# Letters of Introduction Templates

Document Sample

					                                   Faculty of Arts and Society

School of Social Sciences

Documentation &
Correspondence
Guidance
Version 3.0 May 2008

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Contents

    Introduction                                                 3

    Guidelines which apply to all documentation and
Correspondence                                               3

    Producing documents in Word – setting up defaults            7

    Templates                                                    7

    Use of the University logo                                   8

    Use of the University signage                                9

    Correspondence:                                              10

    Letters                                             10
    Letters – example                                   11

    Email Etiquette                                              12

    Format                                              12
    Signature/sign-off                                  12
    Setting up a signature in Microsoft Outlook         13
    Emailing attachments – for administration staff     13

    Committee and Meeting Servicing                              14

    Board of Examiners and Course Committee Meetings    14
    Internal committees and meetings                    14
 Headings for agenda, attendance and minutes   15
 Agenda                                        15
 Attendance list                               16
 Minutes                                       16

    Faxes, Memorandums and Spreadsheets                          17

    Faxes and Memorandums                               17

    Appendix Index                                               18

    Template Index                                               18

    Appendix                                                     18

    Templates                                                    19

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Introduction

In accordance with the university’s policy on producing materials which are
accessible to all, and with consideration of the good practice to develop a
School ‘style’, we have produced these guidelines which apply to all
correspondence and documentation produced by the School. If you have
any queries regarding the content of this document, or require additional
assistance on reconfiguring the setup of Outlook or Microsoft Word, then
please do not hesitate to contact a member of the administrative staff.
Feedback on the guidelines and suggested changes to reflect policy is
always welcome.

Guidelines which apply to all documentation and
correspondence
Written style guide (University Guidance)
At the core of our identity is the need to communicate clearly, concisely and in
a way that our diverse audience will readily understand. This is particularly
important in our written communications.

Where possible we must present information in a logical sequence, using
short well-constructed paragraphs. Each paragraph should contain closely
related statements and short pithy sentences.

Sentences should be brief and grammatically simple. Unless necessary,
sentences should contain few embedded clauses and sub-clauses. Verbs
should be active and statement should be cast in a positive and definite way.

Jargon words, technical terminology, abbreviations and acronyms must be
either explained or avoided. An appropriate tone must be maintained.
Contractions such as you’ll and we’ve introduced a useful informal element
but in some circumstances can detract from the overall authority and integrity
of the copy.

The University should be referred to in the first person as we or us – where
the opportunity arises we should refer to our potential students as you.

Punctuation should be consistent and kept to a minimum. Commas,
semicolons and colons should be used sparingly – the use of a dash is an
acceptable alternative. Restrained capitalisation makes the text easier to read.

Where the use of academic jargon is necessary then we should all use the
same terminology.

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Common Terms adopted in the prospectus include:
 Student (or you)
 Course (preferable to programme)
 Civic Quarter (not City Site/Campus)
 Harrogate Campus
 Module
 Option module (not elective)

Familiar, informal, welcoming tone
We aim to address our publicity materials directly to the audience wherever
possible, to make individuals feel a part of the Leeds Met experience even
before joining us. To do this we use personal pronouns such as ‘you or we’ as
often as possible. We try not to refer to ‘the student/participant/applicant’. For
example:

‘You will study…’
‘You should hold a degree or equivalent …’
‘We are firmly committed to widening participation’

Acronyms/capitals
No full stops separating acronyms. For example:

UCAS not U.C.A.S.
UK not U.K.

Referring to the University - when combining with the familiar, welcoming feel
of publicity aimed at prospective or current students, we usually refer to
ourselves as ‘Leeds Met’. This is combined with the full title of ‘Leeds
Metropolitan University’ according to the context.
When referring to ‘the University’ in terms of Leeds Met, the word ‘University’
always begins with a capital. When referring to universities in general, no
capital is required.

Referring to Education - There is no reason to use initial caps for terms such
as ‘Higher Education’, ‘Postgraduate Study’, ‘Masters’ or ‘Degree’ when the
words are used within a paragraph or sentence.

Due to the need to standardise large documents we have had to make certain
choices between equally useable words.

Some words can be spelled/punctuated quite correctly in a variety of ways,
others are commonly mis-spelt/punctuated. We have tried to standardise the
most common ones.

