COMMUNICATION AND PRESENTATION SKILLS 2020
Topic: Minutes of the Meeting
ASSIGNMENT NO. 2
Question No. 1 Read the extract from what was said at the weekly meeting of Lyons’
Digital Exports Limited. Then read John Grogan’s notes. Decide which information in
John’s notes needs to be included when he writes up the meeting minutes.
Chair (Dan Clarke): So, where are we up to with the new laptops? Have they arrived yet? I can’t
believe we’re still waiting for them.
Export sales manager (Peter Lewis): Well, it’s OK.The new shipment’s just arrived. This
morning, in fact. But that means they’re a week late.
Marketing manager (Colin Scott): In that case late payment fees should come into play. We get a
10% reduction for late shipment.
Chair (Dan Clarke): OK. But we need to seek legal advice on this. Let’s agree on that.
Marketing manager (Colin Scott): Sure.
Meeting minutes (John Grogan)
4th July
Present: Dan Clarke (chair), Peter Lewis, Colin Scott, John Grogan
Dan – queries arrival of new laptop – expresses disbelief that they’re late
Peter – new shipment has now arrived – arrived this morning – a week late
Colin – late payment fees apply – 10% reduction
Dan – need to seek legal advice – agreed by all
Question No. 2 John has started writing up the meeting minutes (the notes of what was
discussed at the meeting). Read his write-up and answer these questions.
1 What reporting phrases does John use in his minutes? Which phrase is impersonal?
2 What tenses does John choose to use when reporting what was said? Why does he choose
these tenses?
Faiza Mumtaz, Lecturer, FAST-NU Page 1
COMMUNICATION AND PRESENTATION SKILLS 2020
Meeting minutes (John Grogan) 4th July
Present: Dan Clarke (chair), Peter Lewis, Colin Scott, John Grogan
At the meeting, export sales manager Peter Lewis reported that the new shipment of laptops
arrived this morning. Marketing manager Colin Scott pointed out that late payment fees apply
because the shipment is a week late. It was agreed that the company should seek legal advice
before imposing late payment penalties.
Question No. 3 Read these sentence pairs and decide which sentences sound better for
meeting notes and minutes and why?
1 a Dan Clarke said the next meeting will be next Tuesday.
b Dan Clarke said the next meeting would take place the following Tuesday.
2 a Peter Lewis reported that the new shipment arrived today and is ready for processing.
b Peter Lewis reported that the new shipment had arrived that day and was ready for
processing.
3 a Colin, Dan and Peter agreed that we need to seek a legal opinion.
b It was agreed that we need to seek a legal opinion.
Question No. 4 Now read these notes from a board meeting at Lucas Petroleum. What do
all the participants agree to do?
Meeting minutes Paul Jones
6th August
Present: Harry Lime (chair), Joe Phillips, Paul Jones
Joe – figures show 10% rise in profits this year
Paul – need to invest in new infrastructure – company healthy so time is right
Joe – better to consolidate now – oil prices to fall (probably) next year
Paul – invest or it will be wasted opportunity
Harry – invest in core projects in Middle East but not globally?
Joe – good idea
Paul – good idea – but should be significant investment
Faiza Mumtaz, Lecturer, FAST-NU Page 2
