商务英语写作Chapter 10-minutes
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With regard to the Committee’s announcement to be released
after the meeting, members expressed some difference in views about…
Sample Minutes
Sample 1
How important is meeting minutes?
Minutes are considered legal documents by the auditors, IRS (international revenue service美国国税局) and courts. Many assert that if it's not in the minutes, it didn't happen.
Minutes
Contents
Composing Your Message Reference Expressions Sample Minutes Writing Your Message
Check Yourself
Composing Your Message
Meeting Minutes
What is meeting minutes?
Sample Sentences
Participants expressed concern about… Participants observed that…others noted that… Participants also discussed the role of… Participants interpreted the incoming… Several participants pointed out that… In their discussion of…, participants observed that… In their discussion of…, meeting participants saw…as… In light of the possibility that… In their discussion of… The staff forecast prepared for… The Committee unanimously approved the minutes of…
Preparation for Minutes
Before the Meeting • Choose your tool: Decide how you will take notes, i.e. pen and paper, laptop computer, or tape recorder. • Make sure your tool of choice is in working order and have a backup just in case. • Use the meeting agenda to formulate an outline.
During the Meeting
• Pass around an attendance sheet. • Get a list of committee members and make sure you know who is who. • Note the time the meeting begins. • Don't try to write down every single comment -- just the main ideas. • Write down motions, who made them, and the results of votes, if any; no need to write down who seconded a motion. ••AMdadkeyonuotretiotfleaniny mheorteions to be voted on at future meetings. • Note the ending time of the meeting. After the Meeting • Type up the minutes immediately after the meeting. • Include the name of organization, name of committee, type of meeting (daily, weekly, monthly, annual, or special), and purpose of meeting. • Include the time the meeting began and ended. Proofread the minutes before submitting them.
Signature
• name, title and signature of the minutes keeper
Reference Expressions
Note-taking Skills --- Symbols
=Fra Baidu bibliotek
equals/is equal to/is the same as
≠
is not equal to/is not the same as
Body
• name list of attendees and absentees • statement of previous minutes, announcement & reports • list of proposals & reports being read • all motions, actions taken • detailed description of adopted resolutions & simple description of rejected statements • record of the ballots cast • time, date and place of next meeting • time of adjournment
Note-taking Skills --- Abbreviations
c.f. (confer) i.e.(id est.) e.g. (exampla grate) NB (nota benne) No. (numero) etc. (et cetera) 1st, 2nd, 3rd Q1, Q2, Q3,Q4
= compare = that is = for example = note well = number = and so on = first, second, third = first, second, third, fourth
quarter of the year
Sample Sentences
Edward Willing Secretary
Sample 2
Minutes of the Meeting of Board of Directors Hanson Industries, Inc. March 18, 2006 The regular quarterly meeting of the Hanson Industries, Inc. was held at the Lily Lodge, 9:00 a.m. March 18, 2006. The meeting was called to order and presided over by Alfred Katz, Chairman. Proposals The proposals of the last meeting were approved. Treasurer’s Report Adams Wills reported receipts of $100,000 and expenditures of $50,000 last month. The report was accepted. Resolution A resolution was adopted unanimously by the Board of Directors of Hanson Industries, Inc. whereas, Mrs. Rosa Adamson will be retiring April 1 after 32 years of service to Hanson Industries, this board expresses its deep and sincere appreciation to Mrs. Adamson and best wishes are extended to her for a long and happy retirement. A copy of this resolution will be included in the newspapers and television stations of this community. The meeting was adjourned at 11:30 a.m.
Friends of Mapleleaf Park Minutes of meeting June 12,2006 The regular quarterly meeting of the friends of Mapleleaf Park, Inc., was held at the Colonial Lodge, 2:00 p.m., June 12, 2006. The meeting was called to order and presided over by Dr. Elaine Di Martello, president. Minutes The minutes of the last meeting were read and approved. Treasurer’s Report Thomas Martin, treasurer, reported receipts of $275.00 and expenditures of $158.75 since the last meeting, for a current balance of $2480.82. The report was accepted. Committee Reports Andrew Fine presented the report of the Social Committee. A benefit concert by the Apple Valley Jug Band will be held in the park on July 5. The report of the Improvements Committee was presented by Lucy Warren, who distributed the results of a survey on the use of Mapleleaf Park. New business It was moved by Caria Wade, seconded by Andrew Fine, that up to $500 be spent on a new drinking fountain, to be chosen by the improvements Committee. After discussion, the motion was approved. The meeting was adjourned at 3:15 p.m.
a record of discussion and decisions made at a meeting.
What tense you should choose?
past tense
What skills you should use?
formality: formal tone: objective (no opinions, but facts)
Content of Minutes
Heading
• name of the organization / meeting • date, time, place of the meeting • name of the chairman / host • nature of the meeting
≡
is equivalent to
∴
Therefore, thus, so, because and, more, plus
+
more than, greater than
>
less than
<
less, minus
—
gives, causes, leads to, results in,
→
is given by, is produced by, results in
Apology for absence No apology was received from… The meeting was called to order… A motion was made by… Motion seconded by… Motion was approved. The meeting was adjourned at… The vote encompassed approval The chairman highlighted the background of… The chairman kicked off the discussion by… The member inclined to provide more information about… The information reviewed at the June meeting suggested that… The Manager reported on recent developments of…
after the meeting, members expressed some difference in views about…
Sample Minutes
Sample 1
How important is meeting minutes?