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USE                        DON’T USE
campus                     site
coordinate                 co-ordinate
email                      e-mail
up-to-date                 up to date
state-of-the-art           state of the art
Students’ Union            This is the only correct spelling
on-line                    online
off-line                   offline
one-to-one                 one to one
part-time                  part time
full-time                  full time
term-time                  term time
cross-section              crosssection or cross section
multinational              multi-national
holiday                    vacation
website                    web-site or web site
---                        key (as in ‘key external agencies’)

This house style should be used as a guide where reference is made to the
University or the faculties in text. In certain instances the graphical
representation found in logos may differ, but the written form should always

    ‘&’ (not ‘and’) for school/faculty titles, ie ‘Carnegie Faculty of Sport &
Education’
    Never use acronyms
    Leeds Metropolitan University or Leeds Met (not ‘LMU’, ‘LeedsMet’,
‘leedsmet’ or ‘Leeds Metropolitan’)
    Carnegie Faculty of Sport & Education: ‘Leeds Met Carnegie’ (not
‘Carnegie’ or ‘CFSE’)
    Innovation North - Faculty of Information & Technology: ‘Innovation North’
(not ‘INFIT’)
    Leslie Silver International Faculty: ‘Leeds Met International’ (not ‘LSIF’)

Consistency
Please check documents for consistency and accuracy. For example,
graduate students’ in the same document is clearly due to careless

Repetition

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Try to avoid repetition within sentences and within paragraphs. For example:
‘I have now completed the course and will now be…’

Also be wary of using too many combinations of the following as it can dilute
the content of the copy:
‘a wide range of’
‘a range of’
‘many of’

All communications and documents should be set out using the following
format. Certain documentation e.g. Exam Board spreadsheets, may not
guidelines where they can be applied.

   All text needs to be in Arial font, no smaller than 12 point.

   Justify all paragraph text to the left

   Separate all paragraphs with one space

   Where appropriate, use the bold facility to highlight text rather than
italics or underlining.

   All headings should be set out in bold with no underlining and in
title case (initials capitalised, the rest in lower case)

   All documentation should display the file path (where the document
is saved). Good practice is for the file path to be inserted in the
footer in 8 point Arial.

   Page numbers should be inserted into the footer, justified to the
right and in Arial point 12.

   Avoid the use of several font sizes in any one document. Three
sizes is the recommended maximum.

   When saving documents, include the version number in the
document name. This applies to redrafting documents e.g.
Documentation Guidelines Version 2.0. This does not apply to
correspondence.

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Producing documents in Word - setting up defaults

Font
To default to Arial 12 point for all new documents, please follow these
instructions:

1.   On the toolbar (along the top of the screen) menu select Format.
2.   Select Font.
3.   Select Arial, size 12.
4.   Click on the Default button located bottom left.
5.   The computer will ask you if you want to set this as default, select
Yes.

Justification/Alignment
All text should be justified to the left. This is usually the default alignment
setting when starting a document. If this is not the case, select the
following icon from the tools at the top of screen before typing or select all
the text and then press the icon if formatting retrospectively.

Templates

Examples of all the documents referred to in this booklet are contained in
the appendix. Administrators can access the templates for the following in
the shared H Drive (H:\2006-07\School Administration\Office Processes
email.

    Fax cover sheet

    Internal memo

    Correspondence printed on university letterheads

    Internal School meeting attendance list

    Internal School meeting agenda

    Internal School meeting minutes

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Use of the University logo

The Leeds Metropolitan University logo should be used within the guidelines
set out in the Style Guide which is produced by Marketing (copies are
available from them or the School Office holds an updated copy for
reference). Broadly, the logo must be used in the forms available in the Style
Guide (examples below). The Guide also contains alternatives for documents
where the standard logo format is inappropriate (e.g. when the document is
too small). The black box with the logo in white should be used for black and
white prints (e.g. in Word documents) and the colour version only when it will
be reproduced in colour.

For administration staff, logos are saved on the shared H Drive. Academic
staff can request copies to be emailed to them.

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Use of the University signage

There are two Leeds Metropolitan University sign templates. Please ensure
that the correct templates are used.

The applicant open day template (shown in pink) should also be used for
other recruitment or external events. You will need adobe Acrobat writer
installed on your PC to amend these.

