipping company is now seriously
considering the needs for transshipment. In the meantime, we will keep track of the latest
information from the shipping company and come up with the solutions for your best interests.
Please accept our sincere apology for the problems arising from the late delivery.
Best regards,
Royce
3.
A Report on the Launch of T330 Electric Shavers
With one year’s extensive surveys on South China market area, it can be safely concluded
that there is a great sales potential of T330 Electric Shavers. The surveys mainly targeted the men
consumers of various age and income groups. The findings are listed as follows:
First, the 25 to 35 age groups are most interested in electric shavers. Since they are fully
occupied in the daytime, they cannot afford much time to shave before they set out for work. This
provides a selling point for T330 Electric Shavers, which are designed to be capable of complete
shaving in less than 5 minutes.
Second, the suggested sales price of T330 Electric Shavers is 220 RMB, falling into the
price range of the 2000 to 3000 RMB income group. In relatively developed South China, the
aforesaid income group covers a population of 1 million, who concentrate in the major southern
cities, such as Guangzhou, Shenzhen, Foshan and Zhuhai. Such a concentration provides a
foreseeable market share for T330 Electric Shavers.
In summary, the launch of T330 Electric Shavers will be a success if the launch time is well
set and the follow-up marketing strategy is appropriately employed.
Chapter 5
1.
1) Business letters, fax and e-mails are the major components of business correspondence.
2) The three basic formats are the block business letter format, the semi-blocked business
letter format and the indented business letter format.
3) The major differences are that the layouts of the three formats are varied according to the
different sets of standards and their common purpose is present the information in a neat
and decent manner.
4) A business letter normally have a return address, a date, a reference line, an inside
address, an attention line, a salutation, a subject line, a body, a complimentary close, a
signature block, identification initials, and an enclosure notation.
5) A business letter should provide all pertinent information in a clear and concise manner
with a purpose that stands out at beginning and is supported all through the letter. The
grammar applied should serve the information flow in an accurate and appropriate
manner. Last but not least, the tone should keep in line with the purpose and be well
reflected through the information.
2.
1)
TT&G Consultancy,
18 Leicester Street
Birmingham, 22356, UK
20-3399-8863
20 November, 2007
Guangzhou Latina Biochemistry Co., Ltd.
28 Dongfeng Road, Yuexiu District
Guangzhou 510020, Guangdong, China
Attention: Mr. Long Tengde
Dear Mr. Long:
Late Delivery of Order 332
Sincerely yours,
Aaron Samson, R&D manager
JP
Enclosures: 3
cc: Ronald Terry, Logistics manager
2)
TT&G Consultancy,
18 Leicester Street
Birmingham, 22356, UK
20-3399-8863
20 November, 2007
Guangzhou Latina Biochemistry Co., Ltd.
28 Dongfeng Road, Yuexiu District
Guangzhou 510020, Guangdong, China
Attention: Mr. Long Tengde
Dear Mr. Long:
Late Delivery of Order 332
Sincerely yours,
Aaron Samson, R&D manager
JP
Enclosures: 3
cc: Ronald Terry, Logistics manager
3)
TT&G Consultancy,
18 Leicester Street
Birmingham, 22356, UK
20-3399-8863
20 November, 2007
Guangzhou Latina Biochemistry Co., Ltd.
28 Dongfeng Road, Yuexiu District
Guangzhou 510020, Guangdong, China
Attention: Mr. Long Tengde
Dear Mr. Long:
Late Delivery of Order 332
Sincerely yours,
Aaron Samson, R&D manager
JP
Enclosures: 3
cc: Ronald Terry, Logistics manager
3.
28, January, 2007
Roland Trading Co., Ltd.
23 Yuexiu Zhong Road
Guangzhou, China
Dear Mr. Thompson:
We have received your letter concerning your Purchase Contract No. 898.
Upon receipt of the letter, an urgent meeting was held between the supplier and us. The result
turned out to be favorable. Delivery is rescheduled to April 2, 2007, as requested in your
letter.
