เอกสรารประกอบการสอน ELS4506 รวมไฟล์-combined

88 Chiang Rai 57100 THAILAND 4. Special Marking If the letter is confidential, you should type CONFIDENTIAL above the inside address. Using all the capital letter. CONFIDENTIAL Mrs. Preeyapha Bishop General Manager Smart Communication Co.,Ltd. 80 M. 9, Bandoo Sub-district, Muangu District, Chiang Rai 57100 THAILAND 5. Salutation or Greeting Salutation is a greeting part that must consistent with a person from the inside address. If the letter is directed to… the salutation should be…. a person Dear Mr./Miss / Mrs. a company Gentlemen (AmE) Dear Sir (BritE) Position title such as .. Dear Sir (to a man) The Operations Manager Dear Madam (to a woman) The Human Resource Department Dear Sir or Madam (if you don’t know a person) 6. Heading It is a subject of a letter, always come after the salutation. e.g. Dear Mrs. Bishop RE: International Conference

89 7. Complimentary close It is a traditional for official business letter, you must be ending your letter with the complimentary close that should match with the salutation related with the level of formality. Most two popular of complimentary closing are ‘Your faithfully,’ and ‘Your sincerely,’ Salutation Complimentary Closing Dear Mrs. Bishop: / Dear Dr. Simmee, Yours sincerely, Dear Sir : / Dear Madam : Yours sincerely, / Your very truly, Dear Sir, / Dear Madam, Your faithfully, Gentlemen: Yours sincerely, / Your very truly, Dear Sirs, Your faithfully, Respectfully yours, (AmE) **Note: Only use the capitalized the first word and don’t forget to ending with a comma (,). 8. Name of the sender and Designation It is also called a signature bloc that including signature, type-written name and position. Be noted that never put ‘Mr.’ or any title before a man’s name. e.g. Your sincerely Your faithfully, Sue C. Bishop Frank Bishop Sue C. Bishop (Mrs) Frank Bishop General Manager Chairman In case if a person who have to sign a letter is not available and there must be someone to sign the name for, we often use ‘for’ or ‘pp’ (per procurationem)

90 e.g. Your faithfully, Maxine Sullivan Maxine Sullivan for Frank Bishop, MUC Chairman 9. Enclosure There are many ways to tell the reader that there is something come along with the letter. But nowadays, it is often used ‘Enc’ or ‘Encl’ abbreviated from the word ‘Enclosure’. This is placed below the designation. e.g. Your sincerely, Maxine Sullivan Maxine Sullivan (Ms) Financial Manager Encl. 10.Copy When a letter sent to the third person who are in the same company or organization, we use ‘cc’ stand for ‘carbon-copy notation, or copy circulated, or courtesy copy, following by the name of a person who will also receive the copy of the letter. It can be two people or more, listed after cc. in an alphabetical ordering. e.g. cc: Mr. John Denmark

91 cc. Mr. Albert Lisec Mr. Bryan Loves Miss Mesathida Wanchai Mr. Lonny Trevis If you are not wanting the receiver know that you send the letter to the third person, you should use ‘bcc’ which stand for ‘blind courtesy copy’. It will not show on the original letter, but it shows on the copy version of the letter sending to the specific person only. e.g. bcc. Preeyapha Bishop, Chief Executive Letter Layout There are 3 letter styles for business letter. 1. Full-block Form is a letter where all the parts are started from the left side of the letter. There is no indentation in each paragraph, and between the paragraph separate by double-space. 2. Block Form is a letter where all the part of the letter is started from the left margin, except the date line, complimentary closing and signature parts are typed in the middle of the letter. However, the dateline may be ended at the right margin. 3. Semi-block Form is a letter where the parts are the same as block form except the stating of each paragraph.

