秘书英文写作 电子教案 刘立莹 第一章 Project Three

1、在线教务辅导网：在线教务辅导网： :/shangfuwang教材其余课件及动画素材请查阅在线教务辅导网教材其余课件及动画素材请查阅在线教务辅导网QQ:349134187 或者直接输入下面地址：或者直接输入下面地址： :/shop106150152.taobaoProject OneWritings for Internal CommunicationsTask 3Minutes of MeetingCapability Goal After the lesson students should be able to know the functions of meeting minutes b

2、e familiar with the basic structure of meeting minutes. Knowledge Goal After the lesson students should be able to understand different types of meeting minutes and take meeting minutes more effectively. Leading case 【Case Background】 Minutes mean a written record of business done, suggestions made,

3、 decisions taken, etc. at a meeting. As to the minutes, the secretary should jot down the proceedings of the meeting, while the meeting is doing on, lest some of the situations are forgotten or become vague in memory when the meeting is over. A draft of the minutes should be made and sent to the one

4、 who presided at the meeting to make amendments and to approve before the minutes are finally written. For example, a Directors Meeting was held on Thursday, 28th July, 2008 at 4:00 p.m. at the meeting room of the company.Leading case 【Practical Task】 If you were the secretary, have you ever known w

5、hat are the elements in such a minutes? Do you know the functions and structures of a minutes? Can you write a minutes of meeting for the secretary within 30 minutes？The minutes should not be less than 200 words.Task analysis How to Write Minutes of Meeting STEP ONE All minutes should cover four bas

6、ic things: where and when the meeting took place; who was there and who was not; what has been dicided for the group; who has agreed to do what.Task analysis STEP TWO Most minutes can be divided into four parts: heading, body, adjournment time and signature of the minutes recorder. STEP THREE The wo

7、rding is concise and the narration is precise. There are facts, only facts, without any personal ideas or opinions.Task analysis STEP FOUR Its always written in the passive voice and indirect speech to show objectivity. STEP FIVE Its always written in the past tense, except in case of relating somet

8、hing which is forever true or everyday life things. STEP SIX Every decision should have a number and a heading to state the main idea.Task analysis STEP SEVEN All monetary figures should be written in both figures and letters. All dates and statistical figures must be very clear. STEP EIGHT A blank

9、should be left at the bottom of the minutes for the secretary and the chairman to sign their names. The secretary signs first, while the chairman signs after the minutes are approved in the next meeting.Task analysis STEP NINE Minutes are always typed on sheets of white paper and only on one side of

10、 the paper.Sample Minutes of Meeting 1 NONGHUA INTERNATIONAL TRADING GROUP Co. Minutes of the Directors Meeting A Directors Meeting was held on Thirsday, 28th July, 2008 at 4:00 p.m. at the meeting room of the company. Presiding: Mr. L.T.Wong Present: Mr. T.K. Fong Miss L.M.Chan Mrs. T.C. Lee Mr. P.

11、W. Cheung Mr. K.M.Huing Mrs. L.T.Wong Absent: Mr. Kan P Down Miss Lian C.Peter 1. Report The notice of convening this meeting and the nanagers report on the state of business of the Company were read by the secretary.Sample Minutes of Meeting 1 2. Resolution The managers report having, with the cons

12、ent of the meeting, been regarded as read, the Chairman made a speech and proposed that a gold medal be given Mr. Chiu Sha Chib as a reward for his industrious and successful service in the past ten years. Mr. K. M. Hung seconded the motion, which was then put to the meeting and carried unanimously.

13、 Establishment of Branches Miss L.M.Chan proposed that two branches be established in Kowloon and New Territory, one in Kwun Tong and the other in Tsuen Wan. The motion was seconded by Mrs. L.T.Wong and carried unanimously. 3. Establishment of Branches Miss L.M.Chan proposed that two branches be est

14、ablished in Kowloon and New Territory, one in Kwun Tong and the other in Tsuen Wan. The motion was seconded by Mrs. L.T.Wong and carried unanimously.Sample Minutes of Meeting 14. Decision on InvestmentThe Chairman proposed that an amount of HK$ 600,000 be invested in Hoi On Shipping Co., Let., which

15、 will make up 60% of the capital, this motion was opposed by Mr. P.W.Cheung, who in turn proposed that a smaller amount of $ 510,000 be better. The Chairman agreed to this and Mr. Ceungs motion was carried unanimously.5. Selection of managerMrs. T.C.Lee proposed that Mr. Y.C.Chan be selected as the

