Secretarial Procedures and Secretarial English Week X UNIT 15: Notes, Notices, Memos UNIT 16: Agenda, Minutes, Announcements Assignments Section One, Unit Fifteen Mr. Thompson: Liulin, what have you got to do this afternoon? Liulin: Well, I've got to file these letters, make some phone calls, and of course, I have to prepare some notes. And I've really got to tidy up the storeroom. Mr. Thompson: Forget the filing, and get one of the girls to help you with the storeroom. I need these notes ready by four. Liulin: Certainly, I'll do them at once. Mr. Thompson: Thanks. The following are some of the notes written by Liulin. _______________________________________________________________________________ $3,200.00 Three months after date, for value received, I promise to pay to Mr. James Brown or order the sum of three thousand and two hundred dollars, with interest at 7% per annum. Gale Thompson 15 September, 1996 1400 Nanjing Road Shanghai _______________________________________________________________________________ Conversation I _______________________________________________________________________________ 15th September, 1996 Received from the Bank of China the sum of one hundred thousand dollars only. Gale Thompson _______________________________________________________________________________ September 15, 1996 Received from Messrs ABC Co. the undermentioned goods: six shirts two pairs of gloves ten handkerchiefs one hat Liulin _______________________________________________________________________________ Shanghai, 15th September, 1996 For HK $5,000.00 Two Months after This Date I Promise to pay to Mr. Shu Chunrong or Order the sum of HongKong Dollars Five Thousand Only, for values received. Gale Thompson _______________________________________________________________________________ Conversation II (Liulin has just finished typing. Tina comes up.) Liulin: Hello, Tina. How are things going? Tina: All right, I suppose. Are you doing something very important, or can I interrupt you? Liulin: Oh, you can interrupt me. I was just typing up the notice about the company barbecue, but I've done it now. Tina: It was notices I wanted to ask you about. Liulin: Oh ...? Tina: Yes. Mr. Howard has left me a note asking me to let people know about a couple of things "in the usual way". But I don't know what the usual way is. Should I put a notice up too? Liulin: It depends on what you want to say. It might be better to write a memo. Tina: What's the difference? Liulin: One, notices are usually short；two, they contain general announcements for everyone； three, they don't require any written response – fire regulations, or the company barbecue, for example. You can distribute copies round the office, or you can just pin them up on the notice board. That's what I'm going to do with this one. Look ... Sample Notice about Company Barbecue _____________________________________________________________________________________ COMPANY BARBECUE Date: 26 October Saturday Time: 2:00pm Place: Staff Recreation Club Grounds All staff are invited to attend the company barbecue. Guests welcome. Come and enjoy yourselves! Liulin Ext 2856 _____________________________________________________________________________________ Another example of a notice: _____________________________________________________________________________________ NOTICE We have pleasure in announcing that Mr. P.S. Shum and Mr. S.N. Chun Poon have been authorized to sign Per Procuration with effect from 1st July, 1991 Wing Tai Trading Co., P.L.CHENG Managing Director HongKong 30th June, 1991 _____________________________________________________________________________________ Conversation II Liulin: Now, memos are more like letters. In fact they're internal letters within a company. Tina: So when do you send them? Liulin: Well, you write a memo, one, if a response is required from the reader；two, if you are communicating with only some of the company personnel；three, if you want to make sure that important information is received by everyone. Tina: I see. But what purposes does a memo serve? Liulin: Well, the main purposes of a memo are: one, to inform；two, to request action；three, to build up goodwill. What does Mr. Howard actually want you to do? Tina: Well, the first thing is he's going on leave. So he wants me to let everyone in the company know the dates he will be away. I suppose I could put a notice up. Liulin: You could. But it's quite important that everyone knows when exactly he'll be away, so it would probably be better to circulate a memo to all staff. Tina: OK. Now, is there a special format? Liulin: Yes, but it's very easy. Basically it's just like writing a letter, but without the salutation and the complimentary close. And you use special paper. Here. Why don't I just put it in the typewriter and we'll do your short memo right away? Tina: OK. Thanks. The Memo to All Staff ______________________________________________________________________ Huaxia Trading Corporation Ltd. MEMORANDUM To: All staff From: G. Howard, Marketing Manager Date: 23 November Ref: GH-23-11-1 Subject: Marketing Manager's Annual Leave. This is just to let you know that I shall be taking annual leave from the 4th to the 18th of December. ______________________________________________________________________ Words and Expressions note n. 条据 tidy up 整理 annum n. （拉丁语）每年 undermentioned a. 下述的 interrupt v. 打扰，打断 barbecue n. 烧烤 memo n. 