92 Full Block Form November 6, 2022 Dr. Somlak Liengprayoon The Western Language Program Faculty of Humanity Chiang Rai Rajabhat University 80 M.9 Bandoo District, Muang District, Chiang Rai 57100 THAILAND Dear Dr. Somlak Liengprayoon, XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

93 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXX Sincerely yours, Preeyapha Bishop Preeyapha Bishop (Ms) Managing Director jm encl Full-blocked November 6, 2022 Dr. Somlak Liengprayoon The Western Language Program Faculty of Humanity Chiang Rai Rajabhat University 80 M.9 Bandoo District, Muang District, Chiang Rai 57100 THAILAND Dear Dr. Somlak Liengprayoon, XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

94 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXX Sincerely yours, Preeyapha Bishop Preeyapha Bishop (Ms) Managing Director jm encl. Semi-blocked- Form November 6, 2018 Dr. Somlak Liengprayoon The Western Language Program Faculty of Humanity Chiang Rai Rajabhat University 80 M.9 Bandoo District, Muang District, Chiang Rai 57100 THAILAND Dear Dr. Somlak Liengprayoon, XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

95 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Sincerely yours, Preeyapha Bishop Preeyapha Bishop (Ms) Managing Director Email Nowadays, emails are by far the most common method of written communication in the working areas of many organizations. According to Paul Emerson (2004), defined that there are three differences in the email writing style 1) Formal 2) stand, and 3) informal, however in real life situation the differences are not so clear. 1) Formal Style is referring to the traditional old-fashioned. Languages used and idea are presented a very formal officially, politely, and carefully. Languages, grammar and punctuation are very important. The language is impersonal. However, for writing email, this style is not popular use, but you can find it if the subject matter is serious. 2) Standard Style is the most common style and use in professional/ work emails. The language use is very simple, clear and direct. Sentences are short and there is use of contraction. The language is more personal but not similar to the speech or verbal language. 3) Informal style is the most common use between friends. Sometime the email can be very short or it could include personal new, funny comment, etc. This style is very close to the speech language, so there are everyday words and conversational expressions, and broken grammatically writing.

96 Comparing the different of language usage in email writing; Informal Standard/Form Thank you for the email of 29 May. Thank you for your email received on 29 May. I’m sorry to tell you that … We regret to advise you that…. I promise…. I can assure you that…. Don’t forget….. We would like to remind you that…. Please could you…. I would be appreciated if you could….. See you next week….. I look forward to seeing you next week. Exercise 5; Match the original Latin word from the left box with the shorter word in the right box. 1) due to a) ask 2) enquiry b) give 3) inform c) fix (v) 4) occupation d) because of 5) provide e) ask for 6) repair f) need (n) 7) request g) tell 8) requirements h) job Missing word and Abbreviation Missing out word and using abbreviation are found as a common thing in emails and informal speech. It uses when people know each other every well and the situation is relax and friendly. The meaning is clear, so there is not need to focus on the grammatical. 1) The subject ‘I’ can be left out, especially with the mental verbs like ‘hope’ ‘think’, etc. 2) In question, the subject ‘you’ and auxiliary verb can be left out. 3) The subject ‘I’ and auxiliary (be, will, have) can be left out.

97 4) The word ‘ That’ or ‘it’ can be left out, often with a form of ‘be’ as well. 5) A form of ‘be’ can be left out on it own. 6) The article ‘The” can occasionally be left out as well. For example • (That’s a ) good idea. • (I) hope you are well. • (Did you) get my last email? • (I am) looking for ward to seeing you. • Next week (would be) better that this week. • Just read (the) email about the meeting schedule. Sometimes you may find very abbreviated forms in emails. Because of the writer want to write very quickly and the meaning is clear from the context. There are 3 techniques of using abbreviation as the following. 1. using a letter to stand for a sound. ‘C’ = see ‘CU 2morow’ = See you tomorrow ‘btw’ = by the way ‘sb’ = somebody 2. making a short form of a common word. ‘yr’ = your ‘hv’ = have ‘rgds’ = regards ‘wed’ = Wednesday ‘wk’ = week 3. writing the first letters of a very well know phrase. ‘asap’ = as soon as possible. ‘rsvp’ = responez si’l vous plait (French expression= please response)

