© Hak Milik East West International College OBM172|2021 50 Chapter 5 – Minutes of Meeting 5.1) INTRODUCTION Minutes of meeting are a written record of meeting proceedings and decisions – which are the written record of the official businesses of a meeting. In this chapter, you will learn the correct format of minutes of meeting. There are six elements in minutes of meeting to be discussed as stated below: ➢ Margin and Paper ➢ Spacing ➢ Heading ➢ Signature Line and Date 5.1.1) Margin and Paper Minutes of Meeting always have two pages. The margins differ for Top Margin only as shown below: • Measurement is in inch. At the end of this topic, you should be able to: 1. Copy document at the speed of 30 wpm in Bahasa Malaysia and 35 wpm in English with 4% errors allowed. 2. Apply the correct format of Minutes of Meeting. 3. Read the copied document accurately and produce Minutes of Meeting with good work habits. LEARNING OUTCOMES
© Hak Milik East West International College OBM172|2021 51 How to set margin for Minutes of Meeting?
© Hak Milik East West International College OBM172|2021 52 Choose A4 Paper for Minutes of Meeting 5.1.2) Spacing There are three (3) types of spacing use in Minutes of Meeting: ➢ Single Spacing (SS) are use for: • Main Heading • List of Members Present ➢ Double Spacing (DS) is use in all paragraphs. ➢ Quadruple Spacing (QS) are use for: • Last line of main heading to first line of side heading • Last line of paragraph to signature line and date (Please refer Minutes of Meeting Sample to understand this).
© Hak Milik East West International College OBM172|2021 53 How to set spacing for Minutes of Meeting? 5.1.3) Heading Two (2) types of Heading in Minutes of Meeting: ➢ Main Heading – Written in three (3) lines with: • All Capital Letters • Centre Alignment • No Full stop • Single Spacing Example:
© Hak Milik East West International College OBM172|2021 54 ➢ Side Heading Side heading written with these formats: • Start at Left Margin • Initial Capital Letters • Underlined • No full stop Itemize for Side Heading will depend on the question. However, it is COMPULSORY to start the itemize with below list even though the question did not state it: 1. Place of Meeting (Tempat Mesyuarat) 2. Members Present (Kehadiran) – The order of Members present should follow these rules: • Alphabetical order for other members EXCEPT for Chairman and Secretary. • Chairman – in first order • Secretary – in last order • If they have position, then it should be in position order 3. Then, followed by other side heading depends on the question. 4. End with adjournment or date of next meeting (Penangguhan Mesyuarat)
© Hak Milik East West International College OBM172|2021 55 Example of Side Heading (Highlighted in Yellow are compulsory):
© Hak Milik East West International College OBM172|2021 56 5.1.4) Signature Line and Date Line for Signature and date should be at least 2 inches or four (4) times tab. Example:
© Hak Milik East West International College OBM172|2021 57 5.2) SAMPLE MINUTES OF MEETING Page 1
© Hak Milik East West International College OBM172|2021 58 Page 2
© Hak Milik East West International College OBM172|2021 59 5.3) SAMPLE OF QUESTION
© Hak Milik East West International College OBM172|2021 60
© Hak Milik East West International College OBM172|2021 61
© Hak Milik East West International College OBM172|2021 62 5.4) RUBRICS FOR MINUTES OF MEETING Full Marks: 25 Marks Accuracy (Deduct 5 marks for each error, maximum of 20 marks or 4 errors) Display (Deduct 1.5 marks for each, maximum of 5 marks or 4 errors. Deduct once only for repeated errors) • Uncorrected error (not following proof-reader’s marks) • Omission/addition of words/figures/symbols/columns/punctuation/letters • Omission of space between words • Spelling error • Omission of page number • Main headings/Side headings • Signature line and Date • • Incorrect margins (once) • Incorrect line spacing • Incorrect placement of title • Incorrect placement of headings • Incorrect sequence of Office Bearers • (failure to follow instruction on question paper e.g. alphabetize) • Failure to center “Chairman” against signature lines • Failure to center “date” against date line • Incorrect display of signature/date line • Incorrect font type/size • Any other errors
© Hak Milik East West International College OBM172|2021 63 NURUL FADRULLINA BINTI ABD JALIL 011-2150 6194 | [email protected] EAST WEST INTERNATIONAL COLLEGE