Unit 8
会议事务（Conference Business）
一、概述
在正式会议尤其是大型会议进行前，通常要设定会议议程，一时会议如期进行。正式会议进行期间通常由秘书在场，将会议的过程用文字记录下来，以便日后分析、研究、考查决议事项的执行情况提供依据。正式会议记录一般是在秘书原始记录的基础上整理出来的。另外，会议记录也可整理成“会议纪要”，以叙述的方式总结会议精神，主要功能是汇报会议要点，总结会议的收获或成果，故可称为Summary。
二、写作技巧
会议记录可以采用信件或备忘录形式。此类会议记录的主要内容：
1、 会议时间、地点（Date and Place）
2、 会议主持(Presenting office)
3、 会议主题（Subject）
4、 会议类别（Type of meeting）
5、 出席人员(Members present)
6、 缺席者（Absentees）
7、 会议发言、讨论纪要(Summary of speeches and discussions)
8、 结束时间(Time of adjournment)
9、 记录人签名(Signature)
撰写这类会议记录时应注意做到以下几点：
1、 记录应客观、清楚、简明、完整。
2、 一般采用过去式、间接引语。
3、 尽量避免使用抽象、概念性词语，如：“人事办公室”应写成“the Personnel Department”,而不应简单写为“the Office”。
4、 尽量避免使用感情色彩较浓的词语，如：good, poor, as usual, Mr. Johns disagreed with the committee…
5、 当提及某人时，其姓名、头衔应一并使用。
6、 总结会议情况时，不要漏掉重要事项，如：某提议由谁提出？由谁附议？有多少人赞同？有多少人反对？
7、 要有记录整理人签名。如果记录时有一个人整理，另一个人打印，则应标注其姓名的首字母缩写。
三、经典范文
会议记录(Meeting Minutes Form)
例一
Class Meeting Minutes of Class Three, Grade One
Time: Friday afternoon, June 2, 2006
Place: Classroom 301 of the English Department Building
Attending: All the students except Yang Ling
Observing: Teacher Liu
Chairman: Monitor Li Yong
Minutes Keeper: Zhou Tao
Topic for Discussion: How to review the lessons in preparation for the final exam. The contents are as follows:
Ch: Comrades, is everyone here now? Who will check the attendance?
A: Let me count the member present… only one is absent. Who is it?
B: Oh, yes, it is Yang Ling, who is on sick leave.
Ch: Then, let’s begin our meeting, shall we?
Cries: Order! Order! The meeting is going to begin.
Ch: The topic for discussion today is :“How shall we review the lessons in preparation for the forthcoming final exam? Who’d like to speak first? ”Li Ying, it seems you have got something to say, haven’t you?
L: All right, let me say something, I think it won’t be very helpful if we organize into small groups, say, into groups of five, or at least seven. What do the other comrades think?
D: I think that’s a good idea. And that was just what we did last term. The result was quite good….
J: That’s a very wonderful idea. I quite agree with you. But sometimes there may occur questions which we can not solve ourselves. And in such cases, I think we may ask the teacher for coaching, what do you all think?
Cries: “Very good,” I quite agree,” “Ok”, “Good idea”.
Ch: All right. We have done a good job of discussion today. We shall prepare for the exam as we have just agreed. Let’s now ask Teacher Liu to say something to us.
T: Comrades, your meeting is a success. The way you are to take to review the lessons is quite right. Individual efforts and group discussion should be combined with emphasis on the former. I am sure, in so doing you will reap good results. That’s all.
Ch: Does anybody have anything more to say?___ Well, then, the meeting is closed.
