Professional Documents
Culture Documents
MEETINGS
Objective:
- To write invitation for a meeting
- To write agenda
- To write a negotiation
- To write minutes of a meeting
- To write suggested amendments
A. Setting Up A Meeting
The success of any meeting depends on essential preparatory work. The
message should contain the detail topics of the meeting, the place, day, date and
time. The process can be something like these examples which sent by email:
1. Suggesting a meeting
Initiating a meeting can be sending suggestion to have a meeting, for example:
Dear Eduardo
We need to set up a meeting as soon as possible to discuss your new contract. How
about next week sometime?
Regards
Kate
Task 1: Please use the expressions in the box to replace the some expressions
in the message above.
- Id like to meet tomorrow - How does next week look?
- We are holding a meeting at 2 p.m. - Can you let me know your
- There will be a staff meeting tomorrow. availability
Eduardo
Dear Eduardo
I would be very please to visit you next Tuesday, as you suggested. 3 p.m. would be
fine for me. I will be with one of my colleagues, Miss Ashley, our new Production
Manager.
I look forward to seeing you again next week.
Best Regards
Kate
3. Agreeing
Dear Kate
At 3 p.m. Tuesday at my office would be fine.
I look forward to seeing you and your colleague then.
Best wishes
Eduardo
Task 2: Please use the expressions in the box to replace the some expressions
in the message above and discuss the differences in the formality.
Can you confirm the meeting on next Tuesday at 3 p.m? Its in my diary but I have
had no information about it. I know there was a possibility of postponing it.
We need to finalise arrangements today.
Regards
Happy
5. An urgent meeting
This is an example of writing a message informing an urgent meeting:
MEMORANDUM
To: all senior managers
From: Rick Lovell, Chief Executive
Date: 20 December
We have a serious problem with the packaging of one of our products. I want to meet
urgently with all senior managers at 2 p.m. this afternoon in my office. The purpose
of the meeting is to brief you on the problem, decide the action we need to take and
discuss how to manage the Media.
Please clear your diaries for the whole of the afternoon.
RL
Task 3: Please use the expressions in the box to replace the some expressions
in the message above and discuss the differences in the formality.
- Is next Tuesdays meeting is Jakarta still on?
- Well have to do this immediately.
- We need to contact him/her immediately.
- Are we still OK for the 21st?
- This will need immediate action.
- You need to check the details carefully.
- This is a priority.
B. Writing Agenda
The agenda is the list of topics to be discussed at the meeting. It is important to
send out the notice and agenda prior to a meeting so that all members have notice of
what is to be discussed. They can then make the necessary preparations for each
discussion point. Here are some examples of writing agendas. The discussion starts
from setting the agenda, changing the agenda, negotiating changes and finalising
arrangements.
1. Setting the agenda
Dear all
Can you have a look at the agenda for Fridays meeting and let me know as soon as
possible if you want to make any changes. Please let me know in advance if you are
unable to attend for any reason.
Task 4: Please find the expressions in the box which has similar meaning to
the expressions in the message above and discuss the differences in
the formality.
- something that shows date, time and venue - I am unable to attend
- the place where the meeting is held. - I cant come
- the people attending the meeting - beforehand
- a summary of the points discussed and - Any other business
agreed at the meeting.
3. Negotiating changes
Emma
You asked me to present the costs for the CP2 model at tomorrows meeting.
Unfortunately, our computer system is down today, so I am not able to access the
figures. Is it possible to put this on the agenda for Mondays meeting?
Martines
Task 6: Please find the expressions in the box to replace the expressions in the
message above and discuss the differences in the formality.
- is there any chance of putting this on the agenda for Mondays
meeting?
- not working
- would it be possible to discuss this at Mondays meeting?
4. Finalising arrangement
When the meeting discusses only one item, then it can look like this example:
Jim Downs
Task 7: Please find the expressions in the box to replace the expressions in the
message above and discuss the differences in the formality.
- Lets go through all the final arrangements
- Lets go over the final arrangements for tomorrow.
- To look at the details to make sure you are familiar with everything
- To work without any problems.
