Matakuliah
Tahun
: G0374 / Business Writing
: 2006/2007
Minutes of Meeting
Some Restrictions
The Layout
The Wording
The Contents
1
Restrictions
• Minutes should be written and circulated within a
week of the meeting, earlier if possible.
• They should be concise and restricted to decisions
unless there is good reason to go into details.
• They should not be long dialogues of who said that.
2
The Layout
Minutes may be displayed in a variety of
formats depending on the preference of your
employer and organization.
3
The layout
4
The Wording
• Use reported speech
• Use the third person
• Use past and future tenses.
5
The Contents
1.
The name of the organization
2.
The place, date, and time of the meeting
3.
Whether the meeting is regular (monthly, special, and so
on).
4.
The name of the person presiding
5.
A record of attendance (for small meetings, a list of those
present or absent; for large meetings, the number of
members in attendance).
6
The Contents
6. A reference to the minutes of the previous meeting ( a
statement that they were read and either accepted or
revised, or that the reading was dispensed with).
7. An account of all report, motions, or resolutions made
(including all necessary details and the results of
votes taken.
8. The date, time, and place of the next meeting.
9. The time of adjournment.
7
Tips
• Remember to use:
was
would be
had been
were
not
not
not
not
is
will be
has been
are
8
Tips
• Formal minutes would include, in addition to
greater detail, the names of all those who make
and second motions and resolutions, and the
voting record of each person present.
9