We would be pleased to offer help to you whenever it is need. If you have further questions,
please feel free to inquire us.
Yours respectfully,
Toddy Mason
Export Manager
4.
Envelope:
Li Fenjin
Data Magic Machinery Co., Ltd.
23 Huangshi Xi Road
Guangzhou, China
CONFIDENTIAL
Peter Houston
1708 Reserve St
Garland, TX
75042-7621
USA
Letter:
18 May, 2007
1708 Reserve St
Garland, TX
75042-7621
USA
Dear Mr. Houston:
We acknowledge with thanks your product catalog. It is our great pleasure to find that the data
acquisition system listed in the catalog has a huge potential in our market.
However, its price is far out of the price range of our market, which remains to be an obstacle in
boosting possible future sales. If you kindly offer us a 25% discount, we will be willing to order
3 sets as a starter.
We wish that this would be our first step in establishing long-term relationship. Your reply is
earnestly awaited.
Yours respectfully,
Li Fenjin
Purchasing Manager
Chapter 6
1.
1) A business memo, which is an effective and efficient tool in business communication, is an
in-house business letter.
2) A good memo should follow a set of guidelines, which foster its formation and upgrade
expressiveness.
3) A memo can keep members of a business organization from attending time-consuming
meetings while furnishing them with sufficient information.
4) Memos are different from letters in their formats and styles; however, they both serve the
purpose of business communication.
5) The common formats of a memo are block format and modified block format. Block format
begins every paragraph flush with the left margin and leaves an empty line of space between
each paragraph. Modified block format indents each paragraph and does not leave an
empty line of space between each paragraph.
2.
1)
MEMO
Date: 11 November, 2006
To:
General Manager
From: He Chunnan, Finance Manager
Subject: Staff changes in my department
2)
MEMO
Date: 12 January, 2007
To:
Board of Directors
From: Lin Deng, Marketing Manager
Subject: Product launch plan of T008AE washing machines
3)
备忘录
日期：2007 年 11 月 8 日
致： 执行总裁 凯尔 史密斯
由： 人事经理 通尼 约翰逊
主题：2008 年招聘计划与时间表
4)
备忘录
日期：2007 年 5 月 12 日
致： 各部门经理
由： 人力资源经理
主题：新激励制度
3.
1)
MEMO
Date: 11 January 2007
To:
Lorry Thomas, Assistant of Training Department
From: Tory King, Training Manager
Subject: Training program on hardware maintenance
A new training program on hardware maintenance, which lasts one month from January 15 to
February 15, is arrange for the ten trainee technicians recruited on January 1. In order to
guarantee the execution of the program, John Hoover, the workshop supervisor, should be
sufficiently informed of its details and specifications, and two senior engineers from the
production department should be designated to assist and assess it. Could you give me a notice
when the aforesaid tasks are completed? Thank you!
2)
MEMO
Date: 6 June 2007
To:
All staff
From: Ella Montana, Secretary of Personnel Department
Subject: Procedure of signing in and out
In order to keep a record of attendance, all staff at the headquarters is required to follow the
correct procedure of signing in and out. To be specific, one should sign in the time he/she
arrives at their office and signs out the time he/she leaves work. The signatures should be put
in the green and blue columns of the attendance records book for signing in and out
respectively. Anyone who does not follow the procedure will receive a warning for the first
time and a penalty notice for the subsequent times.
4.
GlobEx®
MEMORANDUM
Date: March 6, 2007
To: All the staff members
From: Tony Boston , Chief Secretary
Re: Installation of air-conditioners
I have arranged the technicians of an air-conditioner company to come to our
company’s building next Tuesday to install air-conditioners in all 9 office rooms of
our company. All of the co-workers please prepare the rooms for the work, filing the
most important documents and putting them in the filing cabinets. The work will start
at 9:30 am and finish in the afternoon. It is highly probable that our work will be
interrupted for one hour in each room.
Chapter 7
1.