Minutes are considered legal documents by the auditors, IRS (international revenue service美国国税局) and courts. Many assert that if it's not in the minutes, it didn't happen.
Minutes
Contents
Composing Your Message Reference Expressions Sample Minutes Writing Your Message
Check Yourself
Composing Your Message
Meeting Minutes
What is meeting minutes?
Sample Sentences
Participants expressed concern about… Participants observed that…others noted that… Participants also discussed the role of… Participants interpreted the incoming… Several participants pointed out that… In their discussion of…, participants observed that… In their discussion of…, meeting participants saw…as… In light of the possibility that… In their discussion of… The staff forecast prepared for… The Committee unanimously approved the minutes of…
Preparation for Minutes
Before the Meeting • Choose your tool: Decide how you will take notes, i.e. pen and paper, laptop computer, or tape recorder. • Make sure your tool of choice is in working order and have a backup just in case. • Use the meeting agenda to formulate an outline.
During the Meeting
• Pass around an attendance sheet. • Get a list of committee members and make sure you know who is who. • Note the time the meeting begins. • Don't try to write down every single comment -- just the main ideas. • Write down motions, who made them, and the results of votes, if any; no need to write down who seconded a motion. ••AMdadkeyonuotretiotfleaniny mheorteions to be voted on at future meetings. • Note the ending time of the meeting. After the Meeting • Type up the minutes immediately after the meeting. • Include the name of organization, name of committee, type of meeting (daily, weekly, monthly, annual, or special), and purpose of meeting. • Include the time the meeting began and ended. Proofread the minutes before submitting them.
Signature
• name, title and signature of the minutes keeper
Reference Expressions
Note-taking Skills --- Symbols
=Fra Baidu bibliotek
equals/is equal to/is the same as
≠
is not equal to/is not the same as
Body
• name list of attendees and absentees • statement of previous minutes, announcement & reports • list of proposals & reports being read • all motions, actions taken • detailed description of adopted resolutions & simple description of rejected statements • record of the ballots cast • time, date and place of next meeting • time of adjournment
Note-taking Skills --- Abbreviations
c.f. (confer) i.e.(id est.) e.g. (exampla grate) NB (nota benne) No. (numero) etc. (et cetera) 1st, 2nd, 3rd Q1, Q2, Q3,Q4
= compare = that is = for example = note well = number = and so on = first, second, third = first, second, third, fourth
quarter of the year
Sample Sentences
Edward Willing Secretary
Sample 2
Minutes of the Meeting of Board of Directors Hanson Industries, Inc. March 18, 2006 The regular quarterly meeting of the Hanson Industries, Inc. was held at the Lily Lodge, 9:00 a.m. March 18, 2006. The meeting was called to order and presided over by Alfred Katz, Chairman. Proposals The proposals of the last meeting were approved. Treasurer’s Report Adams Wills reported receipts of $100,000 and expenditures of $50,000 last month. The report was accepted. Resolution A resolution was adopted unanimously by the Board of Directors of Hanson Industries, Inc. whereas, Mrs. Rosa Adamson will be retiring April 1 after 32 years of service to Hanson Industries, this board expresses its deep and sincere appreciation to Mrs. Adamson and best wishes are extended to her for a long and happy retirement. A copy of this resolution will be included in the newspapers and television stations of this community. The meeting was adjourned at 11:30 a.m.
Friends of Mapleleaf Park Minutes of meeting June 12,2006 The regular quarterly meeting of the friends of Mapleleaf Park, Inc., was held at the Colonial Lodge, 2:00 p.m., June 12, 2006. The meeting was called to order and presided over by Dr. Elaine Di Martello, president. Minutes The minutes of the last meeting were read and approved. Treasurer’s Report Thomas Martin, treasurer, reported receipts of $275.00 and expenditures of $158.75 since the last meeting, for a current balance of $2480.82. The report was accepted. Committee Reports Andrew Fine presented the report of the Social Committee. A benefit concert by the Apple Valley Jug Band will be held in the park on July 5. The report of the Improvements Committee was presented by Lucy Warren, who distributed the results of a survey on the use of Mapleleaf Park. New business It was moved by Caria Wade, seconded by Andrew Fine, that up to $500 be spent on a new drinking fountain, to be chosen by the improvements Committee. After discussion, the motion was approved. The meeting was adjourned at 3:15 p.m.
a record of discussion and decisions made at a meeting.
What tense you should choose?
past tense
What skills you should use?
formality: formal tone: objective (no opinions, but facts)
Content of Minutes
Heading
• name of the organization / meeting • date, time, place of the meeting • name of the chairman / host • nature of the meeting
≡
is equivalent to
∴
Therefore, thus, so, because and, more, plus
+
more than, greater than
>
less than
<
less, minus
—
gives, causes, leads to, results in,
→
is given by, is produced by, results in
Apology for absence No apology was received from… The meeting was called to order… A motion was made by… Motion seconded by… Motion was approved. The meeting was adjourned at… The vote encompassed approval The chairman highlighted the background of… The chairman kicked off the discussion by… The member inclined to provide more information about… The information reviewed at the June meeting suggested that… The Manager reported on recent developments of…