98 Exercise 6 : Rewrite the email in full by changing the abbreviated form to a full word. Email Sub: Yr order ref. no. AW001 In related to yr order rec’d 2day, we cannot supply the qty’s you need at this time. Pls confirm asap if a part-delivery wd b acceptable, with the rest to follow L8R. Rgds, Frank. _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ _______________________________________________________________________________ ______________________________________________________________________ Subject line When writing an email, it is recommended that the subject line should be very short and clear. It should tell the reader direct and exactly what is coming in the body of the email. Be note that in the subject line often use the abbreviated word ‘Re’ stand for ‘Regarding’ . Example; Subject : Shipping Conformation I am writing this email to inform you that we received your order. I would like to confirm that the goods were sent by EMS today. To track your order, please click on the link http://trackingorder.ac.th. If you have any question, please do not hesitate to let us know. Best regards, Preeyapha Opening and closing Exercise 7 : Read the following sentences. Discuss and decide whether they are beginnings or endings of the email by underline your answer. 1) I look forward to receiving your advice on the matter. Beginning/Ending

99 2) Please find the attached my report, as promise form the last Beginning/Ending meeting. 3) Just a quick remind that we will have the meeting at 3 pm. Beginning/Ending 4) Bye for now. See you tomorrow. Beginning/Ending 5) I’ve just seen your advertisement in the Kan-Bua weekly post Beginning/Ending for the conference in Bangkok. 6) We are writing to advise you about some changes in our product Beginning/Ending list. 7) Thank you for your cooperation in this matter. Beginning/Ending 8) What a surprise-how nice to hear form you. Beginning/Ending 9) If you need more any information, feel free to let me know. Beginning/Ending 10) I am writing to confirm our appointment on June 12. Beginning/Ending Attachments Exercise 8 Please fill in the gab with the possible answer. 1. Please find _____________________. Hope it’s useful. 2. Here is my report. If there’s any problem, ______________ let me know. 3. This report has just arrived. I am________it to you for your consideration. 4. I am sending various forms for you to complete. Please ________special attention to the attachment no.01. 5. Please complete the attachment form, and ____________them back to me by 4 June. 6. As agreed, I am sending the agenda for the coming meeting. _______me know if there’s anything else you need to add more item to be discussed. 7. I’m ___________the company budgeting plan for next year. Please note that several changing in dates have been made. 8. Please _________attached my report, let me know if you have any suggestion. 9. Here is the itinerary for our company visiting trip in Korea. Please ___________ that I have included everything you want in it. 10. Please find the attachment of my report. Get back to me if there are any ______________with the details and etc. Punctuation and Spelling

100 The rule for using full stops, commas and capital letter. • A full stop (.) is used at the end of the sentence. • A comma (,) is used; ➢ Like a pause of the speech, to make the sentence to easy to read. ➢ To separate word in a list. ➢ After many linking words that come at the beginning of a sentences (as However, Unfortunately, But, …..) • Capita letters ( also called ‘upper case’ letters) are used; ➢ To begin a sentence. ➢ For names of person, place, event, and organization. ➢ For job titles. ➢ For nationalities, countries, and languages. ➢ For calendar information (like days, months, etc.) Exercise 9 Rewrite this email, putting capital letters, 4 full stop and 2 commas. dear jenifer kim i am a sales manager for future smile company based in chiangrai province I attended your presentation at the asia-trade conference in bangkok in january and we met briefly afterwards here is the information i told you that i would send including our latest price list I hope it is very helpful best regards preeyapha bishop _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________

101 The rules for apostrophes (s’ ), it is used : • In a short for to show that one or more letters have been left out. • Before the possessive ‘’s to show ownership or the relationship between people. Exercise 10 Rewrite this email, putting in capital letters, apostrophes and four commas. hi mesa how are you? thank for your email about mr ali. In fact i am meeting him on Monday 27 may. were meeting in his malaysia office and iam a bit worried about it because i don’t speak english every well. hes the marketing director of the company and reports directly to the ceo. Its going to be an interesting meeting and i haven’t been to malaysia before so im looking forward to it. anyways ill be in touch when i get back. _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ ____________________________________________________________________________ The rule for colons ( : ) and semi-colons ( ; ) • A colon ( : ) is used to introduce items in a list. • A semi-colon ( ; ) is use to separate long items in a list, particular if there are comas inside some items. It is also used for joining two sentences with a related meaning. Exercise 11. Rewrite the email, putting in capitals letters, apostrophes, and 2 commas, 1 colon , and 2 semi-colon. bella—have you read mesathida minutes of meeting yet? i think its main conclusion are correct. This is basically what she saying sales are decrease and have been so for a months theres no new products in the cloth line despite our large budget and our share