1) Telephone etiquette is a set of guidelines that guarantee the appropriateness of the language
and manners used in telephone conversations. It is very important because the telephone is
the most frequently used tool in business communications. Therefore, appropriate
telephone etiquette is the first step to the favorable impressions.
2) A recipient should first welcome the caller, announce the firm’s name, make a
self-introduction and express the readiness to help.
3) The following should be included in a phone message: the name of the caller’s and the one
who takes the message, the date and time of calling, the caller’s phone number, and the key
points of the message.
4) “Hello, this is Lorry from Manson Electronics on behalf of Mr. Williams, General Manager.
I wonder whether Mr. Johnson is available for an urgent conversation concerning the
construction project.”
2.
Oral practice may take different forms and necessary reference can be made to the
corresponding parts in this chapter.
3.
Oral practice may take different forms and necessary reference can be made to the
corresponding parts in this chapter.
Chapter 8
1.
1) agenda
2) view
3) point
4)
5)
6)
7)
8)
attend
chairman
vote
minutes
adjourn
2.
1) The major difference between formal and informal meetings is that the former follows a
stricter procedure than the latter.
2) Besides making necessary preparations and arrangements, the secretary must understand
how to set an agenda and write meeting minutes to make sure that a meeting achieved its
expected effects.
3) The purpose of meeting minutes is to make know to the participants the tasks and topics of
a meeting. Its basic contents include the names of the participants, minutes of the last
meeting, matters arising from it, agenda subjects of this meeting, any other matters, date,
time and place of the next meeting and adjournment.
4) The meeting minutes aims to provide an accurate and concise record of the business
transacted.
5) Special attention should be given to the detailed parts, such as the person and tense, the
names listed and the correct place for the chairperson’s signature.
3.
NOTICE OF MEETING
There will be a new employee training seminar at 3:00 pm, October 28, in the conference
room on the tenth floor of the company headquarters building. The managers and vice
managers from all the departments are expected at the meeting.
General Manager’s Office
4.
Agenda
1.
2.
3.
4.
5.
6.
7.
8.
9.
Welcome and introduction from the Chair
Roll call of attendance and apologies for non-attendance
Minutes from the last meeting
Matters arising from the last meeting
Discuss the draft of the annual report of the GM for the year 2006
Set the target sales figures for the year 2007
Discuss the development strategy of 2007;
Discuss the upgrading of the office computer network in the head office.
Date, time and place of next meeting
10. Adjournment
5.
GUANGZHOU TIANYI DAILY NECESSITIES CO., LTD.
Minutes of Progress Meeting held on 10 October 2006
PRESIDING: Liu Yuanwei, General Manager
PRESENT: Huang Sijie, Wang Fengtong, Chang Yuling, Si Xiaozhen, Long Yiliang, Peter Lee,
Maggie Fung
APPOLOGIES FOR ABSENCE WERE RECEIVED FROM:
Dong Tingge, Lin Qiang, Carlos Bush
SUMMARY OF THE MEETING:
The Chairman called the meeting to order at 9:00 a.m.. As the first item on the agenda, he
asked for approval of the minutes of the meeting held on 10 September 2006, which were agreed
and signed, subject to the following amendments: Para. 1, Line 3 “temporary decision” should
read “temporary appointment”.
The Chairman asked Huang Sijie to read the company’s appointment letter concerning Long
Yiliang and the other staff. A discussion was held on recommending Li Neng to be vice Marketing
Manager.
Wang Fengtong, Logistics Manager, reported the actual total expenditures of the third
season, and predicted the total expenditures of the fourth one.
Chang Yuling, Production Manager, made a report on the management of production
security, and the attendees put forward suggestions on how to deal with the security hazards
existing in production.
Other business raised at the meeting included:
1) The adjustment of the staff’s working state and the strengthening of the work
disciplines.
2) Liu Yuanwei’s explanations of the principles of making overtime pay during the Spring
Festival of 2007.
The next meeting is scheduled for 10 November, 2006 at the Headquarters Conference
Room.
The meeting adjourned at 12:05 p.m.
