Business
Writing
Meeting
Objectives
This tutorial helps learners …
•

arrange a meeting

•

(dis)agree with an arrangement

•

prepare a meeting ag...
Common Layout
Three-part plan
•
Head
Who(m), What, When
•

Body

previous contact/ introduction/
background
purpose

Core
...
Suggesting a meeting
Ref/Rea Previous contact / introduction / background

Suggestion of a meeting (+purpose)
Core

When?
...
Examples:
Dear Sam
I would like to schedule a meeting sometime this week to
discuss the progress of the social media marke...
Examples:
Dear Mr Jones
I am very concerned about the difficulties you are having with
the goods we supplied this year.
I ...
Confirming a meeting
Positively
Ref/Rea Previous contact
Core
Res

Agree: confirm time, place
Examples:
Dear Mr Roussos
Thank you for your mail.
2 pm Wednesday at my office would be fine.
I look forward to seeing you...
Confirming a meeting
Negatively
Ref/Rea Previous contact
Core

Reason for disagreement with the
suggested time/place
Sugge...
Examples:
Dear Mr McTavish
I am afraid I am now unable to attend next Wednesday's
meeting. Would it be possible to postpon...
Rescheduling a meeting
Ref/Rea Apology
Core

Reason for cancellation/postponement
Suggest alternatives

Res
Examples:
Dear Mr Kapoor
I am very sorry but something has come up, and I can’t
meet you on Wednesday. I wonder if we coul...
Meeting Agenda
Heading

Type of meeting
Time (date, time)
Venue

Chair (optional)
Attendees

Other preparation (optional)
...
Examples:
SALES DEPARTMENTAL MEETING

Agenda
Date: 7 April
Time: 14.00
Venue: Building B Room 10-213
Participants: JS, AH,...
Examples:
SALES DEPARTMENTAL MEETING
Agenda
Date/Time:
Called by:
Attendees:

Location

Note taker:

Preparation for meeti...
Minutes of Meeting
Heading

Type of meeting
Time (date, time)
Venue

Chair (optional)
Attendees
Core

Motion
Discussion (m...
Examples:
MINUTES OF THE MANAGEMENT MEETING
Date
: 1 March
Venue
: Shaw House, Room 23M
Present : Chris Glover, Bill Brace...
Business
Writing
Meeting
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Biz wri meeting - online

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Biz wri meeting - online

  1. 1. Business Writing Meeting
  2. 2. Objectives This tutorial helps learners … • arrange a meeting • (dis)agree with an arrangement • prepare a meeting agenda • write minutes of meeting
  3. 3. Common Layout Three-part plan • Head Who(m), What, When • Body previous contact/ introduction/ background purpose Core wh-questions Conclusion • Introduction expected action/response End Complimentary closing Signature block
  4. 4. Suggesting a meeting Ref/Rea Previous contact / introduction / background Suggestion of a meeting (+purpose) Core When? Where? With whom? Res Request a confirmation
  5. 5. Examples: Dear Sam I would like to schedule a meeting sometime this week to discuss the progress of the social media marketing campaign. Would this Thursday at 4pm be convenient for you? Please let me know if you would be available at this time. If not, please let me know a couple of alternative dates and times this week, and I can then check my schedule and let you all know. I will then book the meeting room. I look forward to receiving your reply. Regards
  6. 6. Examples: Dear Mr Jones I am very concerned about the difficulties you are having with the goods we supplied this year. I should very much like the opportunity to discuss this matter with you personally and wonder whether it could be convenient to see you while I am in your area next month. My secretary will telephone you soon to make a convenient appointment. I look forward to seeing you soon. With best regards
  7. 7. Confirming a meeting Positively Ref/Rea Previous contact Core Res Agree: confirm time, place
  8. 8. Examples: Dear Mr Roussos Thank you for your mail. 2 pm Wednesday at my office would be fine. I look forward to seeing you then. Best wishes
  9. 9. Confirming a meeting Negatively Ref/Rea Previous contact Core Reason for disagreement with the suggested time/place Suggest alternatives Res
  10. 10. Examples: Dear Mr McTavish I am afraid I am now unable to attend next Wednesday's meeting. Would it be possible to postpone the meeting until the same time on Friday? Very sorry for this inconvenience. Regards
  11. 11. Rescheduling a meeting Ref/Rea Apology Core Reason for cancellation/postponement Suggest alternatives Res
  12. 12. Examples: Dear Mr Kapoor I am very sorry but something has come up, and I can’t meet you on Wednesday. I wonder if we could make it 11 am Friday? I hope this is not too inconvenient for you. Best regards
  13. 13. Meeting Agenda Heading Type of meeting Time (date, time) Venue Chair (optional) Attendees Other preparation (optional) Core Items to be discussed Time allotted Presenter (optional)
  14. 14. Examples: SALES DEPARTMENTAL MEETING Agenda Date: 7 April Time: 14.00 Venue: Building B Room 10-213 Participants: JS, AH, RG, PK, TB 1. 2. 3. 4. 5. 6. Apologies, minutes of last meeting and matters arising Sales projections for next quarter Recruitment and capital expenditure required for no.2 Company bonus scheme AOB Date of next meeting.
  15. 15. Examples: SALES DEPARTMENTAL MEETING Agenda Date/Time: Called by: Attendees: Location Note taker: Preparation for meeting Please read: … Please bring: … Agenda items 1. 2. 3. 4. A B C … Other notes or information
  16. 16. Minutes of Meeting Heading Type of meeting Time (date, time) Venue Chair (optional) Attendees Core Motion Discussion (motion passed or failed) Action (responsible person & deadline) Ending Next meeting: time, venue
  17. 17. Examples: MINUTES OF THE MANAGEMENT MEETING Date : 1 March Venue : Shaw House, Room 23M Present : Chris Glover, Bill Brace, Gill Winstanley, Iwona Pawlowska, Gareth Massey Action 1 Guidelines for reception staff Following recent complaints about the attitude and professionalism of the reception staff, we all agree that it is essential to produce a set of written guidelines. The Human Resources Department will also arrange additional customer service training to take place over the next two months. 2… Next meeting: 18 March 11.00 am Venue: to be confirmed By IP 8 March IP
  18. 18. Business Writing Meeting

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