Lesson Three Secretarial Writing 1: Notice of Meeting
2 periods
Teaching Objectives:
After this lecture, the students should
1. Understand the forms of a notice of meeting
2. Master the elements of a meeting notice and the format of a meeting notice
3. Understand the features of a meeting notice
4. Master some uful expressions for writing a notice of meeting
Difficult and Important Points：
1. Enable the students to master the蛇图片卡通 format of a meeting notice
交道
2. Enable the students to understand the features of a meeting notice
3. Make the students to master the uful expressions and ntence patterns for writing a notice of meeting
Teaching Contents
I. Elements of a Meeting Notice (10’)
A. Function
a written form to inform the concerned people before the meeting so as to enable the people to arrange their time and tasks in advance.
B. Elements
1. organization delivering the document (either above the title as in Sample 2 or at the bottom right corner as in Sample 1)
2. title (capitalize every letter as NOTICE OF MEETING, normally in the middle above the body of the notice)
3. body of the notice
4. date (left bottom)
5. agenda
Who will attend the meeting
Minutes of the last meeting
Matters arising from the minutes of the last meeting
Agenda subject 1,2,3,etc.
Any other business (A.O.B.)
Date, time and place of the next meeting
Adjournment
II. Forms of a Meeting Notice (5’)
1. on a blackboard
2. on a bulletin board
3. as a letter
4. as a memo
5. through E-mails
III. Features of a Meeting Notice (5’)
flexible—different forms
language—appropriate, formal, passive voice
IV. Samples of meeting notices (30’)
Sample1, 2 analysis ( e textbook P.57)
Function of an agenda
1. an important tool for making sure meetings reach their objective by covering the esntial topics. It should inform the participants how to prepare for the meeting by telling them what is to be accomplished and when
2. a simple list of topics to be discusd, along with the names of individuals who have agreed to lead discussion of tho topics. An agenda helps focus a meeting on a core of topics and allows you to control the pace and flow of a meeting and identify important items to be acted upon. Meetings without published agendas generally em unfocud and unproductive.
V. Uful expressions (30’)
A. Sentence structures for notification
工程联系单1. I’d like to tell you that…
2. I am writing to inform you that…
3. I am plead to inform you that…
4. I / We have pleasure in informing you that…
5. This is to inform you that…
6. Plead be informed that…
B. Some items in an agenda
Called to order by presiding officer 主席宣布开会
Roll call 点名
Announcement of quorum 宣布法定人数
Reading minutes of previous meeting 宣读上次会议记录
Approval of minutes of previous meeting 通过上次会议记录
Related Matters 讨论有关问题
伯明翰大学世界排名
Unfinished Business 讨论（上次会议）遗留的问题
New Business 讨论新的工作
我是人间快乐Appointments and Removals 宣布人事任免决定
Resignations and Retirements 通报辞职与退休情况
Nominations and Elections 提名与选举
Adjournment 休会
开幕式 Opening Ceremony
剪彩 Ribbon-cutting Ceremony
奠基典礼 Stone-laying Ceremony
落成典礼 Inauguration Ceremony
竣工典礼 Project completion Ceremony
论坛 Forum
全体会议 Plenary ssion / meeting
座谈会 Panel discussion
小组讨论 Group discussion
考察活动 Inspection Tours
闭幕式 Closing Ceremony
招待晚宴 Reception Banquet
文艺晚会 Gala Night / Evening
(篝火晚会 Bonfire Party / Campfire Evening)
C. Idiomatic expressions
1. 主办单位：
Organized by…
2. 协办单位：
Co-organized by…
3. 赞助单位：
Sponsored by…
4. 会议征文：
Call for papers
5. 本次会议的中心议题是：
Key issues to be addresd (The focus of the conference is on…)
6. 在本次会议上作主旨发言的有：
Keynote Speakers
7. 大会欢迎有关如下议题的论文和演讲：
Of special interest are papers and prentations that explore…
8. 请将论文摘要（200-500字）寄至如下地址：
Plea nd your proposals or abstracts (minimum 200-maximum 500 words) to
9. 论文摘要提交截止日期：
Deadline of submission
10. 论文如被接受，大会将于……内发出通知：
Notification of acceptance
11. 本次会议的工作语言为英语：论文宣读均使用英语：袖扣怎么戴
All prentations will be in English
12. 大会将提供中、英同声翻译服务
Simultaneous interpretation in English and Chine will be provided
13. 竭诚欢迎世界各地人士莅临大会，交流经验：
外部经济 Participants form all corners of the world are very welcome to share their ideas and experti
14. 会务资料费：
Conference documentation fee
15. 欲知会议详情，请直接点击如下网址：（或：请与……联系）