SIGNATURE: Liu Yuanwei, General Manager
6.
Agenda
1.
2.
3.
4.
5.
6.
7.
Welcome and introduction from the Chair
Roll call of attendance and apologies for non-attendance
Minutes from the last meeting
Matters arising from the last meeting
Discuss the correspondence contents from the Marketing Department
A vote of investment on the MP3 project
Date of next meeting
8. Adjournment
Chapter 9
1.
1) Because a secretary can present his/her competence and value to the company when
making presentations, and good presentations skills can guarantee excellent their
performances so that he/she can prove his/her competence.
2) Answer may vary according to varied personal findings.
3) Answer may vary according to varied personal experience.
4) Answer may vary according to varied personal understanding.
2.
The presenters are advised to break the report down into the main points of the presentation,
and design the slides in accordance with the points for attention in listed on p 84.
3.
To complete this assignment, the students are required to do online research on the topics as
well as making reference to relevant books, journals and magazines. The presentations should
be the highlights of the gist and key points of the reports on the three given topics. Teamwork,
integrity and creativity are the elements that compose a success in this assignment.
4.
Presentations on this should be varied in line with the companies selected.
Chapter 10
1.
1) Because a secretary has to shoulder the responsibility of arranging business trips in the
companies where there is no special section for it. Being familiar with the arrangements
may help improve his/her efficiency in meeting such a need.
2) A good itinerary is composed of the date and time of departure and return, time of
arrival at each stop, the details concerning names, addresses and telephone numbers of
hotels and engagements.
3) The similarities are that they both require an itinerary, hotel and ticket bookings and
insurance coverage, and the differences lie in that arranging a trip abroad involves the
lessening of the effects of jet lag, the preparation of traveling documents, and the
exchange of foreign currency.
4) Answer may vary according to varied personal experience.
2.
ITINERARY
Mr. Larry Lawrence/vice president-visit to Hong Kong, Shanghai and Hangzhou.
Tuesday 26 June – Friday 29 June, 2007
Date
Details
Time
Tuesday 26
Depart Guangzhou Baiyun Airport, CZ301 of Southern
China, business class, Seat 3D.
10:20
Arrive at Hong Kong International Airport. Check in Royal
Plaza Hotel, 193 Prince Edward Road Kowloon Tel:
0755-83170161/83170159 Room booking confirmed by fax
on 1 June.
11:05
Appointment with Mr. Tommy Ng, General Manager of Sales
Department of Cable & Wireless, in Hong Kong.
14:30
Stay overnight at the hotel
18:00
Depart Royal Plaza Hotel by taxi.
08:00
Depart Hong Kong International Airport.
09:30
Arrive at Shanghai Airport. Check in Hilton Shanghai Hotel,
250 Huashan Road, Shanghai Tel: 021-62480000.
11:30
Appointment with Mrs. Janet Murray, Director of Sales,
Lucent Technologies, Ltd., Shanghai Branch. The meeting
place in their company.
14:00
Stay overnight at the hotel
18:30
Continue appointment with Mrs. Janet Murray.
08:00
Depart Shanghai Airport.
14:00
Arrive in Hangzhou Xiaoshan Airport. Stay overnight in
Sofitel Westlake Hotel, 333 Westlake Ave., Tel:
0571-88152559
16:30
Appointment with Mr. Peter Lin, President, and some
engineers of Hong Xun Telecom Co., Ltd in Hangzhou,
Zhejiang Province. The conference place is in the hotel.
08:30
Depart Hangzhou Xiaoshan Airport by MU5244 of China
East Airlines.
14:00
Arrive at Guangzhou Baiyun Airport.
16:00
Wednesday 27
Thursday 28
Friday 29
3.
ITINERARY
Mr. Jackson/PR manager and Joan Terry/assistant-visit to Hangzhou and Wenzhou.
Sunday 11 November– Wednesday 14 November 2007
Date
Details
Time
Sunday 11
Arrive at Hangzhou Xiaoshan Airport.
10:30
Check in Sofitel Westlake Hotel, 333 Westlake Ave., Tel:
0571-88152559.
