1.
Unit -2
Writing process
Agenda
Minutes
Notice
By
M . Bharani Eswari,
Assistant Professor
Department of Management Studies,
Paavai Eng., College,
Pachal.

2.
1. Planning
Analyze the Situation
Define the reason or purpose for writing and
develop an audience profile.
Gather Information
Determine the needs of the audience and
gather the information required to satisfy
those needs.
Select the Right Delivery Vehicle
Determine the best medium (delivery
vehicle) for communicating the message.
Organize the Information
Define the main communication idea and
select a direct or an indirect approach.

3.
2. Write
Adapt to the Audience
Connect with your audience by being
sensitive to their needs and using
a “you” attitude.
Build a strong relationship with the audience
by establishing credibility and projecting
your company’s brand image.
Compose the Message
Choose strong words that create useful
sentences and coherent paragraphs.

4.
3. Complete
Revise the Message
Evaluate the content and review it for
readability. If required, edit the content and
rewrite it for conciseness and clarity.
Produce the Message
Use useful design elements for a clean and
professional layout.
Proofread the Message
Review the communication piece for errors
in the layout. Check the spelling and
mechanics as well.
Distribute the Message
Deliver the message using the chosen

5.
NOTICE
• The shareholders’ meeting should be
convened after 21 days’ notice.
• A shorter notice could be given with the
consent of the members having 95 per
cent of the voting power or controlling 95
per cent of the capital of the company.
• The notice should specify the time, place
and date of the meeting along with the
programme for the meeting

6.
• It should be sent to every member of the
company entitled to attend the meeting, to
the legal representatives of the deceased
members, and to the auditors of the
company.
• In the case of the directors’ meeting, the
‘Standing Orders’ of the directors will be
followed by the Secretary.

7.
Notice
• The statement that contains the particulars of holding a
meeting is known as notice. It is one kind of request to
the members for attending the meeting. The date, time,
place and agenda are informed through the notice. It
may be oral or written.
• “ A notice is the communication-verbal or written
informing the persons entitled to attend the meeting
about the time, date, place and the business of the
meeting.” - S.K. Dutta

8.
A notice (without agenda)
Rajgarh Cement Limited
32, Annanagar
chennai-600 000
October 1, 2009
Notice
Notice is hereby given that the second meeting of the Board of
Directors will be held at the registered office of the company at 3.30
p.m. on Friday October 10, 2009.
…………………………
Ratan Khushwa
Secretary

9.
Notice
Date: 20.08.2009
The students of BBA, L.L.B (Hons.), BA (Hons.) in English, B.Sc.(Hons.) in
Economics, B.Sc. in CSIT and other undergraduate programs are requested
to take clearance from the Account Section for payment of their tuition and
other fees up toSummer,2009 on any working day from 26.08.2009 to
07.09.2009 and deposit the fees into the Bank just after getting clearance.
Otherwise, they will not be issued Admit Cards for the Semester Final
Examination,2018.
………………………….
Prof. A. P. Mehta
Pro-Vice Chancellor
• Copies Distribution
 Deputy Director of Accounts
 Asst. Registrar (P.O. to VC)
 All Faculties in Charge
 All classes of the undergraduate programs
 Office copy

10.
Agenda
•Agenda is a document that outlines the contents of a
forthcoming meeting. It is usually sent along with the
notice of the meeting. Basically agenda is a statement of
business or assignment to be discussed in the meeting on
which minutes and decisions are taken thereafter.
• Agenda should be specific and clear to all authorized
person.

11.
A Specimen of Notice With Agenda
Rajgarh Cement Limited
32, ANNA NAGAR
CHENNAI -600000
October 1, 2009
Notice
Notice is hereby given that the second meeting of the Board of Directors
will be held at the registered office of the company at 3.30 p.m. on Friday
October 10, 2006
Mr. V.K. Sharma
Secretary
• Agenda:
 Confirmation of the minutes of the last meeting.
 Matters arising from the minutes
 Financial irregularities of company accountants.
 Confirmation of the appointment of Auditor.
 Date of next meeting.

