LessonEightMinutesWriting会议记录写作

LessonEightMinutesWriting会议记录写作南京人口管理干部学院外语系杨丽[e-mail]ation1.1DefinitionofminutesMinutesareaformalbriefsummaryofproceedingsatmeetingswhichiscirculatedtoallpeoplewhowere(orshouldhavebeen)atthemeeting.Itisafinalaccuraterecordofwhattranspiredatameeting,andanofficialrecordofthebusinessofanorganization.Atsomemeetings,especiallyofbodieswithlessformalaccountabilities,theterm“minutes”issometimesreplacedbytheterm“note”.Notesdifferfromminutesinthat,typically,theyarelessformal,dependingonthestatusofthecommittee/workingpartyconcerned.Also,notesarelessdetailedandtheyarenotnecessarilytobeapprovedatthenextmeeting.Usually,itisanormalpracticeforthesecretaryateachmeetingtotaketheminutes.Minute:[’minit]Anofficialrecordoftheproceedingsatameeting.会议记录：会议进程的正式记录最为涉外文秘写作技能的一种，会议记录是指将会议的内容和过程用书面的形式记录下来，以备将来参考。会议记录者需要具有扎实的语言功底，以及总结归纳能力，要具有一定的书写速度和很强的理解能力。会议记录是一种相对来说格式比较固定的实用文体，经过多次练习，就可以较好地掌握其写作方法。图示ChairorspeakerParticipantsSecretaryMinutestaker1.2FunctionsofMinutesTakingminutesisanecessityofmanyorganizationalgatherings.Thedecisionsmadeandissuesdiscussedduringameetingarecrucialtothecontinuedfunctioningofabusinessoranorganization.Inotherwords,minutesserveanumberofbusinessfunctions:1)Provideanauthoritativesourceandpermanentrecordofproceedingsforfuturereference.2)Provideformalevidenceofdecision,e.g.appointment,financialallocations,authorizedactions.3)Provideastartingpointforactiontobetakeninfuture.4)Createanofficialrecordwhichcanbeusedinlegalproceedings.5)Informmembersnotpresentatthemeetingsandanyothersoftheactionsofthebodyconcerned.6)Assistinplanningtheagendaforfuturemeetings2.StructureofMinutesGenericstructureOutline:HeadingsandSub-headingsUNIVERSITYOFWALES,CARDIFFDEPARTMENTFORCONTINUINGEDUCATIONMinutesofStaffMeetingheldonFriday,11February1999PresentApologiesofabsencewerereceivedfrom1MINUTESOFMEETINGHELDON21JANUARY19992MATTERSARISING1)Part-timeDegrees2)MidGlamorganCommunityEducationForum3DEANSCOMMITTEEPAPERONCREDITSANDMODULES4FUNDINGNEWS5ANYOTHERBUSINESS6NEXTMEETINGHeadingSub-headingPeoplepresentandabsentDetailsofmeetingMINUTESOFMEETINGTIME&PLACEOFMEETINGPURPOSEOFMEETINGPRESIDINGPRESENTABSENTSUMMARYOFTHEMEETING(withheadlinesorsub-headlines)Preparedby:SignatureNotesandexplanationAlthoughtherearedifferentstylesofminutes,theyhavethekeyinformationincommon.Allshouldcoverfourbasicthings:1)Whereandwhenthemeetingtookplace2)Whowasthereandwhowasnot3)Whathasbeendecidedforthegroup4)WhohasagreedtodothatTherefore,mostminutescanbedividedintofourparts:1)Heading2)Body3)Adjournment4)SignatureoftheminutesrecorderWhatWhen&whereWhoWhat(textbook)会议记录的内容开会的日期和时间开会地点出席人员缺席人员主持人记录人休会时间会议讨论的问题ContentLayoutTitlePresidingPresentAbsentItemsofDiscussionAndBusinessAdjournmentRecorderNotesforthevariousSectionsTheheadingThebodyAdjournmentofMeetingSignatureTheHeading题头Thispart,whichsometimescanbewrittenevenbeforethemeeting,includesthefollowingitems:1)Meetingtitle(regular,special,orannual)2)Thenameofthegroup/organizationholdingthemeeting3)Time,dateandplaceofthemeeting4)Thenameofthepresidingofficerandminutesrecorder(thelatteralsoappearsattheendoftheminutes,withsignaturetypedorprintedname)5)Listofpeopleattending6)ListofabsentmemberofthegroupLayoutMeetingTitle:____________________________________NameofCommittee_______________________________MeetingDate:_____________________Time:_________MeetingLocation:_________________________________MembersPresent:_________________________________MembersAbsent:_________________________________Minutes__________________________________________________________________________________Recorder:_______________________________________TheBody正文Asthefirstpurposeofaminutesistosetouttheconclusionsreachedsothatthosewhohavetotakeactionwillknowpreciselywhattheyhavetodo;thesecondistogivethereasonswhytheconclusionswerereached.Thebodypartfallsclearlyintothreesections:1)Openingstatement,thatis,thebackground2)Pointsindiscussion3)Conclusions,thatis,resolutionsorrecommendationsordecisionsreachedOpeningStatement开场白Thispartstatesthepurposeofthemeetingorprovidesthebackgroundinformationaboutitemstobediscussed.Itcanshowwhowasresponsibleforputtingtheitembeforethemeeting,whatwerethereasonsfortheproposalandtheprevioushistoryofthematter.Thesolepurposeoftheopeningstatementistomakethesubsequentdiscussionintelligiblewithoutreferencetootherdocuments.Casesofopeningstatements(1)Theminutesbeginbyrecordingcertaindocumentunderdiscussion,givingthenameanddateofeach.Itgoeslikethese:“Thepresidentnotedaletterdated…from…statingthat…”“Thepresidentnotedthefollowinginformationconcerning…”(2)Insomemeetingminutesthefirstitembeginswithapprovalofminutesofthelastmeeting.Forexample:“Minutesofthelastmeetingwereapprovedasanaccuraterecord.”(3)Theminutesofmeetingcanalsobeginwithcalltoorder.Forexample:“TheChairmancalledthemeetingtoorderat10:00a.m.”PointsinDiscussion议题Thissectioncontainsthereasonsadvancedinthemeetingforthedecision.Itwillusuall