The following sign template is a Word document and is to be used for internal
events such as meetings, conferences, exam boards, reviews etc.

Both templates are saved on the shared H Drive.

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Correspondence: Letters

(Please refer to the example overleaf or to Appendix a)

   All text of the letter should be justified to the left and in Arial 12 point
(with the exception of the file path which should be in Arial 8 point).

   If the letter is confidential, this must be displayed above the address
in bold typeface.

   The sender’s email address and telephone number should appear
on the fourth line using a left tab of 7.25.

   The address should begin at Line 7, unless the letter is being sent
in an A4 windowed envelope, in which case the address should
begin at Line 6.

   The date should appear as day, month, year e.g. 1st April 2005

   Apart from the body of the letter, open punctuation should be used.

   There should be two carriage returns between the address and the
date, then one carriage return between the date and ‘Dear’, and
then another carriage return before typing the reference in bold.
After the reference, there is a carriage return and then the letter
begins.

   There should be one carriage return between each paragraph.

   In closing, there should be two carriage returns between the final
line and the sign-off. The sign-off is followed by five carriage returns
before the signature is entered.

   The signature should be in this format: name in bold, then position,
then School of Social Sciences.

   If the letter is being copied to another recipient and/or there are
items enclosed, these must be listed four carriage returns after the
signature using Copied to and Encl.

   The file path should be entered in the footer in Arial 8 point.

   Page numbers must be used if the letter is more than one page.
Page numbers should be inserted in the footer, aligned to the right,
and be in Arial 12 point.

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and extension
number Line 4
– Left tab at
7.25

The recipient’s
Line 7 unless
using an A4
2 carriage                                                                     windowed
returns                                                                        envelope, in
which case the
return                                                                         Line 6.

There are two
carriage returns
between the
Standard                                                                       closing
School                                                                         paragraph and
signature                                                                      the sign-off.
There are five
carriage returns
between the
There are four                                                                 sign-off and the
carriage                                                                       sender’s name
returns
between the
signature and
the optional                                                                   The filepath is
Copied to and                                                                  inserted into the
Encl fields.                                                                   footer. Page
numbers are
required if the
letter is longer
than one page

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Email Etiquette

Please also refer to the A-Z of Shared Expectations – Email which
can be found at
http://www.leedsmet.ac.uk/the_news/atoz_of_expectations/index.htm
and guidelines on the use and abuse of email.

Format

Microsoft Outlook must be configured so that the default font for all
outgoing emails will be Arial point 12. To do this, follow these steps:

1. From the menu along the top of the Outlook screen, select Tools,
and then from the drop-down tools menu, select Options.
2. Select the Mail Format tab at the top of the options box.
3. In the centre section there is a button simply titled Fonts… Select
this.
4. There are three settings which need to be changed –

When composing a new message:
When composing and reading plain text:

Next to each of these subtitles is a button called Choose Font…
Once this has been selected, choose Arial as the font, 12 as the
size, and black as the colour, then select OK. It is the same process
to change each of them.

Signature/sign-off

External emails and initial responses to external emails must be signed-off
with the standard signature. The use of signatures for internal emails is
optional, but it is good practice to use a signature when corresponding with
recipients for the first time.

The signature is set out in the following format:

Name (In bold)
Title
Leeds Metropolitan University
School of Social Sciences
Civic Quarter
Leeds
LS1 3HE

Tel: +44(0)113 283 2600 Ext 3268
Fax: +44 (0)113 286 6757
Email: insert name@leedsmet.ac.uk

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Setting up a signature in Microsoft Outlook

From the menu across the top of the Outlook screen,

1. Select tools
2. From the drop down menu select Options
3. A box will appear in the centre of the screen. Select the Mail
Format tab along the top of the box
4. At the bottom right of the box, select the button Signatures
5. In the screen which pops up, select the New button on the left-hand
side of the box
name. Then select the Next option at the bottom of the box
7. Select the Font button below the text box. Set the font to Arial point
10. The starting font should be in bold for your name. Select OK
8. Type your signature into the text box. (Do not forget to de-select the
bold option when typing the rest of your signature)
9. Then select Finish
10. Your signature will be previewed - Select OK

If you want Outlook to automatically insert the signature in your replies,
then you can do the following in the screen you are currently in (the Mail
Format box). There are two option fields just above the Signature button.
If you want your signature to appear on all new messages, then select the
drop-down box next to this option and choose your name. Similarly, if you
want the signature to appear on replies and forwards, select your name
from the drop-down box next to this option.

