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Part2SecretarialwritingNoticeofmeetingThedifferentformsofnoticeofmeetingandexamples:Noticeofmeetingontheblackboardorbulletinboard:NOTICEOFMEETINGTherewillbeascheduledstaffmeetingat3:00p.m.onWednesday,18September2002intheConferenceRoomattheDepartment.Allthestaffmembersareexpectedatthemeeting.GeneralOffice15September2002Noticeofmeetinginmemo:DEPARTMENTFORCONTINUINGEDUCATIONDirectorJ.W.WhiteBAFGSFRGSUniversityofWales38ParkPlaceCardiffCF13BBFax(01222)231968Telex498635Tel(01222)874831/87483220June2002NOTICEOFMEETINGDearColleague,Therewillbeascheduledstaffmeetingat11a.m.onFriday,28June2002,inRoom201attheMainTower.J.W.WhiteDIRECTORAGENDA1Minutesofthemeetingheldon25May20022MattersArising3FundingCouncilCircularW99/10HE;implications4AdministrativestructureofDepartment5Part-timefirstdegrees6Appraisalschemereview7A.O.B.8Nextmeeting:Mainagenda:Modulizationandpart-timefirstdegrees.NoticeofmeetingofaninternationalsymposiumLookattheexamplesonthebookofpage58,comparethedifferencesbetweentheEnglishversionandtheChineseversioninbothlayoutandcontents.WritingofMinutesofmeetingTheheadingofminutes:Ameetingisusuallyofaparticularbody,e.g.BoardofDirectors,Department,FinanceCommitteeetc,sotheheadingshouldindicateinsomewayWHATmeetingthisis.Theheadingofminutesislikethis:MinutesofthemeetingoftheFinanceCommitteeheldon…MINUTESOFBOARDOFDIRECTORSMEETINGBOARDOFDIRECTORS--Minutesofmeetingheldon…Thegenericstructureofminutes:Theminutesofmeetinginclude:1Whatthemeetingwasabout(heading)2Whenandwherethemeetingwasheld(time&place)3Whoattendthemeeting(presiding,present,absent)4Whathappenedatthemeeting(agenda&activities)Theformatofminutesofmeeting:[layout1]MinutesoftheMeetingof…………………………………heldon……at……Presiding:………………………………………Present:………………………………………Absent:………………………………………1.………………………………………2.………………………………………3.………………………………………4.………………………………………5.………………………………………6.………………………………………Adjournment:Preparedby:(signature)[layout2]MINUTESTime&Place………………………………………OfMeeting:………………………………………Purpose/Nature………………………………………ofMeeting:………………………………………Presiding:………………………………………Present:………………………………………Absent:………………………………………SummaryofMeeting:………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………Adjournment:…………………………………Preparedby:…………………………………Pasttenseandpassivevoiceinminutes:Pasttenseandpassivevoiceareoftenusedinminutes,forexample:◆TheMinutesofthemeetingheldon21January1999wereagreedandsigned.◆TheContinuingEducationSchemesofStudywerediscussedandthefollowingobservationsweremade:◆AletterreceivedbyAlwynRobertsfromtheWelshFundingCouncilwasnoted.◆Staffmemberwererecommendedtosubmitasmanyordersaspossible.◆Thetestingresultswereexaminedandfoundintheconformitytothespecificationsstated.◆Aftersomediscussions,itwasdecidedthat…Reportedspeechinminutes:Reportedspeechisanotherdistinctfeatureofminutes,itwillbeusedinthefollowingexamples:notedbelievedobserved/maintainedSb.Admitted/deniedthat…Insistedthat…calledattentionto…suggested/proposed/recommend…etc.Amendmentsinminutes:Makingamendmentsisdifficultinwording,followingaresomeexamplesusedinmakingamendments:deleteshouldbedeletedtoread……thespecificline/worddeleteasirrelevant/inapplicablenotapplicableandshouldthereforedeletedMemorandaandofficememosFunctionsofmemoranda:Memorandaaredrawnupinlegallanguageandsignedbybothparties.Theymakespecificinformationamatterofrecord.Theyserveaslegaldocumentsthatcanbereferredtoandusedasthebasisforreviewandactionorasasourcematerial.Itisarecordofjointeffortsandnegotiationsbetweenthetwopartiesconcerningthecooperationinmanufacturingandsellingofabrandproduct.IthasthefunctionasaLetterofIntent,whichwillserveasthebasisforthesigningofaformatcontract.Functionsofmemos:1Memosrecordpolicies,decisionsandactionitemsagreedtoatameetingorconference.Theyprovidesummariesofmeetingsforparticipantsaswellasforthosewhoareabsent.2Memosserveasaneffectivemediumofofficecommunication.Theyprovideaneasychannelthroughwhichtheexecutiveandthestallcommunicatewitheachother.Ontheonehand,theexecutivescaninformstaffofpolicies,procedures,andactions.Ontheotherhand,staffcanreporttothesuperior,tomakeproposalsortoaskforcomments,approvalandinstructions.Staffmembermayalsousethememotobriefeachotheronnewdevelopmentsortomakecommentsorrequests.Communicatingthroughmemossavestimeandavoidslengthyconversations.3Memosmayalsobesenttoindividualsbothinsideoroutsidetheinstitutiontoconfirmtheunderstandingsreachedafteratelephoneconversationoraninterview,especiallywhenthematterconcernedisimportant.Theformatofmemos:MEMOTo:Date:From:Ref:Subject:Signature:c.c.Writingpractice:Writeashortmemoforthefollowingpurpose.tocallameetingofyourstafftowarnemployeesthattheywillbepenalizedfornegligenceoffireprecautionmeasurestorecommendaraiseinsalaryforanemployeetoannouncetheretirementof2long-termemployeestorequestsuggestionsfromemployeesforimprovingthequalityofproductionClassificationofbusinessreports:Informal&analyticAninfor