Continuous Writing: Technical Specific Purposes II

Writing Minutes of a Meeting:

Minutes of a meeting refer to a record of decisions taken in a meeting as recorded by the secretary of the organization. The “minutes of a meeting” has the following format.

The identification mark which contains the following

• The type of document
• The name of the organization
• The place/venue of the meeting
• The date of the meeting

Example:

Minutes of the Meeting of the Students’ Association of Okinka Grammar School Held in the School Hall on June 2, 2004.

Attendance:

Immediately after the heading comes a list of members of the organization who were present at the meeting in the order of office. See the model minutes below. If any member is absent with or without permission, this is also indicated beside the person’s name.

Content:

The content of minutes consists of the following:

• Opening remarks; which include the following:
  • The declaration of the meeting open by the Chairman of the meeting and the time the meeting was declared open.
• The person who said the opening prayers.
• Chairman’s welcome address.

Reading of the Minutes of the Previous Meeting:

The minutes of the previous meeting are read as recorded. After the reading, errors in the minutes are pointed out and noted for the next minutes of the meeting.

Adoption of the Previous Minutes: