《商务英语写作实务》07 Minutes Writing

Unit7MinutesWritingLearningObjectivesknowthefunctionsofmeetingminutes;knowbasicelements&principlesofmeetingminuteswriting;draftandwriteameetingminutes.SectionOne

GeneralIntroductionThemeetingminutesareakindofwrittenrecordofformalbriefsummaryorrecordofwhathasbeensaidanddecidedatameeting.I.FormatNameoftheorganizationTitleofthemeetingDateVenueChairmanPresentAbsentBody(itemsofdiscussion)AdjournmentRecorderII.TipsTrytobeveryaccurate,clearandcompleteabouttheitemsdiscussedatthemeeting.Keeptheminutesshortandtothepoint.

Avoidabstractionsandgeneralities;alwaysbespecific.Useindirectspeechandellipticalsentences.Headingshelpthereaderskimfortheinformationtheyneed.Numberedandbulletedlistsmakeinformationeasytoscan.Becarefultomakelistsparallelingrammaticalform.III.Warm-upExerciseTheSecretaryofHOLYGOLDElectronicCo.,Ltd.LindaWongwritestheminutesoftheManager’smeetingheldonJanuary11,2012.Atthemeeting,thePersonnelManagerConnieXionginformedofthestaffchange,theSalesManagerAlanZhangmadeareportonthelatestsalessituation,andthemanageroftheFinanceDept.EdwardLeeproposedthecutting-downonlunchallowancewhichwillcontinuetobediscussedlater.SectionTwo

SamplesSample1HOLYGOLDElectronicCo.,Ltd.MinutesoftheManager’sMeetingDate:January11,2012Venue:No.1ConferenceRoomChairman:Mr.DavidLee,ManagingDirectorPresent:Mr.DavidLee,Ms.ConnieXiong,Mr.AlanZhang,Mr.EdwardLeeAbsent:Mr.DavidYang1.ThechairmanMr.DavidLeecalledthemeetingtoorderat10:00a.m..Asthefirstitemontheagenda,heaskedforapprovaloftheminutesofthemeetingheldonDecember12,2011,whichwereagreedandsigned.2.ThechairmanfirstaskedMissConnieXiong,thePersonnelManager,toinformofthestaffchanges.Ms.ConnieXiongsaidthatanewpayclerkandseveraltechnicianshadbeenemployedandtheywerereceivingtraining.3.TheSalesManagerMr.AlanZhangmadeabriefreportonthelatestsalessituation.HesaidthattheCompanywasfacingfiercecompetitionandthesalesinChinaonlyincreasedslightlyduringthepastquarter.Heoutlinedwhatactioncanbetakentoimprovethesalesthisyear.4.Mr.EdwardLee,thenewlyappointedFinanceManager,presentedhisideaonthecutting-downonlunchallowancewhichwasopposedbyMsConnieXiongandMr.AlanZhang.Thechairmandecidedtodiscusstheproblemlater.ThenextmeetingwillbeheldonFebruary11,2012,heconferenceroom.Themeetingwasadjournedat11:30a.m..Recorder:LindaWong,SecretarySample2GuangzhouRoaringTradingCo.,Ltd.MinutesofMeetingDate:June29,2011Venue:No.2ConferenceRoomChairman:JohnsmithPresent:JohnSmith,DavidChen,CarlRead,MarkBrown,PeterFangAbsent:MaryLinTheregularmonthlymeetingofGuangzhouRoaringTradingCo.,Ltd.washeldatthemeetingroom,9:00a.m.June29,2011.ThemeetingwaspresidedoverbyJohnSmith,President.MinutesTheminutesofthelastmeetingwereapproved.NewproposalsDavidChenreportedtheplanofexpansionintoEuropeanmarketandhisproposalwasunanimouslyaccepted.ResolutionAresolutionwasannouncedbyPresidentJohnSmiththatMr.CarlReadwasappointedastheFinanceManagerbecauseoftheretirementoftheformerFinanceManager.AdjournmentThemeetingwasadjournedat11:00a.m..RecorderLucyLee,SecretarySample3MinutesoftheMonthlyMeetingoftheSalesDepartmentDate:June3,2010Venue:No.1ConferenceRoomChairman:Mr.FalkPresent:Mr.FalkMr.Baum,Ms.Dulugatz,Mr.Fenster，Ms.LiuAbsent:Ms.PennAnnualsalesmeetingwasheldthisafternoon.Inthemeeting,weapprovedthesalesproposalsoflastmeeting.WeheatedlydiscussedthenewproposalsuggestedbyMr.Fenster.Ms.Liupointedoutthattheproposalwasnotdeepenoughanditwasneededtoberevised.Othermembersweresilentatfirst,butafterawhile,theyjoinedthespiritedargumentandpointedoutmanyflawsoftheplan.Finally,wereachednoagreement.Westillhavetodiscussitnexttime.ThenextmeetingwillbeheldatthesametimeandplaceonJuly5,2010.Themeetingwasadjournedat5:15p.m..Recorder:Ms.Sun,SalesAssistantSample4EvergreenCosmeticsCompanyMinutesofMeetingDate:April6,2007Venue:No.1ConferenceRoomChairman:JamesPresent:James,Laura,Max,Nic,OliviaAbsent:Ali,Mary1.Theminutesofthelastmeetingwereagreedon.2.PackagingofBlackMuskbathoilJamesrecommendedusingplasticbottlesbecausetheyarelight,easytopackandeasytotransport.Furthermore,theydonotbreak.Oliviasuggestedglassbottleswouldgivethebathoilamoreupmarketimage.Maxpointedoutthatglassiseasiertorecyclethanplastic.Jameswonderedifcustomerswouldactuallybringbottlesbackforrefilling.Laurapointedoutthatifweuseglasswewillneedtofindanewsupplierasourpresentsupplieronlydealsinplastics.Sheagreedtogetquotesfromdifferentsuppliersintimeforthenextmeeting.3.Anyotherbusiness:noneThenextmeetingwillbeonMarch15at10:00.Themeetingwasadjournedat5:15p.m..Recorder:JanetSmithSectionThree

