1. Business
Writing
Meeting

2. Objectives
This tutorial helps learners …
•
arrange a meeting
•
(dis)agree with an arrangement
•
prepare a meeting agenda
•
write minutes of meeting

3. Common Layout
Three-part plan
•
Head
Who(m), What, When
•
Body
previous contact/ introduction/
background
purpose
Core
wh-questions
Conclusion
•
Introduction
expected action/response
End
Complimentary closing
Signature block

4. Suggesting a meeting
Ref/Rea Previous contact / introduction / background
Suggestion of a meeting (+purpose)
Core
When?
Where?
With whom?
Res
Request a confirmation

5. Examples:
Dear Sam
I would like to schedule a meeting sometime this week to
discuss the progress of the social media marketing campaign.
Would this Thursday at 4pm be convenient for you? Please let
me know if you would be available at this time.
If not, please let me know a couple of alternative dates and
times this week, and I can then check my schedule and let you
all know. I will then book the meeting room.
I look forward to receiving your reply.
Regards

6. Examples:
Dear Mr Jones
I am very concerned about the difficulties you are having with
the goods we supplied this year.
I should very much like the opportunity to discuss this matter
with you personally and wonder whether it could be
convenient to see you while I am in your area next month. My
secretary will telephone you soon to make a convenient
appointment.
I look forward to seeing you soon.
With best regards

7. Confirming a meeting
Positively
Ref/Rea Previous contact
Core
Res
Agree: confirm time, place

8. Examples:
Dear Mr Roussos
Thank you for your mail.
2 pm Wednesday at my office would be fine.
I look forward to seeing you then.
Best wishes

9. Confirming a meeting
Negatively
Ref/Rea Previous contact
Core
Reason for disagreement with the
suggested time/place
Suggest alternatives
Res

10. Examples:
Dear Mr McTavish
I am afraid I am now unable to attend next Wednesday's
meeting. Would it be possible to postpone the meeting until
the same time on Friday?
Very sorry for this inconvenience.
Regards

11. Rescheduling a meeting
Ref/Rea Apology
Core
Reason for cancellation/postponement
Suggest alternatives
Res

12. Examples:
Dear Mr Kapoor
I am very sorry but something has come up, and I can’t
meet you on Wednesday. I wonder if we could make it
11 am Friday?
I hope this is not too inconvenient for you.
Best regards

13. Meeting Agenda
Heading
Type of meeting
Time (date, time)
Venue
Chair (optional)
Attendees
Other preparation (optional)
Core
Items to be discussed
Time allotted
Presenter (optional)

14. Examples:
SALES DEPARTMENTAL MEETING
Agenda
Date: 7 April
Time: 14.00
Venue: Building B Room 10-213
Participants: JS, AH, RG, PK, TB
1.
2.
3.
4.
5.
6.
Apologies, minutes of last meeting and matters arising
Sales projections for next quarter
Recruitment and capital expenditure required for no.2
Company bonus scheme
AOB
Date of next meeting.

15. Examples:
SALES DEPARTMENTAL MEETING
Agenda
Date/Time:
Called by:
Attendees:
Location
Note taker:
Preparation for meeting
Please read: …
Please bring: …
Agenda items
1.
2.
3.
4.
A
B
C
…
Other notes or information

16. Minutes of Meeting
Heading
Type of meeting
Time (date, time)
Venue
Chair (optional)
Attendees
Core
Motion
Discussion (motion passed or failed)
Action (responsible person & deadline)
Ending
Next meeting: time, venue

17. Examples:
MINUTES OF THE MANAGEMENT MEETING
Date
: 1 March
Venue
: Shaw House, Room 23M
Present : Chris Glover, Bill Brace, Gill Winstanley, Iwona
Pawlowska, Gareth Massey
Action
1 Guidelines for reception staff
Following recent complaints about the
attitude and professionalism of the
reception staff, we all agree that it is
essential to produce a set of written
guidelines. The Human Resources
Department will also arrange additional
customer service training to take place
over the next two months.
2…
Next meeting: 18 March 11.00 am
Venue: to be confirmed
By
IP
8 March
IP

18. Business
Writing
Meeting