商务英语写作Chapter 10 minutes.pptVIP

Minutes Contents Composing Your Message Reference Expressions Sample Minutes Writing Your Message Check Yourself Composing Your Message Meeting Minutes ? What is meeting minutes? a record of discussion and decisions made at a meeting. ? What tense you should choose? past tense ? What skills you should use? formality: formal tone: objective (no opinions, but facts) ? How important is meeting minutes? Minutes are considered legal documents by the auditors, IRS (international revenue service 美国国税局 ) and courts. Many assert that if its not in the minutes, it didnt happen. Preparation for Minutes Before the Meeting During the Meeting ? Add your title in here After the Meeting ? Choose your tool: Decide how you will take notes, i.e. pen and paper, laptop computer, or tape recorder. ? Make sure your tool of choice is in working order and have a backup just in case. ? Use the meeting agenda to formulate an outline. ? Pass around an attendance sheet. ? Get a list of committee members and make sure you know who is who. ? Note the time the meeting begins. ? Dont try to write down every single comment -- just the main ideas. ? Write down motions, who made them, and the results of votes, if any; no need to write down who seconded a motion. ? Make note of any motions to be voted on at future meetings. ? Note the ending time of the meeting. ? Type up the minutes immediately after the meeting. ? Include the name of organization, name of committee, type of meeting (daily, weekly, monthly, annual, or special), and purpose of meeting. ? Include the time the meeting began and ended. Proofread the minutes before submitting them. Content of Minutes Heading ? name, title and signature of the minutes keeper ? name of the organization / meeting ? date, time, place of the meeting ? name of the chairman / host ? nature of the meeting ? name list of attendees and absentees ? statement of previous minutes, announcement reports ? list of proposals reports being read ? a