Meeting closed at 5:00
一年级三班班会会议记录
时间：20xx年6月2日下午
地点：英语系教学楼301教室
出席：全班同学（杨玲未出席）
缺席：杨玲（病假）
列席：刘老师
主席：李勇（班长）
记录：周涛
讨论事项：如何复习功课，准备期考。
发言如下：
主席：同学们，大家都到齐了吗？请哪位点一下人数。
A：我来算一下人数……只有一个没有来。是谁呀？
B：是杨玲同学没有来，她在休病假。
主席：那么我们开始开会，好吗？
喊声：请大家安静，会议开始了。
主席：今天讨论的题目是：“如何复习功课，迎接即将到来的期末考试？”谁想先发言？C同学，你好像要发言似的，是吗？
C：好吧，我来说几句。我认为在期末考试中，如果我们大家组成一些学习小组，每组五个同学，最多不超过七个，会很有好处的。不知道其他同学认为如何？
D：我看这个办法很好。我们上个学期就是这么做的，效果很好。
G：这是一个好办法，我完全同意。但是有时我们会碰到一些解决不了的难题。我看在这种情况下我们可以请老师辅导。同学们认为如何？
喊声：很好！我完全同意。同意！好办法！
主席：好了。今天的讨论会开得很好。我们就按照大家同意的办法去做。现在请刘老师讲话。
刘：同学们，你们的会开得很好。你们提出的办法也很好。个人的钻研和小组讨论可以结合起来。但重点放在个人努力上。我敢肯定的说，你们这样做，一定会取得良好的效果。就说这些吧。
主席：还有同学要发言吗？好吧，没有人要发言，散会。
五点散会
Notes：
1.who is on sick leave她在休病假
2. at least
3. agree with you同意
4. in such cases在这种情况下
5. Individual efforts and group discussion should be combined with emphasis on the former. 个人的钻研和小组讨论可以结合起来，但重点放在个人努力上。
例二
Meeting Minutes of Student Union
Time: Thursday afternoon, April 2, 2006
Place: Classroom 301 of Building One
Attending: All the members of Student Union
Observing: Teacher Zhang
Chairman: Sun Hua
Minutes Keeper: Zhang Qiang
Topic for Discussion: Things on Forthcoming English Speech Contest
The contents are as follows:
Ch: comrades, is everyone here now? Who will check the attendance?
A: Let me count the member present… everyone is here.
Ch: Then, let’s begin our meeting, shall we?
B: Order! Order! The meeting is going to begin.
Ch: The topic for discussion today is :“Things on forthcoming English Speech Contest. Who’ d like to speak first? ”Li Hong, it seems you have got something to say, haven’t you?
L: All right, let me say something, I think we should first call upon students to participate in it. And then we first choose those who do well in classes, ask them to practice more in order to make much progress in English Speech Contest.
D: I think that’s a good idea. And that was just what we did last term. The result was quite
good. In addition, we should show honorable style and high level.
J: That’s an excellent idea. I quite agree with you. But sometimes there may occur questions which we can not solve ourselves. And in such cases, I think we may ask the teacher for coaching, what do you all think?
Cries: “Very good,” “I quite agree,” “Ok”, “Good idea”.
Ch: All right. We have done a good job of discussion today. We shall prepare for English Speech Contest. as we have just agreed. Let’s now ask Teacher Zhang to say something to us.
T: Comrades, your meeting is a success. The way you are to take to prepare for English Speech Contest is quite right. Well begun is half done. I am sure, in doing so you will reap good results. That’s all.
Ch: Does anybody have anything more to say? —— Well, then, the meeting is closed. Meeting closed at 4:30
学生会会议记录
时间：20xx年4月2日下午
地点：一号教学楼301教室
出席：全体学生会成员
缺席：无
列席：张老师
主席：孙华
记录：张强
讨论事项：有关英语演讲比赛事宜。
发言如下：
主席：同学们，大家都到齐了吗？请哪位点一下人数。
A：我来算一下人数……大家都来了。
主席：那么我们开始开会，好吗？
B：请大家安静，会议开始了。
主席：今天讨论的题目是：“有关英语演讲比赛的事宜？”谁想先发言？李宏同学，你好像要发言似的，是吗？
L：好吧，我来说几句。我认为首先我们在班上要动员大家参加这次比赛，然后选出在上表现好的同学，要求他们继续准备.，以便在比赛中取得更大的进步。
D：我看这个办法很好。我们上个学期就是这么做的，效果很好。另外，我们要赛出风格、赛出水平。
J：这是一个好办法，我完全同意。但是有时我们会碰到一些解决不了的难题。我看在这种情况下我们可以请老师辅导。同学们认为如何？
喊声：很好！我完全同意。同意！好办法！
主席：好了。今天的讨论会开得很好。我们就按照大家同意的办法去做。现在请张老师讲话。
张：同学们，你们的会开得很好。你们提出的办法也很好。好的开端是成功的一半。我敢肯定的说，你们这样做，一定会取得良好的效果。就说这些吧。
主席：还有同学要发言吗？好吧，没有人要发言，散会。
四点半散会
Notes：
1．call upon动员
e.g. The leader called upon all the teachers to write articles.