SituationWritingSituation1ThefollowingaretheminutesofthemonthlymeetingheldbytheHistoricalSocietyofNewfoundland.CompletethefollowingminuteswiththeChineseprovided.TheHistoricalSocietyofNewfoundlandMinutesoftheMonthlyMeetingDate:April6,2009Venue:CanadianRoomoftheSt.JohnsInnChairman:WalterAccaro,PresidentPresent:WalterAccaro,VictoriaLaBelle,DressdenKoch,AnneBartonAbsent:CarltonFields,RobertNoonan1.Calltoorder_____________________________________________________________（会长于上午九点宣布开会）.2.Minutes_________________________________________（会上通过了上次会议纪要）.3.Discussion1)Treasurer’sreportThetreasurer,VictoriaLaBelle,gavethefollowingreport:Balanceonhand,March15,$2,500.00CashreceivedMarch15-April15,$750.00Total$3,250.00PaidoutMarch15-April15,$475.00Balanceonhand,April15,$2,775.00Thetreasurer’sreportwasaccepted.The

meetingwas

called

to

order

by

the

president,

Walter

Accaroat

9:00.The

minutes

of

the

last

meeting

were

approved2)OldbusinessItwasmoved,seconded,approvedunanimouslythataleafletbeprintedtosolicitnewmembership.Thisleafletwouldbedistributedtolocalchambersofcommerce.3)NewbusinessSomediscussionsaboutimprovingcommunicationbetweentheclubandthelocalmediawerealsocarriedonatthemeeting.4.Nextmeeting______________________________________________________________________________________________________________（下一次纽芬兰历史学会月度会议将于2009年5月6日在同一地点举行）.5.Adjournment____________________________________（这次月度会议在上午11点半休会）.Recorder:AnneBartonThenextmonthlymeetingoftheHistoricalSocietyofNewfoundlandisscheduledforWednesday,6May,2009atthesameplace.TheMeetingwasadjournedat11:30a.m.Situation2AsaSecretaryofEastStarTradingCompany,you’llwriteacopyofminutesforthemonthlymeetingheldon23March,2012.ThemeetingwasheldintheNo.1ConferenceRoomfrom4:00p.m.to5:50p.m..TheGeneralManagerMr.Falkchairedthemeeting.Mr.Baum,Ms.Dulugatz,Mr.Fenster,Ms.Liu,Ms.SunwerepresentatthemeetingandMs.Pennwasabsent.Firstly,thesecretaryreadtheminutesoflastmeeting(23February)anditwasapprovedbyall.ThenMr.FenstersummarizedtheresultofhisinvestigationonthemattercomplainedbythecustomerandhewouldsendawrittenreporttotheBoardofDirectors.Lastly,theGeneralManagerMr.FalkproposedthatMr.BaumwouldgetintouchwiththecustomermakingthecomplaintandMs.Dulugatzwouldbethespokespersontothemedia.Itwasdecidedthatnextmeetingwouldbeheldatthesametimeandplacenextmonth.Pleasewriteacopyofminutesaccordingtotheabovepoints.MinutesofthemonthlymeetingoftheEastStarTradingCompanyEmployees’canteen,23March,2012Presiding:Mr.FalkCharing:Mr.FalkPresent:Mr.Baum,Ms.Dulugatz,Mr.Fenster,Ms.Liu,Ms.SunAbsent:Ms.Penn

