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.
4 Practical Business Englireparation for Minutes
Before the Meeting
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• 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.
Practical Business English Writing
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商务英语写作实训
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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…
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
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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)
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商务英语写作实训
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Sample Minutes
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Practical Business English Writing
商务英语写作实训
Sample 1
Friends of Mapleleaf Park Minutes of meeting
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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
• 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
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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
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.
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
商务英语写作实训
Contents
Composing Your Message
Chapter 10