Participate in

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Be present at

Postpone

Cancel

Key words: the formal meeting

Agenda – a list of items to be discussed at a meeting: If you would like any items included on the agenda, please let me know before one o’clock on Wednesday.

Minutes (plural) – an official record of the proceedings of a meeting: A copy of the minutes has been sent to everybody concerned.

Chair – the person who controls a meeting, also known as chairman, chairwoman or chairperson: A new chair has been appointed.

Secretary – the person who is responsible for the agenda and the minutes of a meeting: Contact the secretary if you can’t attend the meeting.

Participants – the people who attend a meeting: How many participants are we expecting?

AGM – annual general meeting; a meeting of directors and shareholders of a company which is held once a year: The AGM of Lincoln plc will be held at Leeds International Centre on Tuesday, 27 April 1999 at 11.00.

EGM – extraordinary general meeting; a special meeting of directors and shareholders to discuss an urgent matter: An extraordinary general meetings was called to discuss the company’s merger.

AOB – any other business; an item on an agenda which gives participants an opportunity to raise points that were not already included in the agenda: Thank you George. Now, is there any other business?

Vote – an expression of opinion or preferences about a question, for example, the choice of a candidate: Each shareholder at the AGM has a vote.

Example of an agenda

Agenda

Training Development Programme

Date: 17 July 2000

Time: 11:30

Place: Room 202

1. Apologies

2. Minutes of last meeting

3. Matters arising

4. Report on Sept-Feb training programme

5. Proposed changes

6. Final arrangements for April-Oct programme

7. AOB

8. Date of next meeting

Apologies (for absence): announcement of names of people who cannot attend

Matters arising: topics that need to be discussed or reported related to the minutes of the last meeting

The minutes

Minutes should be written as soon as possible after the meeting, and circulated to the participants and others who were unable to attend. The minutes of a meeting are written in an impersonal style, reporting what was said by whom, decisions made, action to be taken, conflicts, and so on.

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