CONFIDENTIAL LG/JULY 2022/EWC663 (SET 1)

UNIVERSITI TEKNOLOGI MARA

AKADEMI PENGAJIAN BAHASA
WRITING TEST
MINUTES OF MEETING (30 MARKS)
SEMESTER: MAC - OGOS 2022
ENGLISH FOR MEETINGS AND DISCUSSIONS (EWC663)
ANSWER KEY

MINUTES OF MEETING
FORMAT/LAYOUT : 3 MARKS

CONTENT : 12 MARKS

LANGUAGE : 15 MARKS

TOTAL : 30 MARKS

FORMAT/LAYOUT: 3 MARKS

1. Title/heading:
a. The name of the company must be placed at the top and in the middle of the page:
WeCare4U
b. The word “minutes” must be included in the heading.
c. Type of meeting: 2nd Departmental Meeting (must be included in the heading)
d. Date:12th of June 2022 (must be included in the heading)
e. Time: 9.30am - 12.30pm (must be included in the heading)
f. Venue: Cendekia Meeting Room (must be included in the heading)

2. Must include a list of those present, including ONE CHAIRPERSON and ONE SECRETARY
and salutations, e.g. Mr., Mrs., Miss, etc.

3. All headings and subheadings must be accurate and must follow the order of the agenda.

4. Signature of the Secretary and the date must be included at the end of the minutes. The
Chairperson’s signature and the date must not be included (deduct 0.5 marks for any
missing or added items).

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CONFIDENTIAL LG/JULY 2022/EWC663 (SET 1)

This format is required:

………………………. …………………….
Signed By Date
Dato’ Syed Ibrahim
Chairperson

Iman 15 June 2022

………………………. …………………….
Recorded By Date
Ms. Iman Rashid
Secretary

(Accept any date after the meeting.)

5. Numbering system (accept decimal or alpha-numeric numbering system as long as it is

consistent).

If any one of the formats/layouts from items 1 – 5 is left out or is incorrect, deduct ½
mark for each format/layout - up to a maximum of 3 marks.

CONTENT: 12 MARKS

All the items here are compulsory:

No. Item Marks

1.0 Chairperson’s Welcome Address 1

If the time is not mentioned, award only 0.5 marks. Total 1

2.0 Apologies for Absence

Apologies for absence were received from Ms. Atisha Abu Bakar who ½
was away on medical leave and Ustaz Fawwaz Iskandar who was ½
attending a short counselling course.
Total 1

3.0 Minutes of the Previous Meeting

There was an error in the minutes of the previous meeting. ½

Mr X / Ms Y (any name from the attendees list) proposed that the minutes 1
of the previous meeting be passed as a true document and Mr X / Ms.Y
seconded.
● Must include a proposer to propose that the minutes of the
previous meeting be passed as a true record.

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CONFIDENTIAL LG/JULY 2022/EWC663 (SET 1)

● Must include a seconder.

(Must include both proposer and seconder. No marks are awarded if
only 1 is mentioned.)

● Must include the words “the Chairperson signed and confirmed ½

the minutes as a true record”.
Total 2

4.0 Matters Arising

Either:
● Accept any suitable name(s) and matter(s) arising – Students can ½
invent details where necessary.
or or
● There is no matter arising. ½
Total 0.5

5.0 Special Business

Must include the words “The Chairperson announced…” or “The ½
Chairperson informed...”, or “The Chairperson declared…”. (0.5 x 1 =
0.5)
5.1 Organising Fundraising Activities for Rehabilitation Centres
5.2 Conducting Mental Health Awareness Programmes
5.3 Increasing Social Media Presence

Each of the two motions:

● Must include a person proposing an idea and must have a ½
seconder.
● Must include a person disagreeing with the idea and proposing a ½
new idea, and must have a seconder.
● The resolution must be put to a vote, in accordance with the ratio 1
of the attendees of the meeting (the Chairperson must not be
included in the voting).
(2 x 2 = 4)
The other motion:
● Must include a person proposing an idea and must have a
seconder 1
● The resolution must be agreed/unanimously agreed.
½
(1.5 x 1 =
1.5)
(Must include both proposer and seconder. No marks awarded for
resolution if proposer and seconder are incorrect or not mentioned)

* If a motion is put to a vote, there must be TWO (2) proposals.

* At least TWO (2) out of THREE (3) motions must be put to a vote,
and only ONE (1) item can be unanimously agreed.
Total 6
* Award marks only for THREE (3) special business items.

6.0 Any Other Business

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CONFIDENTIAL LG/JULY 2022/EWC663 (SET 1)

Mr. X/Ms. Y proposed to introduce a corporate uniform. ½

Total 0.5

7.0 Date, time and venue of next meeting

Must have all THREE items mentioned, i.e. the DATE, the TIME, and the ½
VENUE. Total 0.5
* If any one of the three items is missing, minus 0.5 mark from
‘Content’.

8.0 Close
The CHAIRMAN must close/adjourn the meeting at 12.30pm. ½
* If the time is incorrect, minus 0.5 mark from ‘Content’.
Total 0.5
TOTAL MARKS 12

LANGUAGE: 15 MARKS

MARKS DESCRIPTION

1-5 Weak (meaning is distorted)

6-8 Satisfactory (errors do not distort meaning)

Comprehensible but language is less formal

9-11 Good (minor errors)

Grammatically correct formal language

12-15 Excellent (error-free)

Formal language of minutes: passive voice, subjunctive structure

END OF ANSWER KEY

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