备忘录 announcement n. 通知 response n. 回答，回应 regulation n. 规章，规则 distribute v. 分配，分发，配给 authorise (= authorize) vt. 授权，委任 批准，（正式）承认 internal a. 内部的 personnel n. 全体人员，职员 probably a. 很可能 actually a. 实际上，确实地 basically a. 基本地 salutation n. 称呼， 敬称 complimentary a. 祝贺的，称赞的 annual a. 每年的 Section Two, Unit Fifteen 寄存收据： ______________________________________________________________________ Singapore, May 10, 1990 Received from Mr. R. S. Zhou for safe custody the following: One box, said to contain stocks. The Singapore Commercial Bank ______________________________________________________________________ 房租收据： ______________________________________________________________________ Jan. 1, 1995 Received from Mr. David Smith the sum of twenty dollars being the rent due on the premises No. 24 Nanjing road form Jan. 1, 1995 to Jan. 31, 1995 C. Wells ______________________________________________________________________ Sample: Notice to Staff and Visitors Stock Security Date: 5 June 1993 It has been my observation in recent weeks that a considerable number of bicycle parts as well as eight complete bicycles have „disappeared‟ from this warehouse. A recent stocktaking has confirmed my impression that there has been a considerable loss of stock, which is totally unacceptable. The company has found it necessary, therefore, to appoint a security officer. One of his duties is to check that goods loaded onto our customer's vehicles correspond exactly with the goods listed on their orders. The gate keeper has been instructed not to allow any vehicles to leave without the approval of the security officer, who will be present in the car park and loading area at all times when the warehouse is open. All those concerned are asked to give their full co-operation to the security officer. Other measures have also been taken to improve security. To make these more effective, all employees are asked to be vigilant and to discourage dishonest practices by observing strictly all the company's procedures. Any suspicious behavior should be reported to me at once. It should be well understood that the company would not be able to continue to employ anyone caught pilfering. (signature) __________________________________________________________________________ Readings Whereas letters are used to communicate with persons outside the firm, memoranda are used to convey written information to persons within the firm. These, too, are very often printed, but instead of having the name and address of company at the top of the sheet, they will only have this sort of heading: _______________________________________________________________________________ Huaxia Trading Corporation Ltd. MEMORANDUM To: From: Date: Ref: Subject: _______________________________________________________________________________ A memorandum does not require a salutation or a subscription. A heading at the top and a signature at the bottom of the sheet is enough. It should be brief and to the point. Often copies of letters and "memos" have to be sent to a number of people. In that case it is as well to have a distribution list and to tick off the names of the persons to whom copies have been sent. The distribution list may appear either at the bottom of the page or typed on a separate piece of paper and attached. Section One, Unit Sixteen (Liulin calls Mr. Thompson to decide on the items on the agenda for the coming meeting.) Liulin: Mr. Thompson? What issues for discussion do you want to include on the agenda for this week's management meeting? ... Complaints about seating arrangements ... yes. Continuation of the smoking ban ... OK. Oh, and Mr Thompson, did you want to receive a financial report? ... Fine. Thank you. (Liulin prepares the agenda) __________________________________________________________________________________________ Management Group Meeting Date: 12 November, 1996 (Tuesday) Time: 10:00am Venue: Boardroom AGENDA 1. Call to order by chair person 2. Minutes of the previous meeting considered 3. Matters arising from the minutes of the previous meeting discussed 4. Routine reports (i) General Manager (ii) Marketing Manager (iii) Production Manager (iv) Personnel Manager 5. Issues for discussion (i) Complaints about seating arrangements (ii) A continuation of the smoking ban (iii) A financial report (iv) Date of next meeting 6. AOB 7. Adjournment __________________________________________________________________________________________ Conversation II (At meeting, discussing point (i) of item 5 on agenda: “Complaints about seating arrangements”.) Mr. Thompson: Now the next issue to be discussed is complaints about seating arrangements. As you know we maintain the old seating arrangements in the canteen, which divide the seats into two different areas: management and staff areas. We're now having trouble with this. Mr. Howard: Yes, I'm afraid it's causing more serious problems. Several members of the staff have complained about the division for causing inconvenience and encouraging snobbery. Ms Patton: I agree. Besides, the canteen staff are not satisfied with these arrangements, especially because they create difficulties during busy hours. Mr. Barker: To deal with the dissatisfaction, I suggest that we set up a working group to investigate the views of all employees. Mr. Thompson: I've no objection to that. Ms Patton: I think it's a good idea. Mr. Howard: OK. And we'll look at their reports to decide what changes are