Then select Apply then OK.

Emailing attachments – for administration staff
When referring to documents saved onto the shared drive – the H Drive –
it is good practice to send a link to the document rather than the document
itself. This is for two reasons: first, documents use up a lot of memory in
Outlook; and second, administrators will be accessing the most up-to-date
version of the document.

There are two ways to include the link in the email:

1. Under the Insert menu at the top of the email message, select
from the H Drive. Then double-click on the document or select it
and click on OK.

Or

2. Select the relevant document in the H Drive, right-click on the
document, and copy and paste the Location into the body of the
email.

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Committee and Meeting Servicing

Board of Examiners and Course Committee meetings

The university has a standard policy for the drafting of agendas,
attendance lists and minutes for Exam Boards and Course Committees.
The School’s guidelines for the formatting of documents (e.g. font,
alignment, spacing) still apply to the drafting of materials for the Boards
and Committees; however, certain documents tabled at the Board (for
example Student Profile spreadsheets) cannot be produced in 12 point
font.

(see next section on internal meetings) should not be used for Exam
Boards and Course Committees.

Exam Board and Course Committee agendas, attendance lists and
minutes all contain the same information at the start of the first page of the
document:

LEEDS METROPOLITAN UNIVERSITY                             UNCONFIRMED
FACULTY OF ARTS AND SOCIETY                               DRAFT
SCHOOL OF SOCIAL SCIENCES

For the minutes, the following information is inserted after the header:

CONFIDENTIAL

Minutes of the (INSERT FULL COURSE TITLE) Course Committee/Board of
Examiners (DELETE AS APPROPRIATE) meeting held on the (INSERT
DATE) at (INSERT TIME) in room (INSERT ROOM).

Internal committees and meetings
There are standard templates for the drafting of agendas, attendance lists
and minutes for meetings held internally within the School (e.g. course
team meetings). The templates are available on the H Drive at (H:\2006-

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Headings for the agenda, attendance list and minutes

The agenda, attendance list and minutes all have an opening Header
which contains the university title and logo, then ‘The Faculty of Arts
and Society’, and ‘The School of Social Sciences’ in Arial 12 point bold
centre justified. Immediately following this is the title of the meeting,
e.g. Youth and Community Team Meeting, in Arial 16 point bold centre
justified.

Example:

Faculty of Arts and Society
School of Social Sciences

Youth and Community Team Meeting

Agenda

   Agendas should be produced in Arial 12 point and justified to the
left.
   Below the header, the following information is entered in bold and
justified to the centre:

AGENDA - (INSERT DATE) AT (INSERT TIME) IN (INSERT
ROOM)

   The hanging indent should be set at 1.25.
   Agenda items are numbered and, if raised by a specific member of
the meeting, their initials should be included next to the item in
brackets.
   The agenda is double-spaced between agenda items.
   All agendas contain the following set items:

1.       Attendance and apologies
2.       Confirmation of the previous minutes
3.       Matters Arising
4.       The agenda finishes with the item: Any other business.

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Attendance List

    The attendance list is formatted in Arial 12 point and justified to the left.
    Below the header, the following information is entered in bold and
justified to the centre:

(INSERT DATE) at (INSERT TIME) in room (INSERT ROOM).

ATTENDANCE LIST:

    A table is used to record the name of the attendee in the first column
and the second column is used for either: recording the apologies of
the attendee or for them to initial at the start of the meeting.
    The attendance list is double-spaced between attendees.
    The attendance list should denote the Chair and the Secretary in
brackets next to the name.
    Attendees are listed in alphabetical order (by surname) with the
exception of the Chair (who is listed first) and the Secretary (listed at
the end). For Exam Boards and Course Committees, the Course
Leader is listed directly after the Chair, followed by the internal
examiners/lecturers.

Minutes

    Minutes are produced in Arial 12 point and justified to the left.
    Below the header, the following information is entered and justified to
the centre:

Minutes of the meeting of the (INSERT TITLE) convened on the
(INSERT DATE) at (INSERT TIME) in Room (INSERT ROOM).
UNCONFIRMED/CONFIRMED (DELETE AS APPROPRIATE) DRAFT.

