商务英语写作Chapter 10-minutes

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.
= that is
= for example = note well = number = and so on
1st, 2nd, 3rd
Q1, Q2, Q3,Q4
= first, second, third
= first, second, third, fourth quarter of the year
2
Practical Business English Writing
商务英语写作实训
Chapter 10
Composing Your Message
3
Practical Business English Writing
商务英语写作实训
Meeting Minutes
What is meeting minutes?
5 Practical Business English Writing
商务英语写作实训
Chapter 10
Content of Minutes
• name of the organization / meeting
Heading
• date, time, place of the meeting
Practical Business English Writing
9
商务英语写作实训
Chapter 10
Sample Sentences
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…
• name of the chairman / host • nature of the meeting • name list of attendees and absentees • statement of previous minutes, announcement & reports
• list of proposals & reports being read
商务英语写作实训
“十二五”规划商务英语高职高专系列教材
Minutes
Chapter 10
Hale Waihona Puke Baidu
商务英语写作实训
Contents
Composing Your Message
Chapter 10
Reference Expressions
Sample Minutes Writing Your Message
Check Yourself
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.
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. Make note of any here ••Add your title in motions to be voted on at future meetings. • Note the ending time of the meeting.
Chapter 10
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)
Practical Business English Writing
商务英语写作实训
Chapter 10
Note-taking Skills --- Abbreviations c.f. (confer) = compare
i.e.(id est.)
e.g. (exampla grate) NB (nota benne) No. (numero) etc. (et cetera)
10 Practical Business English Writing
商务英语写作实训
Chapter 10
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… With regard to the Committee’s announcement to be released after the meeting, members expressed some difference in views about… Practical Business English Writing
11
商务英语写作实训
Chapter 10
Sample Minutes
12
Practical Business English Writing
商务英语写作实训
Sample 1
Friends of Mapleleaf Park Minutes of meeting
Chapter 10
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. Edward Willing Secretary
Body
• 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
商务英语写作实训
Chapter 10
Note-taking Skills --- Symbols = ≠ ≡ ∴ + > < — →
8
equals/is equal to/is the same as
is not equal to/is not the same as
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
4 Practical Business English Writing
商务英语写作实训
Preparation for Minutes
Before the Meeting
Chapter 10
• 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.
Signature
6
• name, title and signature of the minutes keeper
Practical Business English Writing
商务英语写作实训
Chapter 10
Reference Expressions
7
Practical Business English Writing