商务英语写作Chapter-10-minutes

MinutesContentsComposingYourMessageReferenceExpressionsSampleMinutesWritingYourMessageCheckYourselfComposingYourMessageMeetingMinutesWhatismeetingminutes?

arecordofdiscussionanddecisionsmadeatameeting.Whattenseyoushouldchoose?

pasttense

Whatskillsyoushoulduse?

formality:formaltone:objective(noopinions,butfacts)Howimportantismeetingminutes?

Minutesareconsideredlegaldocumentsbytheauditors,IRS(internationalrevenueservice美国国税局)andcourts.Manyassertthatifit'snotintheminutes,itdidn'thappen.

PreparationforMinutesBeforetheMeetingDuringtheMeeting

AddyourtitleinhereAftertheMeeting

Chooseyourtool:Decidehowyouwilltakenotes,i.e.penandpaper,laptopcomputer,ortaperecorder.Makesureyourtoolofchoiceisinworkingorderandhaveabackupjustincase.Usethemeetingagendatoformulateanoutline.

Passaroundanattendancesheet.Getalistofcommitteemembersandmakesureyouknowwhoiswho.Notethetimethemeetingbegins.Don'ttrytowritedowneverysinglecomment--justthemainideas.Writedownmotions,whomadethem,andtheresultsofvotes,ifany;noneedtowritedownwhosecondedamotion.Makenoteofanymotionstobevotedonatfuturemeetings.Notetheendingtimeofthemeeting.

Typeuptheminutesimmediatelyafterthemeeting.Includethenameoforganization,nameofcommittee,typeofmeeting(daily,weekly,monthly,annual,orspecial),andpurposeofmeeting.Includethetimethemeetingbeganandended.Proofreadtheminutesbeforesubmittingthem.ContentofMinutesHeading

name,titleandsignatureoftheminuteskeeper

nameoftheorganization/meeting

date,time,placeofthemeetingnameofthechairman/hostnatureofthemeeting

namelistofattendeesandabsentees

statementofpreviousminutes,announcement&reports

listofproposals&reportsbeingreadallmotions,actionstakendetaileddescriptionofadoptedresolutions&simpledescriptionofrejectedstatementsrecordoftheballotscasttime,dateandplaceofnextmeetingtimeofadjournment

BodySignatureReferenceExpressionsNote-takingSkills---Symbols=≠≡∴+><—→

equals/isequalto/isthesameasisnotequalto/isnotthesameasisequivalenttoTherefore,thus,so,becauseand,more,plusmorethan,greaterthanlessthanless,minusgives,causes,leadsto,resultsin,isgivenby,isproducedby,resultsinNote-takingSkills---Abbreviationsc.f.(confer)

i.e.(idest.)

e.g.(examplagrate)

NB(notabenne)No.(numero)etc.(etcetera)1st,2nd,3rdQ1,Q2,Q3,Q4=compare=thatis=forexample=notewell=number=andsoon=first,second,third=first,second,third,fourthquarteroftheyearSampleSentences

Apologyforabsence

Noapologywasreceivedfrom…

Themeetingwascalledtoorder…

Amotionwasmadeby…

Motionsecondedby…

Motionwasapproved.

Themeetingwasadjournedat…

Thevoteencompassedapproval

Thechairmanhighlightedthebackgroundof…

Thechairmankickedoffthediscussionby…

Thememberinclinedtoprovidemoreinformationabout…

TheinformationreviewedattheJunemeetingsuggestedthat…

TheManagerreportedonrecentdevelopmentsof…SampleSentences

Participantsexpressedconcernabout…Participantsobservedthat…othersnotedthat…Participantsalsodiscussedtheroleof…Participantsinterpretedtheincoming…Severalparticipantspointedoutthat…Intheirdiscussionof…,participantsobservedthat…Intheirdiscussionof…,meetingparticipantssaw…as…Inlightofthepossibilitythat…Intheirdiscussionof…Thestaffforecastpreparedfor…TheCommitteeunanimouslyapprovedtheminutesof…WithregardtotheCommittee’sannouncementtobereleasedafterthemeeting,membersexpressedsomedifferenceinviewsabout…SampleMinutesFriendsofMapleleafPark