Notes:
British English American English
venue place/location
Apologies present or absent
AOB: Other/Unfinished business
item topic
staff induction day new employee orientation day
1. Minutes of a meeting
Minutes of Marketing Managers Meeting
Friday 6 April
Conference Room C
Present: James Smith (Chair), Sony Black, J. Dewes, Dikotjo, ....
Apologies: Jamie Johns
Action by Completion Date
1 Review of last quarters performance
Sales up by 25 percent
all teams to provide weekly report to S SB/JD/D ongoing
2 Marketing activity
(i) Trip to China Republic May 13 19
Briefing to team 24 May 10 a.m
Room C1 SB 24 May
(ii) New Brochure ready for distribution JJ 8 April
on 8 April
3 Targets
Target for next quarter aim for 30 per
cent increase in sales.
Schedule interviews with Press to
publicise success JS end April
4 AOB
Congratulations to marketing team on excellent performance this quarter
Next Meeting: 13 April 11 a.m Conference Room C
3 MATTERS ARISING
Will Geeny reported that she and Jame had visited Yetty in hospital on 16
October to deliver the committees basket of flower and good wishes for a
speedy recovery. Yetty said she hopes to return to work on Monday 4
November and will be able to attend the next committee meeting.
4 STAFF RESTAURANT
Jim Cages distributed copies of the accounts for the half year ending 31
July. He pointed out that a profit of $2500 was made over the first 6
months of the year. He suggested that some of this be used to buy a new
coffee mahine as the present one is old and unreliable. It was agreed that he
would obtain some estimates and discuss this further at the next meeting.
.................................... (Chairman)
.....................................(Date)
When the meeting minute has been circulated then there might be some
suggestions or comments for various reasons to follow up the results of the meeting.
3. Suggested amendments
Dear James
Ive just looked at the minutes and realised that Ill be out of the country again on
the 24. Well need to rearrange a date for my briefing to the team. I suggest 2 June.
Can you please send out an amendment to everyone, if this date suits you?
Sorry about this.
Martina Simalungun
Task 9: Please find the expressions in the box to replace the expressions in the
message above and discuss the differences in the formality.
- Ive just read your report
- Ive just seen the latest figures.
- Can we set a new date?
- Can we arrange the briefing for next Monday?
- What about 2 June?
- Lets change it to 2 June?
- Change
4. Comments
James,
Sorry I couldnt make todays meeting. Re. the new brochures (item 2); Ive just
heard from the printers that there has been a problem with the machine, so were
expecting a delay of about three days. They will be ready in time for Sonys trip. By
the way, they look great!
I was interested to see our sales target for next quarter too. Well have a busy few
weeks!
Jamie
5. Thanks
James
Thanks for your comments on our performance this quarter. Ive passed on your
congratulations to the team. Everyone has worked very hard. Thank you for all your
support during the past few weeks.
Sony
Task 11: Please find the expressions in the box to replace the expressions in
the message above and discuss the differences in the formality.
- I appreciate your comments on...
- I am very grateful for your comments on...
- Ill pass on your thanks.
- Could you pass on the message to him please?
- Your support is greatly appreciated.
- Thank you for supporting me.
Language Focus
1. Confirming and Refusing a Meeting Event
Always respond promptly to a request for a meeting. When you agree to meet,
you can confirm the details like this:
2 p.m. Wednesday at my office would be fine (for me)
Task 13: Read the emails quickly and answer the questions.
1. Why is Mr Roussou writing?
2. Can Ms Kapoor meet him on Friday?
Dear Ms Kapoor
Im very sorry, but something has come up, and I cant meet you on
Wednesday. I wonder if we could make it 11 a.m Friday?
I hope this isnt too inconvenient for you.
Best regards
Jeff Roussou
Dear Mr Roussou
Its no problem at all. I look forward to seeing you on Friday at 11 a.m.
Best wishes
Khris Kapoor
Task 14: Rewrite the emails in Task 13. Using the alternative phrases above.
You may change the days and times.
Task 15: Rewrite the emails in Task 13. Using less formal language.
Task 16: Choose a word from the box to complete each sentence.
Task 18: Work with your friends. One of you write a suggestion to have an
urgent meeting because of a problem, and your friend respond your
suggestion.
Self-evaluation:
1. What did you learn from this unit?
2. Do you have any problem?
3. If you have some problems to understand this unit, discuss them with
your friends or your teacher.