1、 Unit 4 Intra-corporate Documents(II)TasksnMeeting AgendanMeeting Minutes Tasks of Meeting Agenda1.Introduction2.Categorization3.Layout4.Samples5.Exercises6.Case studyIntroduction As the order of the day,meeting agenda contains 1.time,place,title of the meeting 2.a list of topics to be discussed in
2、the meeting,3.people responsible for the topic 4.the approximated amount of time for each topic.Categorization1.Formal agenda 2.Informal agenda Formal agendaA formal agenda may include:1.call to order2.approval of the agenda3.approval of the minutes of the last meeting4.reports5.old or unfinished bu
3、siness6.new business7.announcement 8.adjournmentInformal agendaA formal agenda may include:1.call to order2.reports3.discussion4.decision5.adjournment Layout(1)Heading(2)Body Heading The heading includes:ntitlenorganization namendate and location of the meeting.BodyBody includes:ncall to ordernwelco
4、me remarksnapproval of the minutes of the last meetingnreports nold businessnnew business ndiscussion leader of each topicntime allotment for each topicnother issues nannouncement nadjournment Agenda Meeting of the Board of Directors of Far East Textiles Enterprise Ltd.Time:Friday,April 27,2013,9:00
5、 a.m.Place:Auditorium of Far East Textiles Enterprise Ltd.9:00 Call to order Chen Ping 9:00 Chairmans welcome remarks Chen Ping 9:10 Approval of the agenda Chen Ping 9:20 Approval of the minutes of the last meeting Chen Ping 9:30 Reporting items Chen Ping 1.2012 business report Zhao Ning2.Supervisor
6、 review of 2012 financial statements.Wang JieSample A formal agenda3.Report endorsement and guarantee conditions Shi Jingyu4.Set forth meeting rules for the Companys board of directors.Wang Hanlin10:30 Old or unfinished business Chen Ping 11:00 Acknowledgment,discussion and voting items Chen Ping 1.
7、Submission and acknowledgement of the Companys 2012 financial statements.2.Submission and acknowledgement of the Companys 2012 earnings distribution plan.3.Submission and vote on proposed revisions to the Companys Articles of Incorporation.4.Submission and vote on proposed revisions to the Companys
8、Procedures 11:30 Announcements Chen Ping 11:35 Meeting adjourned Chen Ping Sample A formal agenda Department Meeting Agenda March 22,9:00 a.m.Conference Room9:00 Call to order David9:00 Feasibility Report on Replacing PCs with Macs David9:10 Discussion John9:50 Approving Web Page Design John10:10 Bu
9、dget Report Larry10:55 Adjournment John Sample A informal agendaExercisesI.Blank filling:fill in the gaps with the following words to obtain the definition of a business meeting agenda.events attend title business plan includes A business meeting agenda is a _ for a business meeting.It _ elements su
10、ch as the time,place,and _ of the meeting,people who _ the meeting,and the order of the _ to occur in the meeting.planincludes title attend events II.Translate the following phrases.1.closing speech 2.tea break 3.keynote speech 4.signing ceremony 5.standing committee 6.sponsoring organization Exerci
11、ses闭幕词闭幕词 茶歇茶歇主旨演讲，会议上发表的主要讲话主旨演讲，会议上发表的主要讲话签字仪式签字仪式常务委员会常务委员会主办单位主办单位III.Translate the following sentences.1.If you have any other problem,please do not hesitate to contact our staff.We will try our best to solve it.2.If there is anything I can do for you,please just call me at3.Remittal of the lis
12、t of the attendees.Exercises如果有任何问题，请随时找会务组工作人员，我们将尽力为您解决。如果有任何问题，请随时找会务组工作人员，我们将尽力为您解决。如果有什么我能为您效劳的，请致电如果有什么我能为您效劳的，请致电找我。找我。（赞助机构）可获得本次参会者的名单。（赞助机构）可获得本次参会者的名单。Case Study Translate the following agenda 会 议 日 程 中国2010年上海世博会第一次参展方会议 会议地点：东锦江索菲特大酒店2F锦祥礼堂 2006年11月15日（星期三）第1天上午09：00 到达会场，登记、领取会议资料09：25
13、 世博会协调局周汉民副局长主持会议09：30 杨雄市长致开幕辞（10分钟）09：40 观看世博会形象片（5分钟）09：45 国展局秘书长Mr.Locertales 致辞（10分钟）09：55 华君铎总代表致辞（10分钟）10：05 茶歇（15分钟）（2F门口）10：20 钟燕群副主任作世博会组织架构和筹备工作情况报告（30分钟）10：50 黄健之副局长作世博园区总体规划报告（60分钟）12：00 工作午餐（自助）地点：东锦江索菲特大酒店B1F春申苑 Answer for Reference AgendaThe First Participants Meeting of Expo(exposit
14、ion),2010,Shanghai,ChinaLocation:Sofitel Jin Jiang Oriental HotelWednesday,Nov.15,2006 Day One Morning09：00 Arrival,registration,picking up meeting kits.09：25 Meeting chaired by Zhou Hanming,Vice/Deputy Director of Expo 2010 Business Coordinated Bureau09：30 Opening speech/keynote by Yang Xiong,Mayor
15、 of Shanghai(10m)09：40 Watching Expo image video/film(5m)09：45 Speech by Mr.Locertales,Sectary General of BIE(Bureau of International Expositions)(10m).09：55 Speech by Hua Junduo,commissioner general of the Chinese government(10m)10：05 Tea break(15m)(2f Entrance).10：20 Report on the organizational s
16、tructure and preparatory progress of Expo 2010 by Zhong Yanqun,Deputy Director of the executive committeeof Expo 2010（30m).10：50 Report on overall/general plan of Expo park by Huang Jianzhi,Deputy Director(60m)12：00 Work lunch(buffet)Location:Shanghai Spring restaurant,BIF,Sofitel Jin Jiang Oriental
17、 Hoteln Tasks of Meeting Minutes1.Introduction2.Categorization3.Layout4.Principles5.Samples6.ExercisesIntroductionnMinutes are the summarized official records of proceedings at meetings.They accurately and concisely summarize what has been said and what has been decided at the meetings.Categorizatio
18、n1.Minutes of narration 2.Minutes of resolution 3.Minutes of action Minutes of narrationnMinutes of narration provide a summarized record of what was said at a meeting.They give a full account of the meeting including the discussions which may lead up to a decision.Minutes of resolution nMinutes of
19、resolution only show or record the decision reached during the meeting,not including the discussions leading up to the decision.Minutes of actionnMinutes of action show the same content as the narrative minutes.In addition,they also indicate the future actions required and assign the responsibility
20、of tasks to the specific people.Therefore,action minutes compromise between resolution and narrative minutes.LayoutnHeadingnBodynAdjournmentnSignature HeadingnMeeting titlenThe name of the group/organization holding the meetingnTime,date and place of the meetingnThe name of the person presiding the
21、meeting and minutes recorder nA record of attendance Body(1)Opening(2)Points in discussion(3)Closing (1)Openinga.Call to order,e.g.“The Chairman called the meeting to order at 10:00 a.m.”b.Reading of Agenda for formal meeting.c.Minutes of Last Meeting”,e.g.“Minutes of the last meeting were approved
22、as an accurate record.”(2)Points in discussiona.Reports b.Old business.The old business is the issue discussed in the previous meeting,and to be continued or to seek approval in the present meeting.c.New business.The new business is a concise summary of the various points made before the conclusion
23、is reached.Attention:The recorder shouldnt transcribe all the motions word for word.It is better to arrange those points in a logical order.(3)ClosingnThe body ends with clear and precise conclusions.e.g.“The motion was approved.”AdjournmentnThe last paragraph of the minutes should state the time of
24、 adjournment.ne.g.“The chairman thanks all participants for their presence and concludes the meeting at 5:30 p.m.”or“There being no other business,the meeting was adjourned at 1:20 p.m.”nIf appropriate,the time for the next meeting will be set.SignaturenAfter complimentary close(optional),the minute
25、s should be signed by the person preparing for them.nThe minutes are closed with the signature and title of the secretary.Principles1)Be brief2)Be complete3)Be self-contained4)Be clear5)Be correct6)Be impersonalSample Minutes of narration MINUTES OF A MEETING TO DISCUSS FACTORY EXTENSIONDate:October
26、 8,2013Time:10:00 a.m.11:00 a.m.Duration:1 hour Venue:Sara Simmss office Present:Sara Simms,Chairperso Howard Lin,Production Manager Jim Davis,Personnel Manager Joyce Liu,Vice President of International Relations Tony Young,Architect James Chou,Treasurer Absent:Ken Smith,Supervisor of OperationsMinu
27、tes recorder:James ChouCall to orderSara Simms called the meeting to order at 10:00 a.m.Minutes of Last MeetingMinutes of last meeting held on September 22,at 3 pm.,were approved.Reports(a)The Production Manager reported on his interview with the local Building Inspector,and said that detailed plans
28、 of the foundations were required.(b)The architect reported that the plans had been drawn up and sent to the Building Inspector.Old businessNoneNew business(a)The personnel Manager discussed labor available for the new extension,and moved that a program should be put in hand to train workers.Sample
29、Minutes of narration(b)It was agreed that a training program should be started immediately and that an estimate of the cost should be provided by the Personnel Manager.Adjournment There being no other business,the meeting was adjourned at 11:00 a.m.Next meeting It was concurred that the subsequent m
30、eeting of the committee will be held at 3 pm.on October 18,2013 in room H209.Chairperson:(Signature)October 8,2013Secretary:(Signature)October 8,2013 Sample Minutes of narration Minutes of monthly meeting between Saxony Economic Development Corporation and East-Saxon Savings Bank Date:27 April 2013,