16、successor to Mr.Chiu. The motion was seconded by Mr. P.W.Cheung and carried unanimously.6. Offering of GuaranteeThe Chairman made an introduction of Mr. Lee Wan Pings status and his relations with the Company since the inauguration of the company received no proposed that the guarantee be offered, t

17、he motion received no objection and was carried unanimously. However, Mr. T.K.Fong proposed that a term of one year be fixed for the guarantee. The motion was carried unanimously. The meeting closed at 5:00 p.m. and the next meeting was scheduled for next month. L.T.WongSample Minutes of Meeting 2Me

18、eting Summary Meeting time: Nov.06/2008 Meeting place: XXXXX factory Participants: Jin Kim (customer part) Stacy Wan, Mr.Eric Li and factory engineers (factory part) Meeting Content 1).Both introduce the company profile and main products application for FPC aspect. 2).Discuss news: Projects (all tog

19、ether three): Refer to ZIF adaptor which was finished, there are still have two problems, one is we need bend some places as Jin showed (have drawings) in order customer can easily to bed them when assembly, but anyway it will be effective from next order as Mr. in Kim announced. The other is we nee

20、d to enlarge the annular ring to 5mil in order we can keep our capability; this will be solved/clarified when the customer test the boards (we already offered one panel to Jin for testing). Sample Minutes of Meeting 2Another one was Rigid & Flex_SS6G_PUFTSK2813, this one was still in offering pr

21、ices stage, it had some design review problems, but after our engineers discussed with Mr. in Kim face to face, it can be solved. Thats we need to send the updated Gerber data which we should be updated refer to Jins explanation for their approval. Last one was the one application for USB products,

22、Mr.Jin Kim already provided us a sample for study, but anyway he will send us the Gerber data for our further investigating, then we need to wait it. Offering: There are two projects still need to be offering the prices to customer, thats the parts Rigid & Flex_SS6G_PUFTSK2813 and the USB part,

23、prices will be offered after all technical problems be clarified. Sample Minutes of Meeting 2 Quality Performance: Engineering stage was not so good, we need try to understand and meet customers requirements; it will be so great if no Esq. rose, but anyway it depends. The lead-time for the samples s

24、hould be better if it can improve. Service Level: Customer will be much appreciated if we can take quick responses for their every e-mails or requirements Sample Minutes of Meeting 3MINUTES OF THE DIRECTORS MEETINGHOLIDAY NOTICEDate: 2011.4.1Place: The meeting room of the companyPresent: Anne Barton

25、, Frederick Lamont, Sara Gurico, Janet Oliphant, Colton Field, Robber Noonan, Joseph Imperator, Helen Prescott1.ReportThe notice of convening this meeting and the managers report on the state of business of the company was read by the secretary.2.ResolutionWith the consent of the meeting, the chairm

26、an made a speech and proposed that a gold metal be given to Mr. Zhang as a reward for his industrious and successful service in the past 2 years. Mr. Zhang seconded the motion, which was then put to the meeting and carried unanimously.Signature: Alice Date: 2011.4.1 Basic vocabulary adjournment 休会，延

27、期；休会，延期； concise 简明的，简洁的简明的，简洁的 narration 叙述，讲述；故事叙述，讲述；故事 precise 精确的；明确的；严格的精确的；明确的；严格的 opinions 意见；评价（意见；评价（opinion的复数）的复数） objectivity 客观；客观性客观；客观性 state 规定；声明；陈述规定；声明；陈述 monetary 货币的；财政的货币的；财政的 statistical 统计的；统计学的统计的；统计学的 approve 批准；赞成；满意批准；赞成；满意 sheet 薄片，纸张薄片，纸张 Typical sentences and expressi

28、ons The Second General Meeting of Shareholders of the Company was held at the Conference Hall of Changing Hotel, Wuhan on Wednesday, 14th December, 2009 at 10:00 a.m. 公司第二次股东大会在武汉长江大酒店会议大厅里举行,时间是星期三,2009年12月14日上午10点。The Report of the Directors and the Accounts for the year and the Report of the Audi

29、tors thereon were read by the secretary。董事会报告和审计师的年度由秘书宣读。And then the Chairman delivered an address and proposed that the reports and accounts now put before the meeting, showing the status of the Company in the year ended on 30th June, 1980 be approved and adopted.然后主席发表了一篇演讲并提到会议前发出的报告及账目，显示公司在19

30、80年六月三十日时前的状况。Typical sentences and expressions 6、Then the motion was put to the meeting and was carried unanimously.然后这项动议已提交给了此次会议并获得一致通过。7、The meeting closed at 12:45 p.m. with a vote of thanks to the former board of Directors and all the staff of the Company.会议于12点45分结束，感谢前董事会和公司全体员工投票。8、Minutes