    The hanging indent should be set at 1.25.
    For the Attendance and apologies item, the left tab should be set at
7. The initials should follow the name in brackets. The position of the
attendee should follow the initials if applicable (e.g. Chair, Course
Leader, Secretary), this is also in brackets.
    Double-spacing should be used between the end of an agenda item
and the start of the next, then another double-space after the title of the
agenda item.
    Titles for the agenda items should be in bold.
    Minutes should conclude with the time the meeting finished and details
of the time and date of the next meeting if available.

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Faxes and Memorandums
The Fax and Memo templates are available on the shared H Drive for
templates are in appendices b and c. They contain tables to be completed
with the sender and recipient contact information, the subject of the
fax/memo, and an area to include a message to the recipient (if applicable).
All fax cover sheets should be typed and not hand written. Both templates
follow the standard formatting guidelines of the School.

If assistance is required in the use of the templates, please do not hesitate
to contact a member of the office team.

page 3 of this document. All spreadsheets must contain the file path in the
footer in Arial point 8. It is appreciated that due to the volume of information
presented in many spreadsheets, authors may not be able to apply all of the
guidelines (e.g. font size). In these cases, authors must use their discretion
in the application of formatting, and ascertain if the spreadsheet can be
made available in larger formats (for example, A3 sizing).

This documentation has been produced by the School of Social
Sciences. If you have any comments about the content or wish to make

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Appendix

          Page 19 - Appendix a: Example of letter

          Page 20 - Appendix b: Example of fax

          Page 21 - Appendix c: Example of memo

          Page 22 - Appendix d: Example of attendance list for internal
meeting

          Page 23 - Appendix e: Example of agenda for internal meeting

          Page 24 - Appendix f: Example of minutes for an internal
meeting

Templates

          Page 25 – Fax cover sheet

          Page 26 – Internal memo

          Page 27 – Letter

          Page 28 – Internal School meeting attendance list

          Page 29 – Internal School meeting agenda

          Page 30 – Internal School meeting minutes

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0113 283 2600 ext. 5916

PRIVATE AND CONFIDENTIAL
Mr M Delfino
15 Wisteria Avenue
Morley
Leeds
LS26 5NY

1st April 2005

Dear Michael

Re: Office protocols

Please find enclosed a copy of the School of Social Sciences Office Protocols
document for your perusal. This has been created following the guidelines set out in
Accessibility – Practical Guidelines on Presenting Teaching Materials to
Dyslexic Students. Creating such a document is regarded as good practice across
the university.

Your feedback would be appreciated on this matter. Please do not hesitate to
contact me using the details set out in the top right-hand corner of this letter.

Yours sincerely

Susan Meyer
School of Social Sciences

Encl: School of Social Sciences Office Protocols

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Faculty of Arts and Society
School of Social Sciences
Civic Quarter , Leeds LS1 3HE

To:              Dr J Smith                          From:        S.Meyer

Fax:             0113 289 0155                       Tel.:        0113 283 5916

Ref.:            Away Day Agenda                     Fax:         0113 283 6757

Date:            1st April 2005                      Email.:      s.meyer@leedsmet.ac.uk

Number of pages including this:                      3

Dear Dr Smith

As discussed by telephone, please find a copy of the Away Day agenda. The
hard copy has been sent by first class post this morning.

If you have any further queries, please do not hesitate to let me know.

Kind Regards

Susan Meyer
School of Social Sciences

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Faculty of Arts and Society
School of Social Sciences
Internal Memorandum

To:              Academic Staff                      From:        Susan Meyer

Ext.:        5916

Date:        1st April 2005

Message:

Dear All

If you require additional copies, please let me know by the 6 th April 2005.

Kind Regards

Susan Meyer
School of Social Sciences

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Faculty of Arts and Society
School of Social Sciences

School Management Team Meeting

Tuesday 22nd February at 3.00pm in room D801a.

