Minutes and
Agenda
Revision
1.
首先, 请允许我代表到场的全体人员，向我们的来宾表示热烈的欢迎。
First of all, allow me to extend our warm welcome to our guests on behalf of
all present here.
2.
现在我们又在这里欢送史密斯教授。
We are now here again to bid Prof. Smith farewell.
3.
我想借此机会请史密斯教授向他的同胞转达我们的良好祝愿。
I want to take this opportunity to ask Prof. Smith to convey our
best regards to his people
4.
愿我们的友谊长存
May our friendship last forever.
Learning Objectives
Be familiar with the format of meeting agenda.
 Be familiar with the format of meeting minutes.
 Be able to write standard meeting agenda and
minutes.
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Meeting Agenda
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Activity: Fill in the gaps with the words from the box to
obtain the definition fo a business meeting agenda.
events
attend
topics
business
plan
includes
plan
A business meeting agenda is a ________for
a business
includes elements such as the time, place,
meeting. It _________
and ___________
attend
business of the meeting, people who _______
the meeting, and the order of the _________
events to occur in
the meeting.
Discussion
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Why do we need to make a meeting agenda
for a meeting?
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1.
2.
3.
4.
5.
6.
7.
Creating an effective agenda is one of the most important
elements for a productive meeting. Could you list some reasons
why the meeting agenda is so important?
The agenda communicates important information such as:
Topics for discussion
Presenter or discussion leader for each topic
Time allotment for each topic.
Provides an outline for the meeting (how long to spend on which
topics)
Can be used as a checklist to ensure that all information is
covered.
Lets participants know what will be discussed if it’s distributed
before the meeting. This gives them an opportunity to come to the
meeting prepared for the upcoming discussions or decisions.
Provides a focus for the meeting (the objective of the meeting
must be clearly stated in the agenda.
The structure of a meeting agenda
Heading
 Organization name (possible)
 Name of the sponsor (possible)
 Time of the meeting
 Title of the meeting
 Place of the meeting
Body
 People who will attend the meeting
 Events in time sequence.
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A sample
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Situation:
A secretary prepares a meeting agenda for the
members of the Board of Directors of Far East
Textiles Enterprise Ltd. In the meeting, a report, a
price list, recent company progress will be
discussed.
Sample (informal writing)
1. Ref: BD/11.2 /03
2. Agenda for the meeting of the Board of Directors to be held in the
3. Boardroom 202 at 2:30 p.m. on Thursday, 2nd November, 2003.
4. The meeting will consider the following issues.
5. a) Matters arising from the report.
b) Quotation received from Ishiboda Machine Tools Ltd. for the
supply of textile weaving equipment.
C) To review the progress of the company’s recent sales program
for its synthetic silk.
d) Date and place of the next meeting.
Structure Analysis
1. Reference of the agenda
2, 3, 4 title, people, place, time of the meeting
etc.
5. Issues to be discussed in the meeting.
Exercises
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Write a meeting agenda with the following details.
会议：经理会议
时间：2004年5月10日星期一上午9点
地点：第一会议室
议程：1）评估2004年春季销售进展
2）讨论下列人员谋求助理会计职位的申请
Mr. T. A. Grison, 31岁，现任贸易促进委员会助理会计
Mr. B. Ball, 27岁，现任N&B有限公司财务经理助理
Miss J. Simpson, 26岁，现任本公司的会计助理
3）下次会议的时间和地点
Possible Answer
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Ref: MM/5.10/04 | Ref: MM/5-10-04

Agenda for the managerial meeting to be held in the No. 1
Meeting Room at 9:00 a.m. on Monday, 10th May, 2004. The
meeting will consider the following issues:
1.
To review the sales progress of Spring 2004.
2.
To consider the applications received for the post of Assistant
Account as follows:
Mr. T. A. Grison, aged 31, presently Accountant at the Trade
Promotion Council.
Mr. B. Ball, aged 27, currently Assistant to the Accounting
Manager, N&B Company Limited.
Miss J. Simpson, aged 26, presently Accounting Assistant with
the company.
3. Date and place of the next meeting.
Minutes

Definition
Minute is a summarized or condensed record of what
has taken place in a meeting. It is a written record to be
kept for future reference. It may record review of the
past activities, new decisions and polices, and provide
the decision- making process.
Writing Points

会议纪要的写作要求和注意事项

要正确的集中会议的意见

例会和办公会议、常务会议的纪要，重点将会议所研究的问题
和决定事项逐条归纳，做到条理清楚，简明扼要。

会议纪要用“会议”做主语，即“会议认为”、“会议确
定”、“会议指出”、“会议强调”、“会议听取了”、“会
议讨论了”等。

会议纪要写成后，可由会议主办单位直接印发，也可由上级领
导机关批转。有的会议纪要还可由会议主办单位加按语印发。
The Structure of a Meeting Minutes
The name of the organization
 The place, date and time of the meeting.
 A record of attendance (for small meetings, a
list of those present and absent; for large
meetings, the number of members in
attendance.

Preside at
Preside at a meeting, conference
 The prime minister presides at meetings of
the cabinet.

Preside Over

Control or be responsible for sth
Eg: The present director has presided over a
rapid decline in the firm’s profitability.
The manager presides over the business
of this store.
Sample
Situations:
The secretary of Xinhua Electronics CO.,Ltd. Sophia Liu
writes the minutes of the manager’s meeting held on
December 14, 2012. At the meeting, the Personnel manager
Sue informed the staff change, the Sales manager Alan made
a report on the latest market development, the manager of the
technical Dept. David suggested interflow of technology
and experience between the branch offices, and the manager
of the Financial Dept. Edward proposed the cutting-down on
lunch allowance which would continue to be discussed later.
New Words
Treasurer:

One who has charged of funds or revenues, especially
the chief financial officer of a government, a corporation,
or an association.
司库，一个掌管资金或收入的人，尤指一个政府，
公司或协会的财务总管
 Adjourn: to stop (a meeting, etc), intending to continue it
at another time or place; postpone.
Eg：The court will adjourn for the night, and meet again
tomorrow.
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Structure Analysis of the Sample
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Title
The name of the organization
The place, date and time of the meeting
The name of the person presiding
A record of attendance
A reference to the minutes of the previous meeting
An account of the first event
An account of the second / third / forth event
The date, time, the place of the next meeting
Time of adjournment
Compliment and signature
Possible Answer to Ex 1
Minutes of the monthly meeting of the Labor Grievances Committee
The Slate and Johnson Luggage Company
Employees’ Canteen
September 23, 2012
Presiding: Mr. Falk
Present: Mr. Baum; Ms. Dulugatz; Mr. Fenster; Ms: Liu; Ms. Sun
Absent: Ms. Penn
1.
The chairman called the meeting to order at 4:00p.m.
2.
As trhe first item on the agenda, the minutes of the previous
meeting (August 21) was read by the Secretary Ms. Liu.
3.
Then Mr. Falk corrected a mistake made in the minutes that it
was Ms. Dulugatz, not Ms. Penn to conduct a study of the
employee washroom in the warehouse.
4. The correction was approved by all present.
5. Mr. Fenster summarized the results of a survey of office
employees.
6. He was going to write a report on this and present it to
the Board of Directors.
The next meeting will be held at the same time and
place on October 22, 2012.
The meeting adjourned at 5:15 p.m.
Prepared by
Ms. Liu, Secretary
Summary & Assignments
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Summarize the main contents of this unit.
Master the right format of minutes and agenda.
Preview Business Letters.