31、14:00-17:45Venue:Room 302,East-Saxon Savings Bank Participants:All the middle-level managers from Saxony Economic Development Corporation and East-Saxon Savings Bank Minutes recorder:Ms.Koch,secretary from Saxony Economic Development Corporation The following resolutions on proceeding were taken in
32、the subsequent discussion.Setup of a Discussion Group“Developers of Economy”The establishment of a regular Discussion Group that will meet,following a rotation principle,at least twice a year has been agreed upon as a suitable instrument for the exchange of information.Sample Minutes of resolutionPr
33、esentation of the Economic Region There has been agreement that the profile and advantages of the region need to be presented.Focus should be put on the areas with fast economic development.Profile sheetAll the participants are requested to fill in and return the profile sheet to Saxony Economic Dev
34、elopment Corporation by 13 June 2013.The profile sheets will subsequently be made accessible to all the trade partners.The meeting was adjourned at 17:45.(Signature)Dresden Koch Sample Minutes of resolution Minutes of the Regular Monthly Meeting of CF&T Trading Co.,LtdVenue:Room 321Date:June 10,2013
35、Time:9:00am 11:00 amPresent:John Smith(Chair),Brian Li,Carl Read,Mark Brown,and Stella Woods(secretary)Apologies for absence:Sandy LeonardMinutes recorder:Stella Woods John Smith,in the chair,opened the meeting at 9:00 am.Minutes of the last meeting The minutes of the last meeting were approved.Samp
36、le Minutes of actionNew ProposalsBrian Li reported the availability of exploring overseas market and his roposal was unanimously accepted.Brian Li was assigned to handle the project.ResolutionA resolution was announced by President John Smith that Mr.Carl Read was retiring on August 1 after 20 years
37、 of service to the company.The whole team expressed their deep appreciation to him and best wishes for his happy retirement.Mark Brown was assigned the task to arrange a farewell party for Mr.Carl Read.AdjournmentThe meeting was adjourned at 11:00 am.Respectfully submitted,(signature)Stella Woods,se
38、cretary Sample Minutes of action Exercises1.Translate the following phrasesa.Call to orderb.Roll Callc.Announcement of Quorum d.Approval of Minutes from the previous Meetinge.Subcommittee Report key to Exercises 1.Translate the following phrasesa.宣布会议开始b.点名 c.宣布会议法定人数 d.通过上次会议记录e.小组委员会发言 Exercises2.
39、Translate the following sentencesa.Minutes of last meeting held on 20th May,at 10 a.m.,were approved.b.The Chairman announces that Mr.Li Xiaohai has been elected Sales Manager.c.There were 20 affirmative votes,5 negative votes and 2 abstentions.d.The meeting was called to order by Zhang Xiaohua at 1
40、0:30 a.m.Key to Exercises 2.Translate the following sentencesa.会上通过了5月20日上午十点举行的上次会议的纪要。b.主席宣布李小海当选为销售经理。c.20张赞成票，5张反对票，2张弃权票。d.上午10点半张晓华宣布开会Key to exercises of Unit 4(Textbook)I.Writing practice 1:Agenda Managerial meeting Monday,12 May,2014,9:00 am No.1 Meeting Room The meeting will consider the f
41、ollowing issues:1.To review the sales progress of Spring 2014.2.To consider applications received for the post of Assistant Accountant as follows:Mr.T.A.Grison,aged 31,presently Assistant Accountant at theTrade Promotion CouncilMr.B.Ball,aged 27,currently Assistant to the AccountingManager,N&B Compa
42、ny Ltd.Miss J.Simpson,aged 26,presently Accounting Assistant withthe company.3.Date and place of the next meeting.AdjournmentII.Writing practice 2:Minutes of the monthly meeting of the Labor Coordination Committee Slate and Johnson Luggage Company Employees canteen,September 23,2013 Presiding:Mr.Fal
43、k,PresidentPresent:Mr.Baum Ms.Dulugatz Mr.Fenster Ms.Liu Ms.SunAbsent:Ms.PennMinutes recorder:Ms.Liu（secretary）Key to exercises of Unit 4(Textbook)1.Call to order The chairman called the meeting to order at 4:00 p.m.2.Discussion As the first item on the agenda,the minutes of the previous meeting(Aug
44、ust 21)was read by the Secretary Ms.Liu.Then Mr.Falk corrected a mistake made in the minutes that it was Ms.Dulugatz,not Ms.Penn to conduct a study of the employees flexible working hours in the warehouse.The correction was approved by all present.Mr.Fenster summarized the results of a survey of office employees.He was going to write a report on this and present it to the Board of Directors.3.Any other businessThe next meeting will be held at the same place on October 22,2013.The meeting adjourned at 5:15 p.m.(signature)Ms.Liu,SecretaryKey to exercises of Unit 4(Textbook)