ATTENDANCE LIST:

Terry Moran (Chair)

Claire Ballantyne

Marian Charlton

Max Farrar

Paul Wetherly

Steve Sayers

James Purdie (Secretary)                                        Apologies

Jamie Stephenson (Observer)

David Killick – International Office

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Faculty of Arts and Society
School of Social Sciences

Social Sciences Team Meeting

AGENDA – WEDNESDAY 8th DECEMBER 2004 3.00pm ROOM C807

1.       Apologies

2.       Minutes of the meeting held on the 20th October 2004 – circulated to
members on the 29th October 2004.

3.       Matters Arising

4.       Marking top sheets (GL)

5.       Progress Files (SS)

6.       MUPSS and Criminology rewrite (TM)

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Faculty of Arts and Society
School of Social Sciences
Social Sciences Team Meeting

Minutes of the meeting of the Social Sciences team convened on the 8 th
December 2004 at 3.00pm in Room C807. CONFIRMED DRAFT.

1.         Present:               Steve Sayers (Chair) (SS)
Max Farrar (MF)
Jack Fawbert (JF)
Joan Fishley (JEF)
Angela Grier (AG)
John Hamill (JH)
Vicki Hassett (VH)
Gill Jagger (GJ)
Gerry Lavery (GL)
Terry Moran (TM) (until 3.30pm)
Mike Peters (MP)
Jamie Stephenson (JS)
Terry Thomas (TT)
Paul Wetherly (PW)
Barry Winter (BW)
James Purdie (Secretary) (JP)

Apologies:             Paul Blackledge (PB)
Matthew Caygill (MC)
John Douglas (JD)
Sally Foster (SF)
David Keighley (DK)
Ken Mobbs (KM)

The Chair welcomed Jamie Stephenson and Terry Moran to the
meeting. JS is the new Course Administrator for Social Sciences,
Sociology and Politics. The Chair clarified for members that Vicki
Hassett and Tina Rawcliffe will be managing the administration for
the MUPSS programme, and devolving workloads to the
administrators JEF and JS. Terry Moran joins the members to
discuss the MUPSS review/rewrite and the future development of the
School.

2.         Minutes of the meeting held on the 20th October 2004

The minutes were confirmed as a true record.

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Faculty of Arts and Society
School of Social Sciences
Civic Quarter ,Leeds LS1 3HE

To:                                                  From:

Fax:                                                 Tel.:        0113 283

Ref.:                                                Fax:         0113 283 6757

Date:                                                Email.:      @leedsmet.ac.uk

Number of pages including this:

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Faculty of Arts and Society
School of Social Sciences
Internal Memorandum

To:                                                  From:

Ext.:

Cc:                                                  Email:

Date:

Subject:

Message:

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@leedsmet.ac.uk
0113 283 2600 ext.
Recipient’s name
City
Postcode

Day Month Year

Dear

Re: insert reference here in Bold

Yours sincerely

Name in Bold
School of Social Sciences
Leeds Metropolitan University

Copied to: IF APPLICABLE
Encl: LIST ENCLOSED DOCUMENTS IF APPLICABLE

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Faculty of Arts and Society
School of Social Sciences

(INSERT TITLE OF MEETING HERE)

(INSERT DATE) at (INSERT TIME) in room (INSERT ROOM).

ATTENDANCE LIST:

(Chair)

(Secretary)

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Faculty of Arts and Society
School of Social Sciences

(INSERT TITLE OF MEETING HERE)

AGENDA - (INSERT DATE) AT (INSERT TIME) IN (INSERT ROOM).

1.      Attendance and apologies

2.      Minutes of the Meeting held on (INSERT DATE OF MINUTES)– circulated
to members on the (INSERT DATE THE MINUTES WERE
DISTRIBUTED).

3.      Matters Arising

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Faculty of Arts and Society
School of Social Sciences

(Enter Title of Meeting Here)

Minutes of the meeting of the (INSERT TITLE) convened on the (INSERT
DATE)     at   (INSERT      TIME)   in   Room     (INSERT     ROOM).
UNCONFIRMED/CONFIRMED (DELETE AS APPROPRIATE) DRAFT.

1.       Present:                                 (Chair)
(Secretary)

Apologies:

2.       Minutes of the previous meeting – (INSERT DATE OF PREVIOUS
MINUTES)

3.       Matters Arising

The meeting concluded at (INSERT TIME). The next meeting is
scheduled for the (INSERT DATE) at (INSERT TIME).

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