102 price is at the lowest point since last december. i hope the company board will take it consideration. _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _______________________________________________________________________ Sentence Structure A simple affirmative sentence in English typically has the order (Suject + Verb+Object) Each part can be a phrase rather than a single word: • This report + will analyze + last year’s budget. There can be an adverb phrase as well, and it often come at the end. Adverb say how (quickly) where (at our offices) or when (next week) something happens. In case of having several adverbs together, the usual word order is HOW-WHERE-WHEN. Please see the example below. • I am looking forward to our meeting in USA next month. • Sale increase by over 20% in Thailand last year. Now, let rewrite the sentence 1-4 below the correct word order. Don’t for get to start the sentence with the capital letter. 1. me you may remember./ we business cards last month at the Trade Fair exchanged. _____________________________________________________________________________. 2. next weekend to my parents I am going. for a long time I haven’t them seen. _____________________________________________________________________________.

103 3. well is going our advertisement campaign. _____________________________________________________________________________. 4. about availability of rooms in July to ask I am writing. I need for 2 nights a double room. _____________________________________________________________________________. Assignment: Write email and submit to your teacher’s email. Using the provide details, review some languages. There are many mistakes in the email, please correct it with the corrected punctuation and spelling. Don’t forget to write the appropriate subject line as well. Subject: _____________________________ i have found some interested about a computer training course takiing place at the city center. i think it would be usefully for some one from our depatment to attend as weare all a bit un certain about how to use excel although we know the basic of course. i have a copy of thy brochure and the details are as follows name of the course is ‘Spreeadsheet for Ofiice365’ and course datte are fr 3 june to 8 june 2018. the course run every evening dring that wk from 16.00 to 19.00 the couse is 5000 baht Iam free at the time and i want to attend—I can help aother people of future. i know its a bit expensive but do you think the company pay for me? I cannt afford to paying for it out at my own money. regd, Justin Bieber

104 Lesson Plan Unit 8 English Meeting Content • Type of meeting • Meeting document Objectives At the end of this unit, student will be able to 1. Identify type and element of meeting and arrange the meeting 2. Identify type and element of agenda and minute of meeting 3. use vocabulary, expression, and language appropriately. Instructional Procedures and Activities 1. Study the material and follow the course instruction. 2. Listening the dialog and speaking practice 3. Reading Practice activities 4. End of unit exercise Instructional Materials 1. Handout 2. Power Point Presentation 3. Audio CD 4. Exercise Assessment and Evaluation 1. Class participation 2. Quizzes 3. Mid-term Examination 4. Final Examination

105 Unit 8 Meeting English Meetings in the Workplace Workplace meetings are an important element of business management. Meetings enable board and their employees to communicate and share information, solve problems or resolve disputes, improve performance, build teamwork and move projects forward. Workplace meetings can be formal or informal, and the number of participants can range from two to several hundred, depending on the size of the company. Company suppliers, customers and business partners may also participate in workplace meetings if the company has a policy of collaboration. There are five types of meetings in workplace: 1) Project Meetings 2) Staff Meetings 3) Sales Conference 4) Emergency Meetings 5) Collaborative Meetings 1)Project Meetings Project meetings bring together people from different departments working on a specific task, such as new product development or business reorganization. Project meetings take a number of different forms, including planning and progress meetings, brainstorming sessions or design and review meetings. 2)Staff Meetings Staff meetings enable the company to keep employees informed on issues that affect their work. Managers or supervisors hold regular departmental meetings to update employees