11:30
Appointment with Mr. Wen Xiaofang, PR manager of Fun
Toy Co. Ltd. in Hard Rock Cafe, Sofitel Westlake Hotel.
14:30
Stay overnight at the hotel.
18:00
Depart Sofitel Westlake Hotel by Fun Toy company car.
08:00
Arrive in Fun Toy Co. Ltd.
08:30
Breakfast meeting with Mr. Li Cheng, General Manager of
Fun Toy Co. Ltd. in the conference room.
9:00
Negotiation with Mr. Wen Xiaofang, PR manager of Fun Toy
Co. Ltd. on staff recruitment in the conference room.
10:00
Lunch break
12:30
Continue negotiation with Mr. Wen Xiaofang, PR manager of
Fun Toy Co. Ltd. on staff recruitment in the conference
room.
14:30
Communication with senior and middle management of Fun
Toy Co. Ltd. in the conference room. Take photos.
17:30
Stay overnight at the hotel
18:30
Depart Sofitel Westlake Hotel by Fun Toy company car.
08:00
Arrive at Fun Toy Factory in Wenzhou
10:00
Visit the factory’s production facilities.
10:30
Communication with the management of Fun Toy Factory.
12:30
Lunch break
13:30
Enquiry with the relevant departments of the factory.
14:30
Depart Fun Toy Factory by Fun Toy company car.
16:30
Stay overnight at the hotel
18:30
Appointment with Mr. Li Cheng, General Manager and Mr.
Wen Xiaofang, PR manager of Fun Toy Co. Ltd. in Hard
Rock Cafe, Sofitel Westlake Hotel.
09:30
Depart Hangzhou Xiaoshan Airport by MU5266 of China
International Airlines.
10:30
Arrive at San Francisco Airport.
19:00
Monday 12
Tuesday 13
Wednesday 14
4.
ITINERARY
Mr. Lamb – visit to Washington D.C., New York and Boston.
Saturday May 5 – Tuesday May 8, 2007
Date
Saturday 5
Sunday 6
Monday 7
Tuesday 8
Details
Depart Miami Airport, AT2110 of American
Airlines, business class, Seat 1A.
Arrive at Capital Airport in Washington D.C.
Check in at Hilton Hotel, 1919 Connecticut
Avenue NW, Washington, District of Columbia,
United States 20009 Tel: 1-202-483-3000
Lunch with Mr. Fair at Green Leave Restaurant
on Park Avenue.
Depart Capital Airport, AT3355 of American
Airlines, business class, Seat 2B.
Arrive at KFC Airport in New York. Check in
Metropolis Hotel, 569 Lexington Avenue, New
York, New York, USA 10022
Tel:1-212-752-7000 .
Appointment with Miss Austin in Office 5600,
TIM shopping Mall.
Play golf with Mr. Tong and his business partners
Mr. Larsson and Miss Thompson.
Time
0920
Depart KFC Airport, AT6622 of American
Airlines, business class, Seat 3B.
Arrive at Boston Airport. Check in at City Hotel.
Appointment with Mr. Francis Morrow,
Chairman of Boston Trade Association.
Lunch with Mr. Morrow at Plato Restaurant.
Depart Boston Airport, AT3366 of American
Airlines, business class, Seat 5D.
2200
1040
1200
1900
2100
0900
1500
0030
1000
1200
1700
Chapter 11
1.
1) Business entertaining plays a crucial role in relation-building in the business world,
because more business is being conducted in social settings, where excellent entertaining
may foster a business deal or a long-term relationship.
2) They mainly differ in the formality of the settings and the arrangements.
3) The secretary plays a dispensable role in business entertaining, because he/she assists
generally or acts as hosts or hostesses to meet the guests’ needs and make them
comfortable.
4) A secretary should not touch on the topics that lead to controversies and give top priority to
the company’s best interests in choosing topics for conversation.
5) Because they may be aware of the entertaining costs and thus be less entertained.