MinutesofmeetingJune12,2006TheregularquarterlymeetingofthefriendsofMapleleafPark,Inc.,washeldattheColonialLodge,2:00p.m.,June12,2006.ThemeetingwascalledtoorderandpresidedoverbyDr.ElaineDiMartello,president.MinutesTheminutesofthelastmeetingwerereadandapproved.Treasurer’sReportThomasMartin,treasurer,reportedreceiptsof$275.00andexpendituresof$158.75sincethelastmeeting,foracurrentbalanceof$2480.82.Thereportwasaccepted.CommitteeReportsAndrewFinepresentedthereportoftheSocialCommittee.AbenefitconcertbytheAppleValleyJugBandwillbeheldintheparkonJuly5.ThereportoftheImprovementsCommitteewaspresentedbyLucyWarren,whodistributedtheresultsofasurveyontheuseofMapleleafPark.NewbusinessItwasmovedbyCariaWade,secondedbyAndrewFine,thatupto$500bespentonanewdrinkingfountain,tobechosenbytheimprovementsCommittee.Afterdiscussion,themotionwasapproved.Themeetingwasadjournedat3:15p.m.EdwardWillingSecretarySample1MinutesoftheMeetingofBoardofDirectorsHansonIndustries,Inc.March18,2006TheregularquarterlymeetingoftheHansonIndustries,Inc.washeldattheLilyLodge,9:00a.m.March18,2006.ThemeetingwascalledtoorderandpresidedoverbyAlfredKatz,Chairman.ProposalsTheproposalsofthelastmeetingwereapproved.Treasurer’sReportAdamsWillsreportedreceiptsof$100,000andexpendituresof$50,000lastmonth.Thereportwasaccepted.ResolutionAresolutionwasadoptedunanimouslybytheBoardofDirectorsofHansonIndustries,Inc.whereas,Mrs.RosaAdamsonwillberetiringApril1after32yearsofservicetoHansonIndustries,thisboardexpressesitsdeepandsincereappreciationtoMrs.Adamsonandbestwishesareextendedtoherforalongandhappyretirement.Acopyofthisresolutionwillbeincludedinthenewspapersandtelevisionstationsofthiscommunity.Themeetingwasadjournedat11:30a.m.MaryLucySecretarySample2MINUTESOFAMEETINGOFPLEASURETOY

COMPANYHELDONNOVEMBER10,2007AT10:00PRESENT:Mr.MartinWashington(Chairman),Mr.Westerland,Mr.George,Mr.Anderson1.APOLOGIESFORABSENCE

NoapologywasreceivedfromMr.Wallace.2.MINUTESOFLASTMEETING

ThesewereconfirmedandsignedbytheChairman.3.REPORTSFROMTHESALESSECTION

THEINTERNATIONALCONFEREENCE:TheinternationalconferencewouldbeheldonNovember11,2007.

THEPROMOTIONALACTIVITY:ThepromotionalactivitywouldbeheldonnextSaturday,April19,2008.4.ANYOTHERBUSINESS

ItwasdecidedthatnextmeetingwouldbeheldonSaturday,August2,2008.AliceNelsonSecretaryNovember10,2007Sample3MinutesofaMonthlyMeetingofBoardofDirectorsDate:March5,2006,2:30p.m.Place:Meetingroom,fifthfloor,theCentralBuildingofSunHotelParticipants:AllthedirectorsChairman:Chairmanoftheboard,Mr.LiwensMinuteskeeper:Lily Thechiefitemsatthemeeting: Afterthemeetingwasdeclaredopen,Mr.Liwens,chairmanoftheboard,madeareportontheworkandtotalsalesofthecompanyatthisseason,whichwasfollowedbyaheateddiscussion. Allthedirectorsagreedtoholdapressconferenceforthecompanynextmonth. ThemeetingsuggestedinvitingexpertsfromCanadatogiveatrainingcoursetoalltheemployeesofthecompany.Themeetingadjournedat6:00p.m.RossCantrellSecretarySample4Sample5WritingYourMessageSituationYouworkasajuniorsecretaryforPrioryCurtisElectricalSupplierson32PrioryRoad,SwidonSN3SLX.Atarecentsalesmeeting,peopleinthesalesdepartmentdiscussedhowthecustomerspaytheirbills.Writeaminutesaccordingtothefollowingrecordofthedialogueatthemeeting.Waysofthinking1.Beclearaboutwhoarepresent

andwhoareabsent.2.Usenamesandtitlestoreferto

peopleconsistentlyandavoidsuggestingdeferencetoacertainparticipantunintentionally.3.Beimpartialandobjective.Asanotetakeryouarenotinchargeofthemeeting,thechairpersonis.

Yourfocusmustbeoncapturingthediscussionofthemeeting,notonleadingthediscussion.4.KeepyourminutesbriefandtothePoint.Theminutesofameetingshould

