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1、精选学习资料 - - - - - - - - - 学习必备 欢迎下载Part 2 Secretarial writing Notice of meeting The different forms of notice of meeting and examples: Notice of meeting on the blackboard or bulletin board: NOTICE OF MEETING There will be a scheduled staff meeting at 3:00 p.m. on Wednesday, 18 September 2002 in the C
2、onference Room at the Department. All the staff members are expected at the meeting. General Office 15 September 2002 Notice of meeting in memo: DEPARTMENT FOR CONTINUING EDUCATION Director J.W.White BA FGS FRGS University of Wales 38 Park Place Cardiff CF1 3 BB Fax01222231968 Telex 498635 Tel01222
3、874831/874832 20 June 2002 NOTICE OF MEETING Dear Colleague, There will be a scheduled staff meeting at 11 a.m. on Friday, 28 June 2002, in Room 201 at the Main Tower. J.W. White DIRECTOR 名师归纳总结 - - - - - - -第 1 页,共 33 页精选学习资料 - - - - - - - - - 学习必备 欢迎下载AGENDA 1 Minutes of the meeting held on 25 May
4、 2002 2 Matters Arising 3 Funding Council Circular W99/10 HE; implications 4 Administrative structure of Department 5 Part-time first degrees 6 Appraisal scheme review 7 A.O.B. 8 Next meeting: Main agenda: Modulization and part-time first degrees. Notice of meeting of an international symposium Look
5、 at the examples on the book of page 58, compare the differences between the English version and the Chinese version in both layout and contents. 名师归纳总结 - - - - - - -第 2 页,共 33 页精选学习资料 - - - - - - - - - 学习必备 欢迎下载Writing of Minutes of meeting The heading of minutes: A meeting is usually of a particul
6、ar body, e.g. Board of Directors, Department, Finance Committee etc, so the heading should indicate in some way WHAT meeting this is. The heading of minutes is like this: Minutes of the meeting of the Finance Committee held onMINUTES OF BOARD OF DIRECTORS MEETING BOARD OF DIRECTORS -Minutes of meeti
7、ng held onThe generic structure of minutes: The minutes of meeting include: 1 What the meeting was aboutheading 2 Whenand where the meeting was heldtime & place 3 Who attend the meetingpresiding, present, absent 4 What happened at the meetingagenda & activities The format of minutes of meeting: layo
8、ut 1 Minutes of the Meeting of held on at 名师归纳总结 Presiding: 第 3 页,共 33 页Present: Absent: - - - - - - -精选学习资料 - - - - - - - - - 学习必备 欢迎下载 1. 2. 3. 4. 5. 6. Adjournment: Prepared by: signature layout 2 MINUTES Time & Place Of Meeting: Purpose/Nature of Meeting: Presiding: Present: Absent: Summary of M
9、eeting: 名师归纳总结 - - - - - - -第 4 页,共 33 页精选学习资料 - - - - - - - - - 学习必备 欢迎下载 Adjournment: Prepared by: Past tense and passive voice in minutes: Past tense and passive voice are often used in minutes, for example: The Minutes of the meeting held on 21 January 1999 were agreed and signed. The Continuing
10、 Education Schemes of Study following observations were made:were discussed and the A letter received by Alwyn Roberts from the Welsh Funding Council was noted. Staff member were recommended to submit as many orders as possible. The testing results were examined and found in the conformity to the sp
11、ecifications stated. After some discussions, it was decided that Reported speech in minutes: 名师归纳总结 Reported speech is another distinct feature of minutes, it will be used 第 5 页,共 33 页- - - - - - -精选学习资料 - - - - - - - - - 学习必备 欢迎下载in the following examples: noted believed observed/ maintained Sb. Ad
12、mitted/denied that etc. Insisted that called attention to suggested/proposed/recommendAmendments in minutes: Making amendments is difficult in wording, following are some examples used in making amendments: delete should be deleted to read the specific line/word delete as irrelevant/inapplicable 名师归
13、纳总结 not applicable and should therefore deleted 第 6 页,共 33 页- - - - - - -精选学习资料 - - - - - - - - - 学习必备 欢迎下载Memoranda and office memos Functions of memoranda: Memoranda are drawn up in legal language and signed by both parties. They make specific information a matter of record. They serve as legal do
