When you are required to call a meeting, a written notice should be sent within specified time to every member

of the group. Notice should mention the name and address of the organisation, and the date on which it is issued besides indicating the day, date, time and venue of the meeting. The business to be transacted should be mentioned in the notice if the number of items is small; otherwise it should be indicated in a separate sheet and enclosed with the notice as annexure

1. 2. 3. 4.

Agenda is an official list of items of business to be transacted at a specific meeting. When agenda is an annexure to notice the following information are repeated: Name of the organisation/unit. Date of Circulation Day, Date, Time and Venue of meeting. Signature of the secretary. Following sources are used for Agenda items: Minutes of the previous meeting. Suggestions received from members. Actions and events since previous meeting. Correspondence on the subject.

a) b) c) d)

 1.

2. 3.

4.

5.

6.

Minutes are the official record of the business transacted at a meeting. Hints to prepare notes : Summarise as you record, use abbreviations/short forms which you can decipher later. Use Agenda as framework. Record names of the speakers. Use a device to distinguish between the record of decisions and the record of main points. Write carefully essentials details like dates, numbers, amounts, quantities and the names of those designated to act. If a resolution is moved and a vote taken, make sure to note the name of the proposer, the name of the seconder, the number of members voting for and against and those abstaining.

Sample of Notice and Agenda