1.Thechairmancalledthemeetingtoorderat4:00p.m.2.Asthefirstitemontheagenda,theminutesofthepreviousmeeting(August21)wasreadbytheSecretaryMs.Liuand23March,2012.3.Mr.FenstersummarizedtheresultsoftheinvestigationonthemattercomplainedbythecustomerMr.HenrySmith.HewasgoingtowriteareportonthisandpresentittotheBoardofDirectors.4.Mr.FalkproposedthatMr.BaumwouldgetintouchwiththecustomermakingthecomplaintandMs.Dulugatzwouldbethespokespersontothemedia.5.ThenextmeetingwillbeheldatthesametimeandplaceonOctober22,2003.

Themeetingadjournedat5:15p.m.

PreparedbyMs.Liu,SecretarySituation3TranslatethefollowingminutesintoEnglish.总经理办公室会议记录日期：2011年10月10日时间：下午2:30地点：总经理办公室主持人：杨达志（总经理）出席：李忠，王辉，王平缺席：杨洋讨论事项：1．娱乐休闲场所的设置王辉建议增设诸如台球室、乒乓球室等娱乐休闲场所，以丰富员工的业余生活。行动措施：由王辉负责做员工问卷调查。2．美化环境李忠建议在办公室多布置一些花草，多挂些书法、绘画条幅，使环境更欢快明朗。行动措施：此事将由李忠和王平安排落实。会议于下午4:00结束。记录人：刘茜MinutesofGeneralManager’sOfficeMeetingOctober10th,2011Place:GeneralManager’sOfficeChair:YangDazhi(GeneralManager)Present:LiZhongWangHuiWangPingAbsent:YangYang

Thechairmancalledthemeetingtoorderat4:00p.m.2:30p.m.Discussion1TheinstallationoftheamenitiesWangHuisuggestedtoconstructsomerecreationalamenitiessuchasbilliardroom,Ping-Pongroominordertoenrichtheemployees’leisuretime.ItwasdecidedthatWangHuiwastomakeaquestionnairesurveyamongtheemployees2OfficebeautificationLiZhongrecommendedthatmoreplants,morepaintingsandcalligraphyshouldbeplacedwithinthecompanypremises.LiZhongandWangPingwereaskedtoputthoseintoaction.Themeetingcametoanendat4:00p.m.Situation4MinutesoftheSalesMeetingDate:July25,2011Time:9:00a.m.-11:00Venue:Present:DavePraktash(Chair)（DP）JackPeterson(JP)MargaretSimmons(MS)BobHamp(BH)TomRobbins(TR)JohnRuting(JR)AliceLinnes(AL)DonaldPeters(DP)JenniferMiles(JM)Absent:AnneTrusting

CalltoorderTheChairmancalledthemeetingtoorderat9:00a.m..

IntroductionsJP,MS,BHwasintroducedandwelcomed.

ReviewingPastBusinessDPintroducedthetopicofthisday’smeeting.TRsummarizedthemain