necessary. Mr. Barker: Certainly. Mr. Thompson: Good. That's settled then. Now if we've finished talking about the complaints ... Conversation II Mr. Howard: Excuse me. When will we collect the reports, and who will be responsible for the investigation? Ms Patton: Liulin, would you like to ...? Liulin: (rising from the notes she is taking) I'm glad to. How about, say, two weeks time? Mr. Thompson: Thank you, Liulin. Mr. Howard: All right. Thanks. Mr Barker: All right. Thanks. The following is the first part of the minutes. First Part of Liulin‟s Minutes _______________________________________________________________________________ MINUTES OF THE MANAGEMENT GROUP MEETNG Date: 12 November, 1996 Tuesday Time: 10:00am Venue: Boardroom Present: General Manager (GT) Marketing Manager (GH) Production Manager (NP) Financial Controller (DB) Apologies: Personnel Manager (JP) 1. The meeting was called to order at 10:03 by GT. 2. The minutes of the previous meeting held on 4 October were confirmed as a true record. 3. There were no matters arising. 4. GT outlined the present seating arrangements in the canteen. GH explained that several members of the staff had complained about the division of the seating area into management and staff areas. NP agreed that canteen staff were not satisfied with these arrangements as difficulties arose during busy times. It was agreed that a working party should be set up to investigate the views of all employees. Reports would be examined in two weeks. _______________________________________________________________________________ Conversation III Sometimes when a secretary is with foreign guests or at a conference, it's necessary for her to release some news. Here are two announcements made by Liulin: A Liulin: May I have your attention, please. Tina: (to others) Shh! I think she's going to make an announcement. Liulin: Our trip to the Great Wall will be tomorrow morning. We'll go there by bus. The trip will take most of the day, so be sure to bring some lunch. The bus will leave at 8 o'clock sharp. So please don't be late. B Liulin: Your attention, please. I have an announcement to make. The activity planned for this afternoon has been put off to a later date. John: When has it been put off to? Liulin: I'm not sure. It will be announced later. Nothing else has planned, so you'll be free this afternoon. Exercise A Fill in each blank in the following sentences with ONE word only. The first one has been done for you. 1. Every meeting needs an _____________. (议事日程) 2. The secretary keeps the ____________. (会议记录) 3. A meeting needs a ____________ to lead the discussion. (议长) 4. Before the main meeting we had a short __________ meeting. (预备的) 5. At 11:30 we decided to _____________ for lunch. (休会) 6. Mrs White will address the meeting on my ____________. (代表) 7. I have a __________ to make. (提案、建议) 8. No one voted against – the decision was ____________. (一致同意的) 9. There are a few more ___________ items to discuss. (各种各样的) 10. Thank you very much every one. I think that ___________ our meeting. (结束) Grammar & Function: Direct and Reported Speech 一、直接引语 直接引语是直接援引他人的话。它出现于双引号之间。当需要逐字逐句重复 话语时一般使用直接引语。 二、报告语 如果并不需要重复确切词句，我们通常选用间接引语来重复句子的大意。这 时不用引号。 例如： Simon says he‟s tired. Wasn‟t it Kay who said that she wanted to be alone? Annie replied that she liked roses 注意： 1. 间接引语常要改变原词句； 2. 一般间接引语前须有 “that”，但有时也可省略，省略that的句子比较不正式。 “Tell” or “Say” 1. “对谁说”时用tell. The boss told them they could leave early. tell后没有间接宾语（人）只用在以下词组中： tell a story, tell the truth, tell a lie 2. 不必提及“对谁说”时多用say. Carl says he‟s ready. 有时在say之后用to（对某人），多半因为说话内容并未出现。 The manager wanted to say something to all of them. What did Pamela say to you? 报告语中的变化 1. 人称、地点和时间的变化要依据当时的具体情况。 典型的变化有： I→he/she, my→his/her, her→there, now→then, today→that day, tomorrow→the next day, this week→that week, last week→the week before, etc. 2. 时态变化 （1）主句若是过去时态的动词，间接引语常亦转成过去时态。 “You look pale.” → I told Emma she looked pale. 报告语中的变化 （2）若复述引语时引语部分仍为事实，可以不改变原引语时态。 You said you like walking. （3）如果复述者认为原引语不真实，一般要改变原引语时态。 You said you liked chocolate, but aren‟t eating any. （4）原引语中的现在完成时态一般转为过去完成时态。原引语中的过去完成时态不变。 “I‟ve finished my course.” → Tom told me he‟d finished his course. “My money had run out.” → Steve said his money had run out. （5）情态动词若在引语中是现在时，则在间接引语中变成过去时；若在引语中是过去时， 则在间接引语中保留过去时。 “must” → had to。 “I must answer this letter.” → Gavin said he had to answer the letter. 转述问句 1. 原引语为特殊疑问句的，报告语中保留疑问词。 The interviewer asked Jane when she left school. 2. 原引语一般疑问句的，报告语中用if或whether. The students want to know if they can use calculators. 3. 转述问句时态变化规则同转述陈述句。 转述命令、请求、建议、许诺等 1. 转述命令、请求、建议时使用不定式。 I asked you not to wear those boots in the house. A policeman told me to move the car. The doorman asked to see my membership card. I asked the travel agent for some brochures. We offered to pay for the damage. Sue reminded Jeremy to ring her. 在使用 tell, ask, offer, promise, agree, refuse, threaten, advise, remind 等词转述时，用一 个带to的不定式。 2. 转述时使用suggest, admit, insist on, apologize for等词时后跟-ing形式。 Sarah suggested going to a night club. Clive insisted on having a break. 3. 在转述时使用promise, agree, remind, warn, advise, suggest, admit和insist，后面也可以跟一 个that引导的从句。 