6) The differences lie in the humbleness of language employed in the invitations, namely, the
Chinese ones may be more humble in tone than the English ones as the language manifests.
2.
Vice President Mr. Larry Lawrence
Request the pleasure of your company
at a welcoming reception and celebration party
On Tuesday evening, the thirty-first of June
From six thirty until nine o’clock
The Four Seasons Dining Hall, China Hotel
The favor of a reply is requested
at 020-83210740
Black Tie
3.
Mrs. Lyn Preston
requests the pleasure of your company
at a celebratory buffet luncheon
celebrating the launch of the communication satellite
on Sunday, the ninth of November
from eleven until half past thirteen o’clock
Guangzhou Headquarters
R.S.V.P.
Office of the President
(020)86888386
4.
The students should come up with their own checklists after a discussion with their group
members. The checklists should be reasonably elaborated in their presentations.
Chapter 12
1.
1) A balance sheet is essentially a snapshot in time of the financial condition of a company.
2) Assets are things that are owned by the business; liabilities are things that are owed to
others; owner's equity is the difference between assets and liabilities.
3) A balance sheet is usually composed in the form of a table, which have a certain set of
entries and follows a certain format.
2.
Foshan Blue Peacock Audio & Video Production Co.,Ltd Balance Sheet as of June 30, 2007
Line No.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
Assets
Current Assets
Cash On Hand
Cash On Bank
Accounts Receivable
Merchandise Inventory
Copyright Revenue
Total Current Assets
Fixed assets
Equipment and Fixtures(Less Depreciation)
Cars(Less Depreciation)
Real Estate(Offices)
Total Fixed Assets
Total Assets
Liabilities
Current Liabilities
Accounts Payable
Notes Payable, Bank
Accrued Payroll Expenses
Total Current Liabilities
Total Liabilities
( CNY )
45,000
298,000
124,000
1,025,000
50,000
1,542,000
980,000
752,000
3,030,000
4,762,000
6,304,000
4,820,970
210,400
492,080
5,523,450
5,523,450
Net Worth(Owner's Equity)
Chapter 13
1.
1) Answer may vary according to varied personal experience.
2) Personal income tax is calculated by working out the total monthly salary, which is
subtracted by 1600, then is multiplied by the relevant tax rate and finally is subtracted by a
quick calculation deduction figure.
3) Quick Deduction can help smoothen the curve in the PIT graph and thus make PIT
calculation more accurate and reasonable.
4) Because a company has to share the costs of social insurance and Accommodation
780,550
Accumulation funds with its staff within a required percentage.
2.
No.
Name
Basic
salary
1
Nigel Li
7,890.00
2
Rachel Zhang 1,080.00
3
Huang Zhimin 4,100.00
Bonus /
PIT
Allowance
PIT rate
exemp-tion
(5-15%)
500.00
20% 1,600.00
500.00
0% 1,600.00
700.00
15% 1,600.00
Social
Accom-modation
Insurance accumu-lation
(person) funds (person)
(8%)
(8%)
631.20
86.40
328.00
QDC
375.00
125.00
631.20
86.40
328.00
Personal
income tax
983.00
0.00
355.00
Accom-modation
accumu-lation
funds
(company)
(8%)
631.20
86.40
328.00
Total income
gained
8,038.20
1,666.40
4,773.00
Total
salary
payable
6,144.60
1,407.20
3,789.00
Chapter 14
1.
1) Petty cash is the small amount of cash that is always kept available in the firm for payment
of small items.
2) Petty cash is used to pay for small items, such as tea, coffee, milk and sugar for the office
staff, bus or taxi fares, parking fees, postage stamps, cleaner’s wages, and small items of
office stationery.
3) An imprest system is a system in which a sum of money to equal the amount which has
been spent is disbursed by the chief cashier to the petty cash cashier at the end of a regular
period.
4) The procedure is that the company management decides the total amount of the pretty cash,
and then a check is written to the petty cash custodian to establish the petty cash fund.
5) A petty cash voucher is used for the management of the petty cash.