106 on progress or deal with any issues affecting their department. If there is a major policy change or other issue that affects the whole company, you may prefer to hold a meeting of all employees to explain the change. Managers and supervisors also hold one-to-one meetings with employees to review their performance against targets. The appraisal meeting may form part of a salary review, an assessment of individual training requirements or a disciplinary procedure. 3)Sales Conference A sales conference is an important communication and motivational tool. Sales representatives spend the majority of their time away from the office, often working alone. Holding a sales conference brings your sales team together with other members of the company who affect their success, such as marketing staff, product specialists and senior managers. You can use the conference to launch important initiatives such as a new product announcement or a major advertising campaign, as well as communicating your company’s plans for the next quarter or the next financial year. 4)Emergency Meetings If a serious problem, such as a fire or major financial loss occurs, it’s essential to inform the whole company so that all employees understand the implications and the changes that will occur. In the event of a serious fire, for example, employees may have to work in temporary ACCOMMODATION with limited access to telephones and other resources. A major disaster or loss may lead to redundancies or even closure. By communicating openly in the meeting, you can reduce feelings of uncertainty in the workforce and avoid the risk of rumors spreading. 5)Collaborative Meetings Some of your employees and managers may work closely with suppliers, customers or business partners on projects such as joint product development or supply chain improvements. Bringing external groups into meetings with your employees helps to

107 strengthen business relationships and gives your employees a greater sense of customer focus. “Call for meeting” If you \"call a meeting\" you are the organizer, i.e. you call on the participants to show up, although you might or might not chair the meeting itself. If you \"call for a meeting\" you are issuing some sort of request that somebody else should organize a meeting and summon the participants. Meetings and Events Annual General Meetings: An Annual General Meeting (AGM), or a shareholders meeting, is a large gathering held by publicly TRADED COMPANIES. These meetings are held in order to let shareholders ask the board of directors questions about a company’s health, as well as to elect new members to the board. Board Meetings: While the term “Board Meeting” technically means a gathering of a company or organization’s board of directors, to us a board meeting really is a gathering of decision makers. At this gathering, important facts are presented and decisions are made as to the best course of action to take in the coming months. Business Dinners and Banquets: These are generally formal celebrations organized by a company or organization to celebrate achievements within the organization and to boost employee and member morale. Depending on the size of the organization, these dinners may be a small gathering at a local restaurant or conducted in a large HOTEL banquet hall or unique event space like an art gallery or museum.

108 Retreats and Team Building Events Retreats can be anything from go-cart races to ski trips to ropes courses. Essentially the purpose of the retreat is to get team members to know each other better and thus be more efficient as a team. Meetings VS Conference “Conference” and “meeting” refers to the getting together of many people and holding some kind of discussion on certain topics. Their basic goal is the same which includes people gathering to discuss something which is common to all who are attending. The dictionary meanings of “conference” and “meetings” are not too different either, but in practice they have some basic differences which cannot be neglected. Conference The dictionary meanings of “conference” are: A meeting especially with an agenda which is formal for consultations, discussions, or exchanging information. In politics, government, and diplomacy, it is defined as a formal meeting between political groups, two or more states, etc. to discuss issues and formulate policies. Religiously in Christianity or ecclesiastical terms, it means an assembly of clergy. Conferences are held on a large scale. People come to attend conferences from different fields of life, business, society, and religion, etc. to discuss a particular subject. They are formal affairs where invites are sent in advance, and a particular agenda has to be discussed and focused upon. The discussions, the topics are all prioritized in advance. The number of attendees is large so that it needs to be organized in HOTELS OR specially designed conference rooms or training centers where the environment is right for discussions amongst a very large group.

109 The people who are invited for conferences are ACCOMMODATED in hotel rooms as guests as conferences may be planned for more than one day and spread over a span of three to four days or more. Meeting The dictionary meanings of “meeting” are: • It is the process or act of coming together of people, also considered an encounter. • Assembly of people for different social, business, or religious purposes. Meetings are more casual than conferences; they may or may not be planned in advance. Meetings can be called informally at any time by the people in office or people belonging to a group. Meetings can be held at home or in an office at any given time in any given space, and does not include a very large number of people. Meetings are usually called to discuss something which came up, and the topics may or may not be planned in advance. They usually carry on for less time than conferences. Summary: 1. A conference is a more formal affair than a meeting. 2. Conferences are preplanned and held on a large scale where a lot of people attend; meetings may or may not be preplanned, and attendees are fewer in number. 3. Conferences have a particular agenda for discussion; meetings may or may not have a particular subject to be discussed; they may have many points to focus on. 4. Conferences are usually held in hotels or conference rooms, etc. as they are on a large scale; meetings can be held at home, an office, or at any given space. 5. Conferences may be held over a span of a few days; meetings are shorter than conferences and usually end the same day they start in a few hours.