2．do well in classes在班上表现好的同学
e.g. The students who did well in classes were praised by the teacher.
3．make much progress in English Speech Contest. 比赛中取得更大的进步
e.g. The students made much progress in this English competition.
例三
Minutes of a Meeting of the English Club
Time: Thursday, June 5, 2006
Place: Club Office
Chairman:
The English Club of ⅩⅩ University held its first meeting of the new term at 2:30 p.m. All the leading (council) members were present. Also attending were its two advisers, pro. Harry and Mr. Johnson . The chairman gave a report on the activities planned for the whole term. There was a heated discussion on it. Revisions and improvements were made before it was finally approved. It was decided that on oratorical contest be held on the afternoon of Saturday, Apr. 4, with a view to encouraging the membership of the club to practice speaking English, and that the club run an English wall paper to be put out every other week .All the club members were expected to send in contributions. Mr. Welden was entrusted with the preparatory work of the oratorical contest. Miss Jiang was appointed the editor of the English wall paper, and Mr. Sterling , her assistant.
Prof. Harry suggested holding an English evening in the middle of the term. The participants agreed. Messrs. Stewart and Mitchell were put in charge of the task . The meeting adjourned at 4:30 p.m.
William Johnson
Secretary
大学生英语学会会议记录
时间：20xx年6月5日（星期四）
地点：学会办公室
主席：
ⅩⅩ大学英语学会今天下午2：30举行新学期的第一次会议。 全体理事出席了会议。 学会的顾问哈利教授和赫伯特先生出席了会议。主席向会议报告了整个学期的工作安排。大家就他的报告进行了热烈的讨论，对其中的某些地方作了修正和改进，然后予以通过。会议决定在4月4日星期六下午举行一次演讲比赛， 以便鼓励学会的会员练习英语口语，还决定办一期英语墙报，每两个星期出一期，希望会员们踊跃投稿。韦尔登先生负责演讲比赛的准备工作。西尔维亚女士被任命为英语墙报的编辑，斯特林先生任她的助理。
哈利教授建议期中举行一次英语晚会。大家一致同意他的建议，并委托斯图尔特和密切尔先生负责此事。会议于4点30分结束。
秘书：威廉·约翰斯顿
Notes：
1. The chairman gave a report on the activities planned for the whole term.
主席向会议报告了整个学期的工作安排
e.g. Prof. Wang gave us a lecture on how important English was.
2. It was decided that on oratorical contest be held on…
会议决定在……举行一次演讲比赛。
that引导了一个主语从句，由于decide一词，后面从句中的谓语动词用(should)+V.（动词原形）
e.g. It was decided that an English party be held at this weekend.
3. run an English wall paper to be put out every other week.
每隔一星期办一期英语墙报
4. suggested holding建议举行
suggested doing建议做某事。suggest一词后跟动名词或从句，表示“建议…”
e.g. We suggested going camping that Sunday.
We suggested that a meeting be held at once.
6. in charge of负责
e.g. She is in charge of the sales department.
例四
Guangzhou Trade Company
Marketing Department meeting , to be held on Friday, 12th July, 2006, at 9:00 a.m. in the meeting room.