31、 of the Annual General Meeting held on Thursday 23 May, 2009 at 2:30 p.m. . . .2009年五月二十三日,星期四下午2点半年度大会的会议纪录。Typical sentences and expressions 8、The minutes of the meeting held on 15 May, 2009 had been circulated; they were taken as read and signed as correct.2009年5月15会议的会议记录已经下发了，并已经被签字传阅认可。9、The m

32、otion was carried by 31 votes to 5.该动议以31票对5通过执行。10、After some discussion, the Board agreed the proposal unanimously.经过一番讨论后,董事会同意这项提议一致通过。Basic practiceI. Translate the following paragraph into Chinese.将下面的句子翻译成中文。将下面的句子翻译成中文。The afternoon meeting will begin here by David for the dealer to explain

33、the companys market strategy and the results of the first half of market activity reporting; then invited to this meeting by a financial companys Mr. Zhang Bin for everyone A brief description of the status and financial companies can provide various services, and the current market competitors sell

34、 financial services products were analyzed here dealers also took the floor to questions raised on the relevant issues. In the next time, four major areas in turn, general manager of the stage, on their respective regional market conditions, competitors and potential opportunities for a more in-dept

35、h analysis. Furthermore,Region Manager also conducted a separate Comment Genie dealers and made feasible suggestions.Dinner by Mr. Samson Wong toast, once again thanked the dealers for many years the companys trust and support, and wish all the dealers rapids Yong Jin, achieve better results. During

36、 the meeting, in recognition of annual technology competition in 2009 achieved success, by Mr. Liu Yi Miss Wang Ying, general manager of Beijing dealer award certificates were issued. Conference Organizing Committee is also responsible for each dealer participants a symbolic gift to create future sa

37、les success of barley.“Answers I. Translate the following paragraph into Chinese.。 下午的会议首先由David为在座经销商讲解了公司市场策略和对上半年市场活动成果进行了汇报；接着，由本次会议邀请到的金融公司的张斌先生为大家简短介绍了金融公司的状况和所能提供的各项服务，并对目前市场内竞争对手所销售的金融服务产品进行了分析，在座经销商也踊跃发言，就相关问题进行了提问。在接下来的时间里，四位大区总经理依次登场，就各自区域的市场状况、竞争对手及潜在机遇进行了较为深入的分析。此外，大区经理还对各家经销商进行了单独点评并提出

38、了可行性建议。晚宴由黄山先生致祝酒辞，再次感谢了经销商多年以来对公司的信任及大力支持，并预祝所有经销商激流勇进，再创佳绩。席间，为了表彰在2009年度技术大赛上取得的佳绩，由刘毅先生为北京经销商总经理王英女士颁发了获奖证书。大会组委会还为每位参会经销商负责人赠予了象征创造未来销售佳绩的“大麦”。 Basic practiceII. There is an outline of a minute taken at the meeting at Oman Industries. You can also see a transcript of the meeting which produced

39、these minutes. Try to match each of the spoken statements with the minutes.将下列参会人员发表的将下列参会人员发表的意见与会议纪录对应起来。意见与会议纪录对应起来。Minutes:Harry Fung described the background to the incident.Harry Fung produced photographs to show the scene of the incident.Discussion took place abut possible causes of the incid

40、ent.It was agreed that the most probable cause of the incident was vandalism.Mr. Clark suggested that tougher security measures should be introduced to combat vandalism.Mr. Koo agreed to carry out remedial work the following Wednesday (4 May).He suggested that flame-retardant paints could be applied

41、 to reduce the risk of another such incident, and offered to undertake this work if required.Mr. Koo mentioned the possibility of introducing ADS-fabricated cooling towers in the long term.Mr. Clark concluded the meeting with a summary of the decisions reached.Basic practiceTranscript:I) PK: Yes, we

42、ll, the first thing to do is to repair the damage, and get rid of the burnt remains.McCann we fix a date for that now?PK: I see no reason why we cannot do that remedial work within the next week.Jackson, shall we say next Wednesday? Thats 4 May.ii) PK: You might also look at replacing your cooling t

43、owers with ADS-made cooling towers without timber parts.iii) PK: That sounds fine to me. Now, as far as our recommendations for ways to avoid this happening again, I really think the timber of the cooling towers should be protected with flame-retardant paint. That you may want to arrange with your g