110 Receptions: In the meetings industry, receptions refer to a social function where light refreshments are served, usually buffet style. Receptions are often informal, and attendees will usually stand up and socialize rather than sit down at a table. For weddings and other social events, receptions are informal celebrations or gatherings that follow a more formal ceremony. Seminar In business, seminars are meetings organized to inform a group of people about a specific topic, or to teach a specific skill. Expert speakers and teachers are usually invited to speak on topics like personal finance, investing, real estate, web marketing, and many others. Session At a convention or conference, breakout sessions are meetings (workshops, seminars, or presentations) intended for small groups. These meetings can be held in smaller meeting rooms within a convention center or HOTEL as well as off-site meeting and boardrooms. Symposiums: Symposiums are meetings organized so that experts in a given field can meet, present papers, and discuss issues and trends or make recommendations for a certain course of action. Workshops: The terms “workshop” and “seminar” are used interchangeably. While both are education focused events, workshops generally have more hands-on and group activities. Workshops are better for teaching skills that require interactivity and individual participation to learn.

111 Product Launch Events: Product Launches are often large-scale events whose organizers invite journalists, bloggers and social media influencers to witness the very first unveiling of a company’s product. A successful product launch will often include a venue that is unique to the product being used. Press Conferences: Press conferences are often organized by newsmakers (most often in politics but also in business and in sports) to make an announcement or to field questions by press who happen to be invited to the conference. International Events: According to the meeting industry standard definition, an international event is any event where 15% or more of the participants come from out of the event’s host country. Arranging a meeting Look at the word and phrases, cross out the one that not appropriate. 1. What time would be convenient for / be convenient you? 2. Are you available sometime / one time / anytime next week? 3. Yes, I think I shall / should / would be able to make it next Friday. 4. I’ll return to / email / get back to you later today to confirm if I can attend the meeting or not. 5. Pardon me / Sorry / I’m afraid I can’t make it on that day. 6. Would you mind / matter / object if we put the meeting back / off / away to the following week? 7. How about / What about / What if Wednesday morning as an alternative to set up a meeting. 8. I am very sorry / regret / apologies again for inconvenient caused.

112 9. I’ll circulate / pass / receive the agenda to everyone in the next few day. 10. Please get back to me before noon if possible as I need to finalize / finalise / prepare arrangement today. Complete the phrase by writing one possible word in the blank. 1. We ___________be very pleased if you _______________come to a meeting here on 25 June. 2. Your ______________at the meeting will be very ______________. We hope you can make it. 3. Please ________us know if can’t __________ the meeting as soon as possible. 4. Thank you for your _______invitation. I would be please to attend. I look forward to___________you on the 28th. 5. ______________, I will not be able to come. I have another appointment on that day. Please accept my _________________. 6. I hope we will have opportunity to ______on another occasion in the ___________future. Put the sentence into the correct order. a) Look forward to meeting you next week. b) Our office is located close to the bus bus station-the best thing to do is catch a taxi. 1 c) Just to confirm your visit to us on 12 June. d) Best regards, Preeyapha. e) When you arrive, ask for me at the reception and I will come down to meet you. f) If you need to contact me, my number is 095-766-8524. Agenda Agenda is a list of all matters to be discussed in the meeting. It tell the recipients the date, time and location for the meeting. An agenda for a formal meeting usually includes such information as time, event, speaker and location in details. Before the meeting takes place, the secretary usually sends out an agenda, along with the minutes of the previous meeting and documents concerning the meeting, to the committee members. The agenda as a list of all matters to be discussed in the meeting, will allow all members to prepare themselves beforehand. The organization of an agenda is

113 arranged according to the priority of importance of each topic. For the agenda of informal meeting will be less detailed. The outline of a standard agenda is as follows; 1. Apologies for absent 2. Minutes of the previous meeting 3. Matters arising from the minutes 4. Correspondence (if any) 5. Main items 6. Any other business 7. Date of the next meeting EXAMPLE : MissYou Comunications OPERATION MEETING The monthly operation meeting will be held in the conference room at 9.30 am. On Monday 4 June 2018. AGENDA 1. Apologies for absence 2. Minute of last meeting 3. Matter arising for the minutes 4. New brochure (Frank Bishop) 5. Annual dinner and staff party (Mesathida Wanchai) 6. Ne branches (Rebecca John) 7. Korea trip (Michaeal Smith) 8. AsiaTelecommunications Conference (Wanthiwa Chiangtung) 9. Any other business (if any) 10. Date of the next meeting PB/SC

