浙江广播电视大学.docVIP

浙江广播电视大学 开放教育英语专业专科（教育和商务方向） 《文秘英语》课程教学辅导4-2-2 Part 2 Reading B Receiving Visitors There are four parts in receiving visitors: Before the reception, When a visitor arrives, After the reception. Receiving Visitors: In most organizations visitors will spend some time in the reception area before being met by the executive. It is very important that you receive people properly, make them feel comfortable and deal with them professionally. Before the Reception: You should be aware of all the appointments and whereabouts of the executives. This way you can receive and talk to the visitors without hesitancy. When a Visitor arrives: 1) Make sure every visitor feels welcome and is greeted at once on entering the reception area. Be friendly and welcoming. If you know his name, greet him by name. 2) Find out if he had an appointment and whom he is here to see. *As for the appointed visit, notify the person concerned. *As for the visit with no appointment, first you must ask whom he has come to see and what the purpose of the visit is. Then tell him whether he can meet the person he wants to see or not. 3) If the person who is being visited is not available at the moment, find out if there is anything you can do to help: * You should explain tactfully the reason for a delay and apologize for it, then ask the visitor to wait if he/she can wait, offer them something to drink and read. *You may ask if someone else can deal with the matter, but make sure you do not just send the visitor directly without contacting the person whom you are sending him to. * You may make suggestions and arrange a future appointment. 4) If you accompany the visitor to the executive’s office, you may announce the visitor’s name, title and the company he represents and then introduce the executive to the visitor. 5) When the visitor leaves, you always walk him to the front door, thank him for coming and say goodbye. After the Reception: You should fill in the Receptionist’s Register after the rec