6) The procedure is that the custodian obtains the proof of purchase from the person who
claims reimbursement, requires him/her to complete a petty cash voucher and reimburses
him/her after the voucher has been approved by the appropriate person.
2.
1) b
2) d
3) a
4) b
5) d
6) a
7) b
8) d
9) c
10) d
3.
PETTY CASH ACCOUNT
CASH
RECEIVED
Date
Amount
CASH PAID
Date
VN Details
Amount Total
paid
paid
31 yuan 396
yuan
141
537
yuan
yuan
Mar.3 21
stamps
Mar.3 22
tea,
coffee,
sugar
cleaner’s 300
wages
yuan
taxi to
42 yuan
Taxation
Bureau
Mar.4 23
Mar.4 25
ANALYSIS
837
yuan
879yuan
Postage Office
Cleaning
expenses
√
√
√
√
Mar.4 879yuan
Mar.4 26
flowers
Mar.7
Wash
carpets
28
50.5
yuan
280
yuan
923.5
yuan
1203.5
yuan
√
Chapter 15
1.
1) The responsibilities and duties include his/her assistance and involvement in conducting an
interview, orienting and training employees, managing employee performance and
√
2)
3)
4)
5)
compensating employees.
HRM refers to the practices and policies involved in the management of the personnel
affairs of the company. HRM aims to achieve the maximal favorable effects that employees
achieve on a company, and vice versa.
Competent and poor HRM may lead to contrastive consequences in recruitment and
selection decisions, turnover, employee performance, training and labor practices.
A secretary should begin by reviewing the candidate’s application and resume, noting any
areas that may indicate strengths or weaknesses so as to clarify with the candidate during
the interview.
The secretary’s responsibilities are to make adequate preparations and fulfill the
preliminary steps which may ensure the smoothness of the execution of orientation,
training, evaluation and compensation.
2.
The simulation is advised to be a combination of the imagination of the real situations and the
guidance of the six aspects of conducting an interview. Both creativity and formality should be
given equal weight.
3.
The students should refer to the topics listed under orienting and training employees on p 128
while designing the training plan for new staff in groups.
Chapter 16
1.
1) The secretary is regarded as the ambassador of the executive inside and outside the
company, and thus plays a key role in PR.
2) PR has been defined as the intentional, planned and sustained efforts to establish and
maintain goodwill and mutual understanding between a company and the public.
3) PR is very important to a company because it builds up a good reputation and engenders
goodwill for it.
4) Answer may vary according to varied personal perspectives.
5) The ultimate goal is to establish and maintain a positive and attractive corporate image and
reputation in the public.
6) The differences lie in that the latter involves the face-to-face interaction with the press
while the former does not.
2.
1)
Dear Sir or Madam,
I am pleased to invite you to our press conference centering on our recent recalling of 10,000
TV sets from the Guangdong market.
The conference is scheduled at 10 am on 22 July, 2007 at the 3rd conference hall, China Hotel,
Guangzhou.
During the conference, the production manage will explain the recalling in detailed and
technical manners. Any related questions will be welcomed after the explanations are made.
I do hope you fit yourself into our schedule to gain a full picture of the event.
Yours respectfully,
Mary Montgomery
Secretary of Production Manager
2)
Dear Sir or Madam,
I am more than honored to be able to invite you to the launch of our new model of MP4, TJ—
606.
The official launch will take place at 3 pm on 18 August 2007 at Hilton Hotel, San Francisco,
California.
During the afternoon, the first 10 attendees will be given a TJ—606 MP4 as a gift and the rest
will have an opportunity to try it out. More importantly, the chief engineer will present the
technical data and the general manager will release the marketing plan of it in U.S. market.
I hope your schedule will allow you to accept our invitation. I would be grateful if you could
confirmation your attendance by 10 August at the latest and look forward to your reply.
Yours sincerely,
Mete Log
Secretary of General Manager
Chapter 17
1.
1) A resume is a brief account of one's professional work experience and qualifications.