Jeff admitted (that) he was wrong. I warned you (that) those steps were slippery. Readings: The Secretary at the Meeting If you are asked to take notes at a meeting, familiarize yourself ahead of time with matters that may be discussed by reading the minutes of previous meetings, the agenda, proposals, and other information that might be brought before the membership. This background information will be helpful to you in setting up the order of your note taking or in supplementing a recorder if the meeting is being taped. Select a chair next to the chairperson and concentrate on taking notes as unobtrusively as possible. Your first duty may be to report whether a quorum (the required number of voting members) is present. A rapid check can be made by using a membership list. While taking notes, you may have to ask to have something repeated that you did not hear or were unable to get into note form. You may say, "I did not get that," or you may give a prearranged signal to the chairperson, such as raising your left hand slightly. Then the chairperson will ask that the point be repeated. The bylaws of some organizations require that the person making a motion submit the motion to the secretary in writing so that it will be exactly phrased in the minutes. Even here, though, you should take the oral motion down verbatim to be sure that the written motion conforms to the oral one. Copies of transcripts of involved presentations should be given to you to attach to the minutes. The Secretary at the Meeting You are not expected to take down the meeting word for word. Too many noted, however, are better than too few. No one turns to the secretary in a meeting and says, "Take this," or "You need not take this." You are simply held responsible for getting everything important in your notes, especially motions, amendments, pertinent discussion, and decisions. If you are afraid to decide at the instant whether statements are important, you should record them. They can be dropped from the final draft if they later seem inconsequential. Some essential parts of the minutes may not be specifically recorded at the time of the meeting. The date, time, and place of the meeting and the name of the presiding officer may not be stated. The roll may be called；but if not the secretary is expected to observe and to record all the details of attendance – who attended, who did not attend, who arrived late, and who left early. The last two items of information are important in recording action on measures voted upon. (Those not wishing to go on record with their votes may absent themselves from a part of the session for just that reason.) To report as present a person who left the meeting during important transactions could have serious consequences. The Secretary at the Meeting The minutes should answer the journalistic questions：What? Where? When? Who? Why? Minutes should be written in the past tense and with complete sentences. The following suggestions apply to writing minutes of all kinds. 1. Use plain white paper. 2. Capitalize and center the heading that designates the official title or nature of the group which met, as Committee V；Student Personnel Services；Recruitment, Guidance, and Placement. 3. Single- or double-space the minutes and allow generous margins. There is a preference for double-spaced minutes. Indent paragraphs 5 to 10 spaces. 4. Prepare the minutes with subject captions for the various sections to expedite locating information. Record each different action in a separate paragraph. 5. Establish that the meeting was properly called and members notified properly. Indicate whether it was a regular or a special meeting. 6. Give the names of the presiding officer and the secretary. 7. Indicate whether a quorum was present, and provide a roll of those present. At official meetings and committee meetings list those absent. 8. Rough out the minutes with triple spacing for approval by your employer before preparing them in final form. Order of Presentation in Minutes _______________________________________________________________________________ WHAT 1. Name of the committee, group, or organization WHEN, WHERE 2. Date, time, place of the meeting WHY 3. Type of meeting, regular or special；give purpose if special WHO 4. Names of members, present and absent (if group is small) 5. Names of presiding officer and secretary 6. Identification of proceedings: Record all announcements, reports, resolutions (Reports can be appended to minutes) Record exact language of main motions, name of initiator and person who seconds motion A brief summary of the discussion on the motion Action taken 7. Date of next meeting 8. Time of adjournment 9. Signature of secretary 10. Date minutes are signed _______________________________________________________________________________ Conferences and Conventions The executive is likely to participate in numerous conferences and conventions. A conference is a discussion or consultation on some important matter, often in a formal meeting. A convention is a formal meeting of delegates or members, often the annual assembly of a professional group. The executive's secretary is often involved in planning these events and in follow-up after actual meeting. Secretarial Planning Responsibilities Some conferences and conventions require the full-time efforts of a secretary for an entire year. Weeks and months of painstaking work are required to handle details. Assignments 1. Finish Exercise B in Unit Sixteen; 2. Have a brief revision of Unit 15 and 16; 3. Read Text 5 “Accounting and Bookkeeping” in Appendix 3 and finish the exercises. 4. Try the error correction passage and sentences. 5. Refer to Meeting Skills Guides for more information.