14、cuments that can be referred to and used as the basis for review and action or as a source material. It is a record of joint efforts and negotiations between the two parties concerning the cooperation in manufacturing and selling of a brand product. It has the function as a Letter of Intent, which w
15、ill serve as the basis for the signing of a format contract. Functions of memos: 1 Memos record policies, decisions and action items agreed to at a meeting or conference. They provide summaries of meetings for participants as well as for those who are absent. 2 Memos serve as an effective medium of
16、office communication. They provide an easy channel through which the executive and the stall communicate with each other. On the one hand, the executives can inform staff of policies, procedures, and actions. On the other hand, staff can report to the superior, to make proposals or to ask for commen
17、ts, approval and instructions. Staff member may also use the memo to brief each other on new developments or to make comments or requests. Communicating through memos saves time and avoids lengthy conversations. 3 Memos may also be sent to individuals both inside or outside the institution to confir
18、m the understandings reached after a telephone conversation or an interview, especially when the matter concerned is 名师归纳总结 - - - - - - -第 7 页,共 33 页精选学习资料 - - - - - - - - - 学习必备 欢迎下载important. The format of memos: MEMO To: Date: From: Ref: Subject: Signature: c.c. Writing practice: Write a short me
19、mo for the following purpose. to call a meeting of your staff to warn employees that they will be penalized for negligence of fire precaution measures to recommend a raise in salary for an employee to announce the retirement of 2 long-term employees to request suggestions from employees for improvin
20、g the quality of production 名师归纳总结 - - - - - - -第 8 页,共 33 页精选学习资料 - - - - - - - - - 学习必备 欢迎下载Classification of business reports: Informal & analytic An informal report contains facts. It presents a situation as it is, not as it should be. The writer does not include his own opinions, nor does he of
21、fer his conclusions or recommendation. An analytic report contains not only facts but also analysis of the facts and the writers conclusions or recommendations. The analytic report is frequently the basis for an important company decision. Thus the writer shoulders great responsibility. An analytic
22、report might call for the writer s recommendations on how a new product could be successful marketed, on how a companys assembly line could be speed up, or how a specific aspect or management could be improved. Informal & formal A formal report, is often organized according to a standard format, suc
23、h as having a title page, an introduction, a section of detailed discussions. A formal report is often accompanied by a covering letter, which serves to transmit the report from the writer to the reader. It consists of a short message, almost perfunctory in nature. The organizational pattern of busi
24、ness reports: A typical business report is made up of three parts: Introduction: stating briefly the purpose of writing and/or the circumstances under which the report has been prepared. 名师归纳总结 Discussion: exploring relevant issues, such as presenting and facts, analyzing statistics and data, 第 9 页,
25、共 33 页- - - - - - -精选学习资料 - - - - - - - - - 学习必备 欢迎下载discussing implications. Conclusion: summarizing the result of the discussion and making recommendations. Business report in contrast with memos: A memo is a short, covering one specific item Making requests etc. giving instructions, A report, gen
26、erally covers broader topics, such as plans for a new product or a study of a problem like declining sales etc. They are different in genres and have different structure. Business report in contrast with science/ research reports: The form and content of a research report: TITLE ABSTRACT vary from 2
27、00to 500 words, including a statement of the purpose of the project, methods and procedures used and principle findings and conclusions INTRODUCTION a review of other people s findings, which will explain your motives for undertaking the project SCOPE OF RESEARCH which should be clearly stated and d