Agenda
1. Apologies for absence
2. Minutes of the meeting held on 14th June , 2006(copied circulated )
3. Matters arising from the minutes：
a) Minute 6 should be amended as follows：
For “85%”and “87%”
b) Minute 1__Mr. Liu’s report on the market survey
1. Winter promotion plans
2. To review last month’s sales record
3. Date of next meeting
4. Other business
广州贸易公司
市场推广部会议。于7月14日上午9点在会议室举行。
议程
1、 缺席致歉
2、 20xx年6月14日会议记录（已传阅）
3、 上次会议事项
(a)记录6应作以下修改：
“85%”作“87%”
(b)记录1——刘先生介绍市场调查报告
4、 冬季推广计划
5、 上月业绩回顾
6、 下次会议日期
7、 其他事项
Notes：
1.Minute 6 should be amended as follows
记录6应作以下修改：
例五
Guangzhou Trade Company
Minutes of the Marketing Department conference held on 18th July, 2006 at 10：00 a.m. in the meeting room.
Present：Mr. Zhang Xiaohua (Chairman)
Miss Wu Jie (Secretary)
1. Apologies for absence
apologies for Peter
2. Minutes of the meeting held on 14th June , 2006 were taken as read. The following amendments were made ：Minute 1 for “85%”and “87%”.The minutes were then approved as a cored record and signed by the chairman.
3. Matters arising from the minutes Mr. Liu had prepared a preliminary report on the market survey. He would hand in the proposal by 28th, July , 2006.
4. Winter promotion plans
Two proposals were received from Liu Hong, who suggested a lucky draw programme, and Li Xiang, who recommended free gifts. It was unanimously resolved that Li Xiang’s proposals be chosen. He would work out a detailed proposal for the next conference.
5. To review the sales record in June Lucy reported that the sales figure dropped 8% in June. The chairman urged the sales team to improve their performance.
6. Date of next meeting
It was agreed that the next meeting will be held on 22nd August, 2006 at 10：00 a.m. in the meeting room.
7. There being no further business, the Chairman closed the meeting.
广州贸易公司
市场推广部会议记录
时间：20xx年7月18日上午10点
地点：会议室
出席：（从略）
1、 缺席致歉
皮特先生未能出席致歉
2、 20xx年月14日的会议记录作下列修正：
记录1“85%”作“87%”
