《涉外秘书英语写作》课件-涉外秘书英语写作 chapter10

bcefhgjadiBeforethemeetingBeforemakinganyarrangements,thesecretarymustconsultthebossortheconferenceorganizingcommittee(ifthemeetingisalargeone)toreachthefinaldecisionsonthemainthemeorpurposeofthemeetingandthedateandplace.

Theymustworkoutadetailedagendaforthemeeting.Ashortmemooranoticemustbewritteninordertonotifytheprospectiveattendantsofthemeeting.

b.Ifitisafairlylargeconferencethesecretaryandtheorganizingcommitteemustgotoahoteltobookaccommodationandentertainmentfortheattendants,andcalculateallthecost.

c.Themeetingroommustbeappropriatedequippedwithallthedevicesorequipmentshavingtobeusedduringthemeeting.d. Ifthereareotheractivitiespriorto,inthemiddleof,andafterthemeeting,suchasaconferencedinner,reception,atrip,andetc.carefularrangementsshouldbemadeforthem.

e.Attheinitialbriefing,thesecretaryshouldprovideinformationinwrittenformtotheparticipantsaboutthe:Datetime,andlengthofthemeetingVenuePurposeofthemeetingHisorherexactroleinthemeetingInformationandresourcesthatneedtobebroughttothemeetingPreparationstheyneedtomakepriortothemeeting

f.Atthefinalbriefing,thesecretaryshouldprovideFinalizedagendasMapsAnylast-minuteinformationpriortoattendingthemeetingAtthisstagethesecretary’smajortaskisjusttotakenotesandrecordthedetailsofthedecisionsorarrangementsreached.Besides,ashortdescriptionofallthehappeningsduringthemeeting,especiallythereactionsorresponsesfromsomeoftheimportantattendantsispreferable,usuallytermedthe“minutes”ofthemeeting.Besuretositwherealldelegatesareinviewandnamecardscanbeseen.DuringthemeetingWhenthemeetingisover,thesecretarymustworkoutthefinaldraftoftheminuteofthemeetingandgetitapprovedbytheboss.Thensentittoalltheparticipants.AfterthemeetingSectionOneMeetingNoticeDearall：

Subject: StaffMeetingtoBeHeldonOct.9,2012YouarerequestedtoattendthestaffmeetingwhichwilltakeplaceinConferenceRoomonOct.9,2012.Agendaforthismeetingisattachedforyourreference.Everyonewillhavea20-minutepresentation.PleaseprepareyourpresentationslideaccordingtotheformatIhavesentyouearlier.Anyquestions,pls.callmeatextension358.

SusanXuAssistantSample1:Sample2:HRteam:Subject:firstmonthlyHRstaffmeetingMonday,Sept.12,willbethefirstmonthlyHumanResourcesstaffmeetingwiththePresident.ThesemeetingswillbeheldonthesecondMondayofeachmonthfrom8:30to9:30amintheHumanResourcesconferenceroom.Tohelpmakethesemeetingproductive,pleaseprepareintwoways:a.Reviewandbringanyperiodicreportsthatyougenerateinyourwork–hiringstates,exitinterviews,medicalorworker’scompclaims,accidents,security,orspecialeventinformation.Bring11copiesandanoverheadoranelectronicfileofeachdocument.b.Feelfreetoraiseanyquestionsorconcerns.However,ifanissueissignificant,reviewitwithRichardbeforebringingittoamonthlymeeting.Becausethismonthlymeetingisabigcommitmentoftimefromeveryone,weneedyourregularattendance.Ifyoucan’tmakethemeeting,notifySusanbytheThursdaybefore.Thanksforyourcooperation.Ifyouhaveanyquestionsorsuggestionsaboutthemeeting,pleasecontactRichardorme.JuliaHRManagerSample3:Gentlemen,