beasnapshotofdiscussionsanddecisions.Aneffectiveminutetakingdoes

notmeanyouarerecordingeverywordthatwassaid,sincethiscouldleadtomissingimportantpoints.5.Usethepassivevoicetodescribetheeventsandchangeparticipants’informalwordsintoformalwords.KeytoWritingYourMessageSalesMeetingMinutesDate:7:00April14,2006Present:DouglasCarver,Manager(chair);JonWhiteBear;ElizabethDrucker;JackPorterAbsent:SheilaAndersonMeetingcalledtoorderat7:00p.m.April14,2006byChair,DouglasCarverforthepurposeofsolvingcustomer’sproblemsinpayment.Proceedings:1.(Lastmonth’s)meetingminuteswereamendedandapproved.2.Afterthemeetingwasdeclaredopen,Mr.DouglasCarver,chairmanofthemeeting,madeapositivecommentonthetotalsalesofthecompanyoflastweek,andpointedoutthatourcustomersdidn’tknowhowtopayproperly.HeMOTIONStosendaleaflettothemtoensureourorganizationreceivesmorepaymentsontime.Afterdiscussion,staffmembersagreed.3.Inthediscussion,JonWhiteBear,ElizabethDruckerandJackPortergavemoresuggestionsaboutthecontentoftheleaflet:a.Theleafletcanbeplacedonthecounters.b.Theleafletshouldremindthecustomerstopaybycash,creditcardordebitcard.c.Theleafletshouldremindthemnottopostcashtousandwhentheywishtopaybytelephoning,theyshouldgiveustheircarddetails.d.Theleafletshouldremindwholesaleclientstowritetheiraccountnumberonthebackofthecheckandpaywithin10daysafterreceivingthebillorstatementofaccount.OtherBusiness:Elizabethmentionedthatstaffmember,SheilaAnderson’shusbandisillandinthehospital.MOTIONtosendagifttoAnderson’shusband,expressingtheorganization’ssympathyandsupport;secondedandpassed.Meetingadjournedat9:30p.m.MinutessubmittedbySecretary,BhataBhatacharia.CheckYourselfTask1Choosethebestoption(s)tocompletethestatement(s)andanswerthequestion(s):

1.b

2.a,b,d,e,f

3.a,b,c,dTask2:Translatethefollowingsentence1.Annieexplainedthat,asprospectsforthefutureappearedsound,sheshouldstronglyrecommendanincreaseinstaffsalaries.2.Mr.Birdwhistlerecommendedthatdrinkmachinesshouldbepurchased.3.MissShirleyannouncedthatshehasmadeallnecessaryarrangementforthepromotionalactivity.4.TheChairmanreportedthattheconcertheldonSaturday,April12,2006wasagreatsuccess,makingaprofitof$3,000.5.TheChairmancommentedonthepoorconditionoftheheatingsystem.Mr.DillonWilliamswasrequestedtofindoutthecostofnewones.

Annie提议由于公司前景明朗，应给于与员工加薪。主席谈到了供热系统的不良状况，要求DillonWilliams先生调查新供热系统的价格。主席作报告称2006年4月12日举行的演唱会取得成功，获利3000美元。Shirley小姐说她已经为促销活动做好了所有的准备。Birdwhistle先生提到应该购买饮水机。Task2:Translatethefollowingsentence6.HelenPaterson小姐自愿做市场调查，并将在下一次会议上作相关报告。7.公司秘书递交了销售经理关于新工程的详细报告。8.事先发下去的上次会议的记录时得到主席签字确认的正式纪录。9.会议同意下次会议将在2005年1月3日16点（4:00p.m.）举行。10.GaryClark先生已正式说明缺席原因，他因参加商业会议而不能到会。MissHelenPatersonvolunteerstodoamarketingsurvey,andreportbackatthenextmeeting.Thecompanysecretarysubmittedareportfromthesalesmanagercontainingallthedetailsofthenewproject.Theminutesofthelastmeeting,havingbeenpreviouslycirculated,wereapprovedandsignedbytheChairmanasacorrectrecord.ItwasagreedthatthenextmeetingwouldbeheldonTuesdayJanuary3,2005at16:00.ApologieswerereceivedfromMr.GaryClarkwhowasattendingabusinessconference.Task3:TrueorFalse1.Keeptheminuteshortandtothepoint.2.Minutesshouldbeaccurate.Soyouneedtorecordeverytopicdiscussedonthemeeting,eventhoseirrelevanttothebusinessathand.3.Tohelptakingaccurateminutes,obtainthemeetingagenda,minutesfromthelastmeeting,andanybackgrounddocumentstobediscussed.4.Minutesshouldbeinaverbatimmanner.5.Minutescanbetakenbyparticipants.F(Avoidwritingdownthedetailsofeachdiscussion.Takingminutesisnotthesameastakingdictation.)

T

TF(Minutesnotedownonlythepointsandeventsinsteadoftheunnecessaryrepetitionsandnonsensewords.)F(Inordertoensureanimpartialandobjectiveminutes,itshouldbetakenbysecretarieswhowillnotspeakatthemeeting.)Task3:TrueorFalse6.Youshoulddevelopyourownwayoftakingnotes.7.Headings,numbersandbulletpointsarecommondevicestohelpbuildupalogicstructure.8.Nowthatyouhavetakendetailednotesduringthemeeting,youcantranscribetheminutesatanytimeafterthemeeting.9.Astheminutestakerandaparticipantinthemeeting,youcanincludeyourownsubjectiveopinionsintheminutes.10.Nomatterwhattypeofminutesyoutake,focusoncapturingandcommunicatingallimport