2) A chronological resume helps showcase your employment history in a highly organized and
sequential manner. A functional resume puts emphasis on your skills. A CV is used for
academic positions,
3) A Chinese resume foregrounds the summary of personal information on top and provide
detailed description of education and work experience while an English one tends to be
simple and succinct.
4) Answer may vary according to varied personal findings.
5) Answer may vary according to varied personal preferences.
2.
RESUME
Name: Li Yinghao
Address: 10, Longtian Street,
Dongcheng District, Beijing 100007
Telephone: 010-88309092;
13833669892
E-mail: liyinghao88@yahoo.com
Objective:
To fill the position of regional sales manager
Work experience:
10/2000– present Intern Sales manager, Tianlong Computer Software Co.,
Ltd.
Responsibilities include:
 Draft and execute departmental sales plans
 Collect sales feedbacks in time for sales headquarters
 Organize training programs for sales staff in my department
 Expand client networks
 Reach the expected sales targets
9/1998－9/2000 Sales representative, Gyman Sports Apparel Co., Ltd.
Responsibilities included:
 Sell products in Beijing, Tianjin, Liaoning, etc.
 Draft seasonal sales plans
 Expand client networks and maintain cooperative relations
 Keep track of sales and reach the expected sales targets
Education
9/1995 – 7/1998 Studied in Sun Yat-sen University, Guangdong, majored in
Marketing. Graduated with a diploma, a CET-4 certificate and a driver’s license.
References available upon request
3. The resumes should vary according to varied personal backgrounds and information.
Chapter 18
1.
1) Because a resume cover letter creates a critical first impression on a potential employer.
2) The specific cover letter is directed toward a specific company, and preferably to a specific
person and position. It personally addresses the company’s needs. A general cover letter, on
the other hand, is not written for a specific company. It emphasizes your qualifications in
hopes that a position will be available to utilize your skills.
3) The main contents include the reasons for writing, the experience and skills that match the
job applied for, and the desire for an interview. A well written resume cover letter may help
secure an interview at least.
4) Answers may vary according to varied personal findings.
2.
Lin Dong
P.O. Box 33
Shengnan Road
Shaoguan, Guangdong,China 512020
May 5, 2006
Ms. Linda Russ
Human Resources Department, Agip Sourcing Company, Ltd.
666 Zhongshan Road
Shanghai, 200980
Dear Ms. Linda Russ:
Your advertisement for an accountant on www.job163.com interested me because the position
that you described sounds exactly like the kind of job I am seeking.
According to the advertisement, your position requires an accountant with self-motivation. I
have graduated from Shenzhen Polytechnic, where I majored in accounting. After graduation,
you have worked for two years as an accountant in a trade firm named Roland Bros Trade
Company, Ltd.. With the deepening understanding of accounting, I have realized that I needed
a company of your size for further development. Such a desire may motivate me to progress
more rapidly in your company.
I would appreciate your time in reviewing my enclosed resume and if there is any additional
information you require, please contact me. I would welcome an opportunity to meet with you
for a personal interview.
Yours respectfully,
Lin Dong
3.
Tim Johnson
Room 101, 32 Longjin Road
Foshan, Guangdong 528230
0757-22266699
13589263988
Timtim@hotmail.com
Dear Hiring Manager:
I am actively seeking an administrative assistant opportunity in a motivating and
progressive office. My three years of administrative experience at Tiger Beer Trading
Company have equipped me with a multitude of skills, and I would like to continue my
growth at your company.
With years of accumulation of experience and expertise, I have been endowed with the core
conceptions of administration, which have proved highly effective in enhancing my work
efficiency. Moreover, my easy-going character and positive attitude are definitely a plus
in fostering favorable working atmosphere in your workplace. I would very much like to
utilize what I have learned in order to serve and contribute to your company.
I would greatly appreciate the opportunity to speak with you at your earliest convenience.
Thank you for your time.
Sincerely,
Tim Johnson
Tim Johnson
4.
The order should be: 2, 8, 5, 1, 3, 9, 4, 6, 7.