12.
Importance / Necessity of Agenda
• Agenda is an official list of things to be done or dealt with
at a particular meeting. It is drawn up by the secretary
consultation with the Chairman. The importance or
necessity of agenda is pointed out below:
 It informs the persons to be attended at the meeting
 Free discussion is possible
 Decisions are taken easily
 Exchange of opinions is possible before meeting
 It ensures that only matters relevant to that particular
meeting are discussed
 It facilitates the preparation of the minutes.
For Internal Circulation andAcademic Purpose Only

13.
MINUTES MEANING
• It is obligatory under the Companies Act
for all companies to maintain a record of
the proceedings of the meetings in a book
called ‘Minutes Book’ kept for the
purpose.
• The object of writing and keeping minutes
is to preserve in a succinct form a clear
and correct record of the decisions taken
at a meeting.
• Great care should be taken in writing
these minutes and they must be full, true
and accurate.

14.
Minutes
• Minutes are the official record of the proceedings or a
meeting. It usually show a concise and accurate record of
decisions and resolutions.
• Minutes is a chronological written statement of
resolutions taken in meeting. It is taken on the elaborate
discussion of the agenda.
• It is a list of actions and resolutions adopted after detailed
discussion of persons attended in the meeting, preserved
it for decision making and policy implementation.

15.
• It is to be mentioned that the minutes requires to be
approved by the participating members of the meeting.
• The minutes must be concluded by the signatures of the
Chairman, secretary, and other authorized person of the
meeting.

16.
Preliminary Items
 Name of the Organization;
 Type of meeting (monthly, emergency, special);
 Place, date, and time called to order;
 Name of those attending including
 guests (used to determine if a quorum is present);
 Name of those absent and reasons for absence.
 Agenda items.
 Decisions that were made.
 Actions that need to be done. Include the deadline and
who it was assigned to.
 Follow up meeting.

17.
What needs to be included?
• Date, time and location of the meeting.
• The purpose of the meeting.
• Names of attendees and those who were unable to
attend.
• Agenda items.
• Decisions that were made.
• Actions that need to be done. Include the deadline and
who it was assigned to.
• Follow up meeting.

18.
Types of Minutes
Minutes for resolution
In this type of minutes,
only the resolution
passed at a meeting
are recorded and no
reference is made to
any discussion
preceding the
resolution.
Minutes for Narration
Minutes of narration
are somewhat
similar to a report.
Here, in addition to
the resolution passed,
a brief account of the
discussion and the
voting pattern is also
included.

19.
Why Meeting Minutes Are Important
• Meeting minutes offer legal protection
• Meeting minutes provide structure
• Meeting minutes drive action
• Meeting minutes act as a measuring stick
• Meeting minutes state ownership

20.
Difference Between Agenda and Minutes
1. Definition:
 Agenda: is an official list of things to be done or dealt with
at particular meetings.
 Minutes: The official records of discussions held and
decisions taken at a meeting are called minutes.
2. Preparation:
 Agenda: drawn up by the secretary in consultation with
the Chairman.
 Minutes: are generally written by the secretary of the
organizational reference.

21.
• Purpose:
 Agenda: Gives the members an idea about the topics to
be discussed.
 Minutes :Preservation of the resolution of the meeting for
future
• Authority:
 Agenda: Top level management gets and things over the
agenda.
 Minutes: All members at the meeting discuss and take
decisions
• Read out
 Minutes: At the next meeting it is read out.
 Agenda: At the beginning of the meeting it is read out.
For Internal Circulation and

22.
• Approval
 Agenda: It need not requires to be approved earlier.
 Minutes: It needs to be approved by the members at the
next meetings.
• Where Written
 Agenda: It is generally written in the notice board.
 Minutes: It is written in the company's minutes book.

23.
A Specimen of Minutes
• ABC Company Limited
• Minutes
• Of the first meeting of the Board of Director held on
Friday,24th April,2018 at 3.00 p.m. at the Registered Office,
AKF Nagar Chennai - 2, India.
• Present:
• Mr. A
• Mr. B
• Mr.C (Directors)
• Mr. D
• Mr.E
• Mr. Mohit Sharma, Secretary
• Mr.Raman, Solicitor

24.
No. of
Minutes
Subject of Minutes Details of Minutes
1
Chairpersons of
Meeting
Mr. Param Mehta was unanimously
elected Chairperson of the Meeting.
2
Chairperson of the
Company
Resolved: That Mr. Param Mehta be
and he is hereby appointed
Chairperson of the Board and of the
Company
3 Quorum
Resolved: That three directors
shall constitute a quorum at the
Board meeting
4
Appointment of
Secretary
Resolved: That Mrs. Priti Bhatia
be and is hereby appointed
secretary of the Company at a
salary of Tk 25000 per monthto be
terminable on three month’s notice
either side
For Internal Circulation andAcademic Purpose Only