44、eneral building contractor, although wed be happy to help if we can.iv) Caddo you have any photographs of the site of the incident?Fayez, we took photographs of the cooling tower damage, and I have them here with me.JC: Good, lets have a look at them.HF: This photo shows that the external face of th

45、e cooling tower junction box has been badly burnt. I think these points to the fire having started outside the cooling tower rather than within. This next photo shows the condition of the controls and switchgears inside the cooling tower junction box. Look at how clean they are.V) Vowel, it certainl

46、y looks like the fire started outside. Lightning?Fine, I dont think so. The building is completely sheltered under the lightning-protection system, which is routinely checked and serviced, so I dont think lightning is to blame.Basic practiceVi) JC: Mmm. I tend to agree. Tougher security might stop s

47、uch incidents happening again. Maybe some extra patrol points around the building perimeter and dead corners? Now, what about sorting the mess out? Mr. Koo, any suggestions?Vii) JC: Mmm, Thats a good idea, but that has to be seen as a long-term project.Right, gentlemen, I think that about wraps up t

48、he meeting. Let me just recap. First, it looks like the most likely cause of the fire was vandalism, and that increased security may be needed to combat this in future. Second, Keen Wahl has agreed to carry out the necessary remedial work on Wednesday, 4 May, and have also offered to undertake repai

49、nting with flame-retardant paint. Well let you know about that. Lastly, the long-term solution to this may be the introduction of ADS-made cooling towers, and we shall put forward our recommendations to Senior Management about this. OK?Vii) JC: Well, gentlemen, lets get started. I think we all know

50、why were here, dont we? The purpose of this meeting is to look into a recent incident which took place at the Shaftesbury Building in Tim Shad Tzu, and to arrange for remedial work to be carried out by Keen Wahl. By the way, thank you for coming to the meeting, Mr. Koo. Mow, perhaps, Harry, youd bet

51、ter fill us all in on the details.HF: OK. On the 23rd of this month at 6:00 in the morning, a security guard discovered that a fire had broken out on the roof of the Shaftesbury Building. The fire had burnt the outside surfaces of Cooling Tower 14 in particular; the wooden topping and part of the co

52、oling towers upper casing were completely burnt. It wasnt immediately obvious what had led to the fire. The Police and Fire Services were informed, as we still do not know who or what was responsible for the fire. Im in the process of writing an incident report for Vincent Pang, the Property Directo

53、r.Ix) JC.Vandalism?HF: I personally think so. Answers IIThere is an outline of a minute taken at the meeting at Oman Industries. You can also see a transcript of the meeting which produced these minutes. Try to match each of the spoken statements with the minutes. 1) viii 2)iv 3)v 4)ix 5)vi 6)I 7)ii

54、i 8)ii 9)viiPractical TrainPractice: Finish the minutes of meeting for the secretary.Objective: To be familiar with the procedure of writing a minutes of meeting.Scene: Date: 26 April 2008Present: James Clark, Assistant Safety Manager (Oman Industries) Chairperson; Harry Fung, inspection Engineer (O

55、man Industries), Secretary; Peter Koo, Maintenance Engineer (Keen Wahl Maintenance); Minutes Recorder: Harry Fung. Requirements:（写作要求）（写作要求）Students are supposed to finish the minutes of meeting on the computer. 1. Two of them may be grouped together and turn in one report. 2. Students are required

56、to finish the minutes in 40 minutes.3. Every student should focus on the trains. They should perform as if it really happened.4. After the trains, students gather together to evaluate and reflect, then keep records of those evaluation and reflection in order to improve their future performance in pr

57、actice and most importantly in real career life.Practical Train Tips: A good minutes is brief, self-contained, and to the full extent that the discussion allows, decisive. The name of the meeting, date and time and place should be clearly stated. If the secretary is not a member but a paid worker, h

58、is name should be written under “In attendance”. Names of guests are being recorded under “In attendance”.Answers Oman IndustriesMinutes of a Meeting between Representatives of Oman Industries and Keen Wahl MaintenanceDate: 26 April 2007Present: James Clark, Assistant Safety Manager (Oman Industries

59、), Chairperson Harry Fung, Inspection Engineer (Oman Industries), Secretary Peter Koo, Maintenance Engineer (Keen Wahl Maintenance)Minutes Recorder: Harry FungThis meeting was held to look into the recent fire involving cooling tower 14 on the roof of the Shaftesbury Building in Tim Shad Tzu, and to

60、 make arrangements with Keen Wahl Maintenance regarding remedial work.Recommendations were also sought to help avoid such incidents happening again.Mr. Fung described the background to the incident, and produced photographs to show the scene of the incident at the Shaftesbury Building. Discussion then took