实用文秘英语-会务管理

第三节第三节 会务管理会务管理 一 一 谈论会议准备情况谈论会议准备情况 1 常用词句常用词句 The room is ready for the meeting and here is the final agenda 灰常已布置好了 这是会 议的正式议程 I have given the committee members informal notice of the meeting either by telephone or by memo 我已通过电话或便函将此会议非正式地通知了每位委员 Miss Chen Are you getting everything ready for the meeting 陈小姐 有关开会的事情都 准备好了吗 Mr Kent would you like to exchange some ideas with Mr Brent before next week s meeting 肯特先生 在下周开会前 你是否想与布伦特先生交换一下意见 2 范例范例 实例实例 K Miss Chen the meeting is scheduled from 2 00 this afternoon Have you made the necessary arrangement S Yes Mr Kent We ll use the conference room for the meeting K That s fine The meeting is very important Where shall the guests be received before the meeting begins S In the dining room It s spacious there K OK How would you seat our guests Miss Chen S We ve prepared name cards to be put on the conference table for guests to sit by What time would you like refreshments served Mr Kent K Well after my report there ll be an interval for rest and refreshments S All right I see 译文 K 陈小姐 会议计划在今天下午 20 00 开始 你作好安排了吗 S 是的 肯特先生 我们使用会议室开会 K 那很好 这个会议很重要 开会前在哪里接待来宾 S 在餐厅 那里比较宽敞 K 好的 你怎么安排来宾就座呢 陈小姐 S 我们已经准备了姓名卡片放在会议桌上 让来宾按此就座 您希望什么时候供应点 心 肯特先生 K 哦 在我报告后休息时间供应点心 S 好吧 我明白了 二 二 安排会务活动安排会务活动 1 常用词句常用词句 Please put the minute book draft of the resolutions agenda of the meeting paper and pencil on the desks of all the board members 请将会议记录本 决议草案 会议议程 纸盒铅笔放 在每位代表的桌子上 We ve prepared name cards to be put on the conference table for guests to sit by 我们已经 准备好了姓名卡片放在会议桌上 让来宾按此就座 Please serve tea and biscuits for the members 请为会议提供茶水和点心 Please take notes of the meeting and summarize the discussions 请做好会议记录 并写出 会议讨论总结 2 范例范例 实例实例 K Miss Chen the monthly executive committee meeting is planned for the next week Were the members notified S Yes sir I have given the committee members informal notice of meeting either by telephone or by memo K Have you prepared the agenda Miss Chen S Yes Sir Here is a copy K Have you prepared the minutes book a copy of the by laws and the charter and the drafts of the resolutions S Yes sir I have provided all the necessary material I have also prepared a meeting memo K Excellent After the meeting has been adjourned please inform the interested parties of any action taken Write up the official notice in duplicate 译文 K 陈小姐 每月一次的执行委员会会议定于下星期召开 所有的委员你都通知到了吗 S 都通知到了 先生 我已经打电话或些便函就此会议非正式地通知了每个委员 K 陈小姐 会议的议程准备好了吗 S 准备好了 先生 这是一份复印本 K 会议记录本 公司的内部章程 凭照以及决议草案都准备好了吗 S 是的 先生 我已经通过了所有的必须材料 我还准备了会议备忘录 K 好极了 休会后 请你把所有安排事宜告知各有关方面 写出正式通知一式两份 三 会议通知三 会议通知 1 常用词句常用词句 The meeting will be held at the Grand International Hotel 这次会议将在国际大饭店举行 You are expected to attend the conference 希望您能词句这次会议 All the non executive directors will be present at the meeting 所有的非执行董事都要参加 这次会议 We will hold a meeting to decide the long term plan of this company 我们将举行一次会议 确定公司的长期计划 The auditors will meet at 3 p m on Friday December 21 in the Lincoln Room 审计师们将 于 12 月 21 日星期五下午 3 00 在林肯会议室举行一次会议 The purpose of this meeting is to make the following decisions 这次会议的目的是要对一 下事项作出决定 The meeting has been rescheduled for June 3 这次会议已改在 6 月 3 日召开 2 范例范例 实例实例 会议通知会议通知 Date December 15 2010 To Roger Williams R D Manager From Mary Geyrac Chair Re A Speech on High Technology at the Annual Conference This year the annual conference will take place at the Pearl Hotle from December 15 to 18 Enclosed are the agenda the minutes of the last annual conference and details of the accommodation arrangements Last year you gave a very interesting presentation on the subject of High Technology I would be grateful if you would consider giving us an update on this I would appreciate it if you could send me a confirmation 译文 日期 2010 年 12 月 15 日 接收人 罗杰 威廉姆斯 研究与开发部经理 发送人 玛丽 盖拉克 会议主席 主题 在年会上作一个关于高新技术的发言 今年的年会定于 12 月 15 日至 18 日在明珠饭店举行 随函谨附会议议程 去年年会的 记录以及食宿安排的详细情况 去年 您作了一个题为 高新技术 的报告 非常精彩 若您能对此再作一次内容新 颖的报告 我将非常感激 请回函确认 会议更改通知会议更改通知 To Members of the long Range Planning Committee From Xi Chen Secretary Date March 18 2010 Subject Change in May Meeting Date The regularly scheduled February 18 2010 meeting of the Long Range Planning Committee is rescheduled for March 25 2010 at 3 00 p m in the Third Conference Room because President must attend a marketing conference in New York Please notify me at extension 3106 if you will be unable to attend 译文 接收人 长期计划委员会成员 发送人 陈茜 秘书 日期 2010 年 3 月 18 日 主题 5 月份会议日期变更通知 原定在 2010 年 2 月 18 日召开的长期计划委员会会议 因总裁要去纽约参加一个非常 只要的营销会议 改在 3 月 25 日下午 3 00 举行 会议地点是第三会议室 如果不能参加 请拨分机号 3106 通知我 四 会议议程四 会议议程 1 常用词句常用词句 opening call to order 宣布会议开始 roll call 点名 announcement of quorum 宣布法定人数 announcement of agenda 宣布会议议程 approval of minutes from previous meeting 通过上次会议的记录 discussion of late delivery problems 讨论不能按时交货的问题 continuation of discussion of hiring procedures 继续讨论聘用程序 report of welfare committee 宣布福利委员会报告 unfinished business 讨论尚未完成的工作 new business 讨论新的工作 plans for feasibility study 计划继续可行性研究 selection of next meeting date 决定下次会议时间 appointment of committee 任命工作小组 nominations and elections 提名与改选 assignment of responsibilities 安排工作职责 contact 联系人 other items 其他 adjournment 休会 2 范例范例 实例 Date January 30 Time 9 00 a m to 10 30 a m Location The Third Meeting Room AA Hotel Objective Decide Whether to Increase Production Capacity Attendees Jud Mary J M Healther Endlf H E Simone Martens S M Michael Kent M K Roger Williams R W Jilian Black J B Agenda Item Purpose Time Presenter Estimate criteria for making decision Consensus 15 minutes Review 5 year production figures Information 10 minutes R W Estimate long and Shor term demands Consensus 20 minutes S M Review cost estimate Information 15 minutes M K Consider use of current potential capacity Decision