CHAPTER 10

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

Many meetings take place in business, and an effective meeting is an efficient

tool in the communication process. Meetings provide a useful opportunity for sharing
information, making suggestions and proposals, taking decisions and obtaining
instant feedback. This chapter discusses successively how to write messages to set up
meeting and minutes.

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

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2. Suggesting a date, time and place
Dear Kate
I leave for Singapore on Wednesday, so well need to meet before then. What about
Tuesday at 1 p.m. at my office? We could have a working lunch.
Can you get back to me today.

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.

- How about Tuesday at 1 p.m? - 3 p.m. is fine.

- Well meet in my room? - See you next week.
- Can you manage 1 p.m. on Tuesday? - 3 p.m. suits me.
- The conference is at Clover House. - Is 1 p.m. on Tuesday convenient?
- Are you available on Tuesday at 1 p.m? - 3 p.m. is OK for me.
- Well meet on platform two at the
station.

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4. Confirming a meeting
Eduardo

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.

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 Notes:
British English American English
canteen caf(teria)
(also used in British English)
its in my diary its in my datebook/calendar.
Note: In American English a diary (or
journal) is a book in which you write
down the things that happen to you each
day (also in British English).
Well meet on platform 2 at the station well meet on/at track 2 at the train
station.

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.

Monthly Review Meeting Agenda

Date : 4 August
Time : 10:00
Venue: Conference Room 2
Participants: SP IM JK BH RA
1. Apologies
2. Minutes of last meeting
3. Review of 2nd quarter sales
4. AOB
5. Date of next meeting
Thanks
Dan

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 When you set up agenda, you can also write a memo requesting agenda items,
the message can be in the form of this example:
MEMORANDUM
To Departmental Heads
From Steven Sweepers, Administration Manager
Ref SS/ST
Date 2 July 2011
OPERATIONS MEETING 14 JULY
The next Operations Meeting will be held in the Conference Room at 1000 hours on
Monday 14 July.
Follow-up items from our last meeting which will be included under Matters Arising
are:
- New brochure (Suzanne Stulle)
- Annual Dinner and Dance (Mundy Mann)
If you wish to add any further items to the agenda please let me know before 8 July.

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.

2. Changing the agenda

To: Executive Team
From: Don Willis
Date: 21 October
Subject: Agenda item change
Please note the change to item 2 on the agenda for this weeks sales meeting. As
Sharon Donne will be away, I have moved the International Strategies paper to next
week. We now have a slot to discuss Customer Service. Could you all therefore
send your reports to Jane my Wednesday? She will circulate these to everyone prior
to the meeting.

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Task 5: 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.
- Please advise if you want to make any amendments to the agenda
- Please note that item 2 on the agenda has now changed.
- To pass papers around to everyone.
- There is a change to item 3 on the agenda.
- Could you draft an agenda for Fridays meeting?
- before

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:

To all departmental managers

Can we meet in my office tomorrow at 8:30 a.m? Id like to run through the final
arrangements for the staff induction day on Monday?
We are expecting more than 25 new employees so we need to ensure that
everything runs smoothly.

Jim Downs

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 However, usually after the memo is circulated, some staff may propose several
addition topics, as in this example which is written formally:
Companys name Turner Computer

Companys name OPERATIONS MEETING

Notice section: The monthly Operations Meeting will be held in the Conference Room
state venue, time
and date at 1000 hours on Monday 14 July 2011.
AGENDA
1. Apologies for absence
Opening ordinary 2. Minutes of last meeting
business 3. Matters arising from the Minutes
- New brochure (Suzanne Stulle)
Special business - Annual Dinner and Dance (Mundy Mann)
(note full names in 4. New Branches (Suzanne Stulle)
brackets)
5. Far East Trip (Mila Turine)
6. European Computer Conference (John Black)
7. 5th Anniversary Celebrations (Suzanne Stulle)
Final ordinary 8. Any other business
business
9. Date of next meeting

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

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C. Writing Minutes
Minutes are a written record of what took place at a meeting. An accurate
written record is essential for those who attending the meeting and for those who
were absent. Minutes should be written in the past tense using third person and
reported speech.
There are four types of minutes, verbatim, resolution, naration, and meeting.
Verbatim minutes are those written in court reporting, these minutes have everything
and every words need to be recorded. Resolution minutes mainly conclude the results
of the discussion. Naration minutes contain a concise summary of all the discussion.
Minutes of meeting contain the summary of every meeting items. In this chapter only
the meeting minutes are discussed and it starts from simple meeting minutes, then the
example of formal minutes and it is followed with the negotiation and comments.