25.
No. of
Minutes
Subject of Minutes Details of Minutes
5 Appointment
of Bankers
6 Prospectus
7 Seal
8 Next meeting The next meeting of the Board
was
fixed to be held on Friday, 1st
May,2018 at 3.00 p.m.
Dated: Mr. Param Mehta Mrs. Priti Bhatia
20.04.2009 Chairperson Secretary

26.
Meetings – Key Points to Remember
1. A notice and agenda is sent out to give all
members advance notice of a meeting.
2. An agenda is a list of topics to be discussed at
a meeting.
3. Agenda should have ordinary business at the
beginning and the end – business that is
discussed at every meeting.
4. Special business will be included in the central
section of the agenda – business that is unique
to each meeting.
5. The Chairman may have a special agenda with
extra notes to help him manage the meeting.

27.
Meetings – Key Points to Remember
6. Minutes are a record of meeting and they are
essential for everyone who attended as well as
those who were absent.
7. Minutes may be presented in different formats
depending on the preference of each company.
8. It is usual to include an ‘Action’ column stating
who is responsible for dealing with each item.
9. The same headings should appear on the
minutes as on the agenda.
10.Write minutes in past tense and third person
using reported speech.

28.
MEMORANDUM
• A memorandum (memo) is used to
communicate something of immediate
importance to people within a business or
organization.
• A memo also can be sent to people or firms
that have close or long-standing
relationships, such as vendors or
consultants.
• Like a business letter, a memo is a
permanent record of your communication.
It is used in both paper and electronic
formats.

29.
common workplace purposes for a memo:
• Announce or confirm a meeting or event
Provide instructions
• Provide a status report on a project
• Request feedback or recommendations
• Summarize action required after a meeting
• Clarify or change a policy or procedure
• Distribute minutes or handouts from a
meeting or event
• Notify others of a problem or that a
problem was resolved
• Provide a short report of an event or
decision

30.
CIRCULARS
• A circular is written when the
communication is to be brought to the
attention of several persons or
departments. It may take the form of a
letter, a memorandum or an endorsement.
• It is written in the first person and
duplicated

31.
2
Copyright
©
2015
Cengage
Learning.
All
Arights
Reserved.
Planning and
Organizing
Instant
Messaging
Responding
Goodwill
Messages
Online
Comments
Neutraland PositiveMessages

32.
3
Copyright
©
2015
Cengage
Learning.
All
Rights
Reserved.
Organizing RoutineorPositive Messages
● Start with good news orthe most
important information
● Clarify with details, background
● Present any negative points
positively
● Explain any benefits
● Use a goodwill ending
• Positive
• Personal
• Forward-looking

33.
4
Copyright
©
2015
Cengage
Learning.
All
Rights
Reserved.
Routine
Requests
● Present the major idea first
• Phrase:Direct question, statement, or
polite request.
• Clearly define what you want and phrase
to get that response.
• Ask as few questions as possible, you
are imposing on the goodwill of the
reader.
• Arrange questions in logical order, word
clearly, and limit the content to one
topic per question. In other words, no
multi-parts.

34.
● Explanation and Details
• Provide enough explanation and details so
that the reader can understand and respond
to your request.
• Remember reader benefits: The reader is
more likely to cooperate if you show how
they will benefit from your request. Friendly
close.
• Positive and friendly
• Show appreciation
• Be original

35.
Types of Goodwill
Messages
 Planning and Organizing
 Instant Messaging
 Responding
 Goodwill
 Online Comments
 Recognition Notes
 Congratulatory Notes
 Thank You Notes
 Sympathy Notes

36.
How to Write a Meaningful
Goodwill Message
 Be Prompt :Send a goodwill message while the
reason is still fresh in the reader’s mind
 Be Direct :State the major idea in the first
sentence or two, even for sympathy notes
 Be Sincere Be Specific :Avoid language that is too
flowery or too strong
 Personalize the message: A personal note card or
a one-paragraph email may be plenty Be Brief
Planning and Organizing | Instant Messaging |
Responding | Goodwill | Online Comment