Subject:AgendaforyourreviewAttachedisourproposedagendaforourmeetingtobeheldatyourheadofficefromDec.21to23.Itcoversallareaswewouldneedtoclarifybeforeanydecisionscouldbemade.Youmaywishtoincludeotherareastomeettherequirementsonyourside.Ifso,pleasesubmityourproposedadditionsassoonaspossible.Apromptreplywillverymuchfacilitatepreparationsonthisside.‘Sincerely,MartinChiaUsefulphrases:1.Allarerequestedtoattendthemeetingtobeheldat3pmWednesday,Aug.23intheconferenceroom.8月23日周三下午在会议室开会，所以员工务必出席。2.AmeetingtodiscussABProjectistobeheldat3pmonWednesdayJuly11intheConferenceRoom.将于7月11日周三下午3点在公司会议室开会讨论AB项目情况。3.Attachedisyourhotelarrangement,yourseatnumberatthemeeting,andtheagendaforthemeeting.Pleasegooverthembeforehand.附件是有关您的住宿安排、会场座位以及本次会议的议程表，请您事先过目。4.Forfurtherinformation,pleaserefertotheattachedconferenceagendaorviewedatourwebsite.详细信息请参见附件里的大会日程或登陆我们的网站浏览。5.Themeetingwilllastfortwodaysandifyouneedhotelaccommodationbooked,pleaseinformMs.Lucyattheextension322nolaterthanNov.25.此次会议要开2天。如需我们帮你安排住宿，请在11月25前通知路西，她的分机是322Exercises:Choosetheappropriateformsofthewordsorexpressionsgivenbelowtocompletethefollowingsentences reference,summary,official,description,brief,break,notify,relevantto,circulate,reserve1．AboardmeetingwilltakeplaceinthemeetingroomonMay20,2008.Please___________thetimeinyourcalendar.2．Themeetingwillbeheldfrom1:00p.m.to4:00p.m.witha15-minute__________midwayand30minutes’Q&Afollowing.3．Also,youwillfindamapwithcompletetraveldirectionsanda_____________oftheparkingfacilitiesattheJinmaoMansion.4．Allthenecessarydocumentsandtheinformation________________themeetingshouldbeavailable,preferablyprintedanddistributedbeforethemeeting. reservebreakprospectiverelevantto5．Afterthemeeting,please_______thepartiesconcernedandwritethe________noticeinduplicates.6．I’dliketo_______youonourcurrentmarketsharesinSouthChinaatthemeeting.7．Foryouradditional__________,anagendaisattached.8．Paul,canyougiveusaquick____________oftheprogresssofar?9．Sandycanyou___________thesereportstoeveryonebeforethemeeting? reference,summary,official,description,brief,break,notify,relevantto,circulate,reservenotifyofficialbriefreferencesummarycirculateII.TranslatethefollowingletterintoEnglish.中国公司的代理商管理会议将于12月5日至6日在苏州举行。相信此次会议定能为各位提供良好的机会共同探讨所面临的问题。此次会议的主要议程如下：1．说明公司在中国地区的市场状况及销售策略;2．介绍我公司的最新产品和技术;3．参观公司在苏州工业园区的工厂，以加深各位对我公司的产品认识。我们希望每一位代理商都能出席此次会议。敬请在11月15日前填好并发回所附的表格，以便我们做出安排。如不能出席此次会议，请于11月10日前通知苏瑞，她的电话号码是（21）5897-0000，分机321.SectionTwo Agenda

Itemsoftenappearonanagendainthefollowingorder:CalltoorderbypresidingofficerRollcall(Apologiesforabsence)Approval,amendmentorcorrectionofminutesofthepreviousmeetingMattersarisingfromtheminutesMatterstobediscussedAnyotherbusinessDate,timeandplaceofnextmeetingAdjournment(1)AgendaforBudgetMeetingNov.10,20129:30—11:30am,conferenceroom1.Minutesoflastmeeting;2.Presentationoffinancialsituation(CFO)---20min.;3.Budgetpresentations(heads)--10min.each;4.Proposals–30min.;5.AOBSamples(2) SanFranciscoBayAreaChamberofCommerceAgendaforMonthlyBoardMeetingTobeheldonMonday,Oct.15,2012at2:00pmAttheGrandHotel,5thFloor,ConferenceRoom516MainStreet,SanFranciscoBay