114 Minute of meeting (MOM) Minutes is the written record of the meeting taken by the secretary or minutes taker. It used for reference in the future including all important details such as 1. Time of the meeting 2. Who is attendee of the meeting? 3. Who absence 4. Subject and summary of all discussion 5. What decision have been made from the meeting. Based on Tylor (2006) there are 4 types of the minute of the meeting: 1. Verbatim minutes Most record in transcript. It is uncommon, except in recording of court proceeding and parliamentary debates. Mr. Wanchai : I think we should wait until next year before buying new machinery. Mrs. Preeyaph : None sense! That’s crazy idea. If we don’t buy now, the cost will get high… 2. Minutes of resolution PURCHARSE OF PHOTOCOPIER The Company Secretary summitted a report from the Administration Manager containing full details of the trail of the Xerox photocopier. It was resolved that the Xerox photocopier be purchased at the cost of 75,000 Baht. 3. Minutes of narration PURCHASE PHOTOCOPY The Company Secretary summitted a report from the Administration Manager containing full details of the trail of the Xerox photocopier. The machine has been used for a period of four weeks in the printing room. Its many benefits were points out, including reduction /enlarging features and collating. After discussion it was agreed that such a machine would be extremely valuable to the company. The secretary to the company was asked to make the necessary arrangements for the photocopiers to be purchased at the quoted price of 75,000 Baht.

115 4. Minutes of meeting Future Smile Company Welfare Committee Minutes of Meeting of the Welfare Committee held in the Chiarman’s office on Monday 4th June 2021 at 8.30-10.00 am. Present: Scott Ebelling (Chairman), Preeyapha Bishop, Mesathida Wanchai, Somlak Chantraramart, Rebecca Johns 1. Apologies of absence: Wanthiwa Chiangtung 2. Minutes of the last meeting The minutes has already been circulated and the Chairman signed them as the correct record. 3. Matter Arising Somlak reported that she visited Wanthiwa in the hospital on Friday 24 May to deliver the committee’s basket of flower and good wishes for a new born baby and a speedy recovery. Wanthiwa said she hopes to return to work on the first week of July and will be able to attend the next committee meeting. 4. Staff Complimentary presents Rebecca distributed copies of the account for the half year ending 31 July. She pointed out that the profit of 1.5 million was made over the first six months of the year. She suggested that some of this be used to buy a new coffee machine as the present for every department. It was agreed that she would obtain some estimates and discusses this further at the next meeting. 5. Christmas dinner party Mesathida passed around sample menus that had been obtained from hotels. After discussioned it was agreed that arrangement should be made with the Le Meridian hotel for Saturday 24 December. Mesathida agreed to make all the necessary arrangements. 6. Any other business There was no any other business. 7. Date of the next meeting It was agreed that the next meeting would be held on Wednesday 18 May 2018. Scott Ebbeling (Scott Ebbeling) Chairman Date : 4 June 2021 PB/SC 30 June 2021

116 Language Note Always used ‘Past Tense’ to write the minute of meeting as the following; • Ms. Preeyapha reported that ……. • It was agreed that ……. • It was suggested that……. • There was no any other business. Meeting’s terminology Adjourn ‘to adjourn a meeting’ is referring to stop a meeting before it is finished, to resume it another time. Apologies Means of people who cannot attend the meeting given Consensus notice to the secretary before the meeting. Lie on the table When everyone agrees on a view point. Motion A motion proposing that no action be taken on a particular matter; in another words, that it should be Quorum raised again at a subsequent meeting. Seconder A formal proposal put before a meeting for the purpose Sine die of arriving at a decision. Unanimous The minimum member required to be present at a meeting in order to make the meeting valid. The person who agrees with a proposal before it is vote on. “adjourn sin die” When all the member of the meeting vote in a favor of motion, the motions is said to be carried unanimously.