28、efined, whether you are searching for or testing hypotheses, suggesting a theory, or merely reporting some observations made under clearly specific conditions. METHOD AND PROCEDURES a detailed description of the methods or analytical frame work, the steps of research, as well as the equipment and co
29、nditions or any other factors which could effect the outcome of research 名师归纳总结 FIDINGS AND OBSERVATIONS numerical data and other statistics, 第 10 页,共 33 页- - - - - - -精选学习资料 - - - - - - - - - 学习必备 欢迎下载usually presented in the form of tables ANALYSIS AND INTERPRETATION OF DATA CONCLUSIONS such as re
30、-examining the hypothesis, to be rejected if the data show it to be wrong; or to be accepted if supported by the research. IMPLICATIONSa discussion of how your research may provide a better understanding of a board are of science Writing practice Based on your own experience write a report. 名师归纳总结 -
31、 - - - - - -第 11 页,共 33 页精选学习资料 - - - - - - - - - 学习必备 欢迎下载Layout of an itinerary: ITINERARY For Cardiff Trade Mission 12-17 March 2002 Beijing-Shanghai-Xiamen date & time Prepared by: 名师归纳总结 - - - - - - -第 12 页,共 33 页精选学习资料 - - - - - - - - - 学习必备 欢迎下载Verbs forms in itineraries: Details of planned a
32、ctivities in an itinerary are rarely given in full sentences; usually they are presented in verbs phrases. For example: Leave Beijing International Airport for San Francisco Arrive at San Francisco International Airport Met by Mr. T. Keith and Miss Louis Lowes and transferred to Holiday Inn Dinner a
33、t hotel Antonio Meeting with Mr. Essential quality in writing itineraries: In preparing an itinerary, you need to find out information about: a Details of each departure, arrival, and intermediate stops, including exact time, date and places b Dates and detailed schedules of talks/meetings, appointm
34、ents, functions or events if they are included in the programme. c Special interests of the individual/delegation, such as places to see, or other requests. The most important quality for an itinerary is ACCURACY, which means that all details are accurate and clear, to ensure this, you should: a Be
35、sure to indicate clearly the DATE and TIME of each departure and arrival. Use the 24-hour clock for time and avoid confusion. Provide a note as to whether the time is local time or not. b Name the airport or station for each departure/arrival, especially when there is more than one in the city. c In
36、dicate the type of transport used. Give the name of the airline and flight number in air travel. Give train number if rail transport is used. 名师归纳总结 - - - - - - -第 13 页,共 33 页精选学习资料 - - - - - - - - - d Give details 学习必备欢迎下载detailed of the hotel if service is provided, including address, telephone nu
37、mber, room category and number as well as information about catering service. e In listing planned activities, check every detail and language expression to make sure that no confusion will arise. Writing practice: Write an itinerary according to the following items: a 由当地导游接至北京饭店,客房已定 b 出席使馆款待会 c 由
38、张先生带领观光,游玩景点包括 d 商务会谈 e 拜见（约会）公司总经理f 与进出口部经理睬谈 g 由副市长伴随参观高科技工业园h 出席总经理在国际饭店的辞别宴名师归纳总结 i担心排第 14 页,共 33 页- - - - - - -精选学习资料 - - - - - - - - - 学习必备 欢迎下载Layout of different kinds of notes: Telephone slip: TELEPHONE NOTES DATE TIME MESSAGE FOR FROM MESSAGE TAKEN BY Visitor slip: VISITOR Names of caller/
39、s Representing To Interview Nature of Business: Time Message slip: 名师归纳总结 - - - - - - -第 15 页,共 33 页精选学习资料 - - - - - - - - - 学习必备 欢迎下载To Date Time WHILE YOU WERE OUT Mr/Mrs/Ms Of Phone No TELEPHONED CALLED TO SEE YOU WILL CALL AGAIN PLEASE CALL HIM/HER WANTS TO SEE YOU URGENT Message Mechanics of no
40、te writing: a Notes are simpler in form as compared with letters. You dont have to use “ dear ” at the beginning, but you may do. b The date of a note is made quite clear. It may be written in abbreviation with or without the year. It may be written in numbers, though possible confusions may arise as 04/02/02 means something different to the British and the American. c It is not necessary to inclu