AttendancePresentApologiesMinutesoftheQ3BoardMeeting3.UnfinishedBusiness4.NewBusinessChairman’sUpdate;ResultsofFundraising;AnnualDinner;MembershipReport;

5.AdjournmentSectionThreeMeetingMinutesPayattentiontothefollowingrules:1.Learnthemembers’namesandfacesasquicklyaspossible.2.StudytheminutesofpreviousmeetingstofamiliarizeyourselfbothwiththewaytheyarepresentedandwiththeCommittee’sbusiness.3.Howevergoodyourshorthand,donotattempttorecordeverywordspoken.Justsummarizethemainpoints.4.Listenhardandsummarizeasyougo.Acompetentchairmanwillsumupthediscussionandthiscanbeveryhelpfultoyou.5.Usethenumberandheadingsfromtheagendaasthebasisforyournotes.6.Takeyournotesinanorderlyway.Underlinedecisionsandactions.7.Giveeachseparatetopicitsownnumberandheading.8.Notethetimeatwhichthemeetingends.1.Arrangementofthemeeting: (1)Name&Sequenceofthemeeting (2)Time&PlaceoftheMeeting (3)Present&Apologies (4)Chairman&Note-taker2.Contentsofthemeeting. (1)SpeechReport&RelayedGistofChairman; (2)ContentsofDiscussion; (3)SpeechesoftheCommittee; (4)ResolutionsoftheMeeting.Youmuststateclearlywhetheritis“CarriedUnanimously“or“CarriedbyMajority.”Ifthereisanyobjection,pleasemakeitclearly.Meetingminutesisusuallyformedbytwoparts:Sample:Dearall,Asdiscussedonpreviousmeeting,belowarethemeetingminutes.Theteamhasdecidedthatthethemeforthisyear’sannualdinnerwillbeBikersNight.

2.Re-discusswithSheratonHotelonOct.1711:00am–Susan,Raymond,WongPreparevendorsetupSigncreditapplicationPreparefor30%downpayment

3.Banner&doorgiftCherry–Bikeshapekeychain–willbidwithtwosupplierforbetterquotationprice.Finalizebynextmeetingifnobetteridea.Gloria–Additionalsloganforbannerandgetvendorsetup

4.Attendanceconfirmation–Yati&Ann(nextTuesday)

5.Eventplannerselection–Yati,Ann,Gloria,KevinAwaitingitemizedquotation6.Talenthuntperformance–Ann,Raymond,Doris5performancefromShanghaisofar,nonefromSuzhouCashvoucherRM300pershow

7.Luckydrawgift--May,Susan,Doris,Joy,Joyce–shoppingonNov.14forremaining170gift+top3Furtherideasneededonthe300giftdistributionduringevent

8.Invitationandluckydrawcard–Ann,Cathy,Sarah9.Agenda17:30 registrationgames19:00 ballroomentry19:30 openingspeeches20:00 dinnerstart20:30 luckydraw–1021:30 luckydraw–1522:00 bestdress22:30 recognition&longserviceaward23:00 top323:30 dance24:00 adjournUsefulexpressions:1.TheGroupapprovedtheminutesofNov.2011meeting,withoneminorcorrectiononmeetinglocation.会议组通过了2011年11月的会议记录,只就会议地点做了少许更正。2.Motiontoapprovetoday’sagenda.Ivanmoved,Edwardseconded,unanimousapproval.批准今天的议程。伊万提出一项动议，爱德华附议，无记名通过。3.Theconferencewasadjournedtoallowtheparticipantstocontacttheircompanies.会议暂停,以便与会者和各自公司联系。4.NexttheBoarddiscussedthetimingandcreationofthe2013OperationPlan. 董事会接下来讨论了如何制定2013年的计划。5.FinancialmanagerBillGreenprovidedacomprehensiveupdateonthecompany’sfinancialplanandforecast.财务经理比尔.格林提交了一份有关公司财务计划和预测的全面更新报告。6.Hestressedthatth