记录被一致通过并由主席签字。
3、 上次会议事项
刘先生已完成一份关于市场调查的初步报告，他将于20xx年7月28日呈交正式建议书。
4、冬季推广计划
共收到两份建议书；刘宏的抽奖建议及李想的赠品建议。最后一致通过选择李想的建议，他将下次会议呈交正式建议书。
5、回顾6月的销售成绩
露西报告说6月份的销售额较5月份下跌8%。主席促请销售队伍改善表现。
6、下次会议日期
全体与会者一致同意下次会议于20xx年8月22日上午10时在会议室举行。
7、没有其他事项，主席宣布会议正式结束。
Notes：
1. hand in the proposal呈交正式建议书
2. work out a detailed proposal呈交正式建议书
3. There being no further business, the Chairman closed the meeting.
没有其他事项，主席宣布会议正式结束。
四、常用句型 USEFUL EXPRESSIONS
1. A meeting was held at 2:00 p.m. today in the Union Hall to discuss problems arising from domestic sales.
2. The meeting was presided over by Mr. Chen Hua, Vice President.
3. The meeting was called to order by Liu Ming at 10:00 a.m.
4. The first report is now oen for discussion.
5. I now call on our president to say a few words.
6. The Chairman called the roll.
7. Apologies were received from Peter.
8. There were a large/small attendance at the meeting.
9. The attendance /Those present included…
10. The minutes of the previous were accepted without comment.
11. Minutes of last meeting held on 15thMay, at 10:00 a.m. , were approved.
12. The documents of… were distributed and read.
13. Mr. Liu made a report on Market survey.
14. Several appointments and dismissals were announced at the meting.
15. The Chairman announced that Mr. Li Xiao had been elected Sales Manager.
16. The resolutions of… were approved by a narrow margin/majority.
17. The congratulations received by the meeting from ABC Company were noted.
18. The delegates decided to put the issue to the vote.
19. There were 20 affirmativetotes,5 negative votes and 3 abstentions.
20. The next meeting was provisionally arranged for Friday, July 12.
21. The next meeting was postponed to June 8.
22. Before closing, I would like to add…
23. There being no further business , the Chairman closed the meeting.
练 习 Exercises
I. Fill in the blanks with proper words模版填空
Minutes of a meeting of the Future English Club
Meeting Minutes
Time：____________ [time]
Place：_____________ [place]
Chairman：______________ [person’s name]
The Future English Club of _________ [University] held its first meeting of the new term at ______ [time]. All the leading members were present. Also attending were its two advisers, ______ [person’s name] and _______ [person’s name]. The chairman gave a report on the activities planned for the whole term. There was a heated discussion on it. Revisions and improvements were made before it was finally approved. It was decided that an oratorical contest be held on the afternoon of ___________ [time], with a view to encouraging the membership of the club to practice speaking English, and that the club run an English wallpaper to be put out every other week. All the club members were expected to send in contribution…
______________ [person’s name]
Secretary
II. Translate the following into Chinese.英译汉
Minutes of the Directors’ Meeting
A Directors’ Meeting was held on Monday, Mar. 20th, 2006 at 3：00 p.m. at the meeting room of the company, Mr. Brown in the chair.
Present：All the directors
1. Report
The notice of convening this meeting and the manager’s report on the state of business of the company was read by secretary.
2. Resolution
The manager’s report was read by the secretary with the consent of the meeting. The chairman made a speech and proposed that a gold metal be given to Mr. Fan Dong as a reward for his industrious and successful service in the past ten years. Mr. Li , Zhang, Liu seconded the motion, which was then put to the meeting and carried unanimously.
3. Establishment of Branches
Miss L. Z. Chen proposed that two branches be established in Kowloon and New Territory, one in kwun Tong and the other in Tsuen Wan. The motion was seconded by Mrs. T. C. Cao and carried unanimously.
4. Decision on investment
The Chairman proposed that an amount of HK $ 600,000 be invented in Hoi on shipping Co. Ltd., which will make up 60% of the capital. This motion was opposed by Mr. X. A . Chang, who in turn proposed that a smaller amount of $510,000 be better. The chairman agreed to this and Mr. Chang’s motion was carried unanimously
5. Selection of Guarantee
Mrs. W. P. Wang proposed that Mr. M. X. Chen be selected as the successor to Mr. Fan. The motion was seconded by Mr. X. A. Chang and carried unanimously.
6. Offering of Guarantee
The chairman made an introduction of Mr. Liu Wan Qing’s status and relation with the company since the inauguration of the company and proposed that the guarantee be offered. The motion
received no objection and was carried unanimously. However, Mr. M. Q. Liu proposed that a term of one year be fixed for the guarantee. The motion was carried unanimously. The meeting closed at 5：00 p.m. and the next meeting was scheduled for next month.
T.L.Chang
Chairman
Key to Exercises
I. Fill in the blanks with proper words模版填空
Open-ended.
II. Translate the following into Chinese.英译汉
董事会议记录
时间：20xx年3月20日（星期一）下午3点
地点：公司会议室
出席者：全体董事
1、报告事项
秘书宣读召开会议通告和经理关于公司业务状况的报告。
2、决议事项
经理报告会议同意已由秘书宣读，主席致词并提出议案，授予范东先生一枚金牌以奖赏他过去十年的辛勤而又成功地服务。李国民先生附议,经讨论后，一致通过。
3、设立分公司
陈丽珠小姐提议在九龙和新界设立两个分公司，一个在观塘，另一个在荃湾。晁天成夫人附议，一致通过。
4、决议投资
主席提议，在海安船坞有限公司投资港币60万元，占资本六成。张新安先生反对，并提议投资51万元较好。主席同意，张先生提议或一致通过。
5、选经理
王文鹏夫人提议，选陈明星先生为范东先生的继任者。张新安先生附议，一致通过。
6、提供保证
主席介绍李婉卿先生的状况以及自己公司开业以来他和本公司的联系，并建议提供保证，无人反对，一致通过.然而,刘明清先生提议，给这项保证定下一年期限，一致通过。 会议于下午五时结束，下次会议定于下月举行。
主席
张铁林