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

2. Formal minutes of a meeting

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The following is the example of formal minute
AURORA HOLDING Ltd.
WELFARE COMMITTEE
MINUTES OF A MEETING OF THE WELFARE COMMITTEE HELD IN
THE CHAIRMANS OFFICE ON TUESDAY 21 OCTOBER 2011 AT 1630
PRESENT: Elein Tycoon Purba (Chairman)
Jame Cages
Erma Simalungun
Wendys Sukotjo
Geary Suharto
1 APOLOGIES FOR ABSENCE
Aplogies were received from Antoni Wawo who was attending a business
conference

2 MINUTES OF LAST MEETING

The minutes had already been circulated and the Chairman signed them as
a corret record.

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.

5 CHRISTMAS DINNER AND DANCE

Miss Wendy Sukotjo passed around sample menus which had been
obtained from hotels. After discussion it was agreed that arrangements
should be made with the Parahyangan Hotel for Saturday 21 December.
Miss Sukotjo agreed to make all the necessary arrangements.

6 ANY OTHER BUSINESS

There was no other business.

7 DATE OF NEXT MEETING

It was agreed that the next meeting would be held on Wednesday 20
November at 2011.

.................................... (Chairman)
.....................................(Date)

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Task 8: Please find the expressions in the box to replace the expressions in the
message above and discuss the differences in the formality.
- There will be a briefing meeting at 2 p.m.
- Could all managers please attend the team
- Briefing this afternoon?
- Please schedule the meeting for Friday
- Can you schedule the interviews for next week?

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

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Task 10: Please find the expressions in the box to replace the expressions in
the message above and discuss the differences in the formality.
- The figure are very impressive. By the way, when is the next project
meeting?
- It was interesting to see our new sales target ...
- I understand from the minutes that we have a new sales target...

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)

When you cannot meet, use:

Im afraid Friday afternoon isnt possible.
Im sorry, but - I have another appointment (on) Friday afternoon.
- Im in a meeting
- Im out of town

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 When you refuse a request, you should usually suggest another time and /
or place such as:
How about Thursday? 11:00 a.m. would be good for me

Task 12: Respond to the requests.

1. Could we meet next Tuesday at 10 a.m? (agree)
______________________________________________________________
2. I wonder if we could meet tomorrow afternoon. (refuse)
______________________________________________________________
3. Could we meet this Friday morning? (refuse)
______________________________________________________________
4. I wonder if we could meet sometime this week. (agree)
______________________________________________________________

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

2. Suggesting Meeting Schedule

If you cannot keep an appointment, you can start:
Im sorry, something has come up and I cant meet you on Thurday.
but Im I have to change my and our Thursday meeting isnt
afraid plans for next week, possible

Suggest another time and / or place:

I wonder if we could make it 11 a.m. Friday?
Im very sorry about the inconvenience.

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 End with an apology:
I hope this isnt too incovenient for you.
Im very sorry about the inconvenience.

When you respond to a change in plans, you can use:

problem I look forward to seeing you on Friday at
its no at all 11 a.m
inconvenience 11 a.m. Friday is find with me.

Task 14: Rewrite the emails in Task 13. Using the alternative phrases above.
You may change the days and times.

3. Formal and Informal

More Formal Less Formal
Salutation and closing:
Dear Ms Kapoor Dear Khris
Best wishes Best wishes (no closing)
Jeff Roussou Jeff
Pronouns and auxiliary verbs
Im very sorry, but... very sorry, but ...
I look forward to meeting you next Look forward to meeting you next
week. week.
Its no problem at all. No problem at all.
Vocabulary and expressions
I hope everything is going wel with How are things with you?
you.
I wonder if we could meet... Could we meet...
Is Tuesday convenient? Is Tuesday OK?
Thank you for your email. Thanks for your email.
I look forward to seeing you then. See you then.

Task 15: Rewrite the emails in Task 13. Using less formal language.
Task 16: Choose a word from the box to complete each sentence.

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 available manage availability suits suit best

1. Which is ______ for you, the 14, 15 or 16 February?

2. Can you let me know your ______ next week?
3. Would 12 January ______ you?
4. When are you ______ ?
5. That ______ me.

Task 17: Select an appropriate phrase to begin each sentence.

Well need to Can you confirn Thank you for Can you pass on
I am looking forward Please let me know What about
I would be very pleased

1. ............................................. to meeting you on Friday.

2. ............................................. circulate the meeting notes.
3. ............................................. all your help during the project.
4. ............................................. my congratulations to everyone?
5. ............................................. the date of the meeting?
6. ............................................. if you want to make any changes.
7. ............................................. to visit you next week.
8. ............................................. meeting for lunch tomorrow.

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.

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