117 Exercise Fill in the missing part of the minutes of meeting by choosing the word from the list. Minutes of the last meeting Chairman Seconder chaired Any other business Members Present Apologies of Absence Sub-committee Chaired Date of the next meeting Action ________________ : Mr. Steve Myers (Chiarman), Ms. Sutharat Halliday, Ms. Kristin Halligen, Ms. Rebecca Kehn, Mr. James Bates _________________: Mr. Kim and Ms. Preeyapha were unable to attend the meeting and send their apologies. _________________ : No business remained from the last meeting. Membership of the Committee It was agreed that the Production Manager should be invited to become a member of this committee. Proposer : Ms. Kristin Halligan __________ : Ms. Sutharath Hallidays The motion carried unanimously. Development for Asia Makets in Korea. A __________________________ is to be set up to consider ways in which the company can meet the challenge. __________________should be drawn from the Sales, Publicity and Marketing department ; Mr. Kim will be _________________of this. Other development After all discussion, It was agree that Mr. James should be look into the possibilities of moving some office branch operation to Japan. _________________ : Mr. Scott Seconder : Ms. Rebecca Motion passed unanimously. Next year promotion budget The head of the Design, Promotion, Sales, and Marketing Department re to form a committee to work on this. The committed will be ________________by Ms. Preeyapha and she will notify the people concerned. ___________________ : Ms. Preeyapha ___________________ : Since there was nothing further, the meeting was adjourned. ___________________ : The next meeting will be held on 6th July.

บรรณานกุ รม กรุงเทพฯ: สาขาศิลปศาสตร์ มหาวทิ ยาลยั สุโขทยั ธรรมาธริ าช. (2541). เอกสารสอบชดุ วชิ า ภาษาอังกฤษ สาหรับเจา้ หนา้ ท่สี านักงาน: English for Office Staff. หนว่ ยท่ี 1-7. (พมิ พค์ รง้ั ท่ี 4) กรงุ เทพฯ: สาขาศิลปศาสตร์ มหาวิทยาลัยสุโขทยั ธรรมาธิราช. (2541). เอกสารสอบชดุ วชิ า ภาษาองั กฤษ สาหรบั เจ้าหนา้ ที่สานักงาน: English for Office Staff. หนว่ ยท่ี 8-15. (พมิ พค์ รงั้ ที่ 4) ชดิ พงษ์ กววี รวุฒิ.(บรรณาธิการ). (2550). ภาษาอังกฤษเพ่อื การทางาน พมิ พใ์ จ พพิ ม์ใจชน. (บรรณาธกิ ารตน้ ฉบบั ). (2553). Office Talk. ภาษาอังกฤษในท่ีทางาน. กรงุ เทพฯ: อินสปารย.์ สมุ ทุม ปรสิ ทุ ธิมาน. (2556). Business Communication: A Functional Approach. (พิมพค์ รง้ั ท่ี 9). สานักพิมพม์ หาวทิ ยาลยั ธรรมศาสตร์. สรรเสริญ สวุ รรณประเทศ. (2551). Official Correspondence; วิธีการเขยี นหนังสือราชการภาษาองั กฤษ. กรงุ เทพฯ: วิทยพัฒน.์ (พิมพค์ ร้ังที่ 2) เทย์เลอร์, เชอร์ลยี่ ์. (2558). อธิธัชม สาทรกจิ (แปล). คัมภรี เ์ ขียนองั กฤษธุรกิจขน้ั เทพ Model Business Letters, Email and other Business Documents. (พมิ พ์ครงั้ ท่ี 7). กรุงเทพฯ: ซเี อด็ ยเู คช่นั . Nantawan Ruangprach. (2005). English for Business Communication 2. Bangkok: Triple Education John, H. (2006). Telephone English, Oxford, Macmillan Education. Paul, E. (2004). Email English. Oxford, Macmillan Education. Khanal, Soma Raj, Surendra Thapa Aslami and Sitaram Dhakal.Business Studies.Kathmandu: Taleju Prakashan, 2067. Pant, Prem R., et al.Business Studies.Kathmandu: Buddha Academic Publishers and Distributors Pvt. Ltd., 2010.