AGENDA

An agenda is a numbered list of items to be dealt with at a meeting in a certain set order.
Usually the chairperson and a secretary work together to prepare the agenda for a
meeting. Any other officials/members who may have items of business to include will
also be consulted in the preparation for the agenda. The minutes of the previous meeting
are also checked for any unfinished items and for any recurring items to be included.

Meetings traditionally follow a clearly defined pattern consisting of three main parts:

(a) The opening routine items – such as apologies for absence, minutes of the
previous meeting, matters arising etc.
(b) The ‘Special Business’ – the heart of the meeting when the main business of
the meeting is discussed at length.
(c) The closing routine items – such as any other business, date, time and place of
next meeting etc.

Sample Agenda For A Committee Meeting

Name of UNITED NATIONAL BANK STAFF

Organisationn WELFARE CLUB
n KUALA LUMPUR

AGENDA
1. Chairperson’s Address
2. Apologies for Absence
Routine
3. Minutes of the Previous Meeting
Opening Items
4. Matters Arising Out of Minutes
5. Correspondence
Main Business 6. Special Business
7. Any Other Business
Routine 8. Date, Time and Place of Next Meeting
Closing Items 9. Close

Trixie Tan
Name and Secretary
Designation
17 February 2003
Date
Sample Agenda For An Annual General Meeting (A.G.M.)

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 UNITED NATIONAL BANK STAFF
WELFARE CLUB
KUALA LUMPUR

The Seventh Annual General Meeting

Agenda

Chairperson’s Address
Apologies for Absence
Minutes of the Sixth Annual General Meeting
Matters Arising from the Minutes
Correspondence
Reports from
Secretary
Treasurer
Any Other Reports
Adoption of Reports
Election of Officers and Executive Committee
Special Business
Any Other Business
Close

Trixie Tan
Secretary

17 April 2003

Name of Calco Chemicals

organization
and heading MEMORANDUM

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Sender’s name, To: Frank Best Date: 17 March 2010
recipient’s name,
date and subject From: Harrison Ford Subject: DTC Presentation
heading

Three Your presentation to representatives is scheduled for 12 May

important points 2010 in the office conference room.
are discussed in
three different Your presentation should not be very technical and should
paragraphs include some discussion of hands-on experience with our
XYZ range of chemicals.

Can you have everything ready by 11 May? I suggest you

use our training consultant as she can be extremely helpful.

Initials of H.F.
sender

M E M O

To : Harold Wong, Personnel Manager

From : J. Johnson, Manager J.J.
Date : 17 March 2010
Subject : Employment Termination of Henry Lee

The termination of Henry Lee as Assistant Marketing

Manager was confirmed by the board of directors on 28
February.

We hope to get a replacement by 25 March.

Please inform all the personnel in the marketing department

about this matter.

The chairperson is the leader of the group. So, the post involves a wide
range of duties and responsibilities. These are:

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 to ensure that all office bearers and committee members have been
properly elected.
 to ensure that the meeting is properly convened, constituted and
conducted according to the standing orders of the organization.
 to obtain clear decisions, either by general consent or majority vote. The
chairperson then has to communicate these decisions to other members
who will be affected.

The secretary is responsible for the documentation of the meeting. The

duties of the secretary are:

 to prepare and distribute the notice and agenda of the meeting to all
members.
 to prepare and distribute minutes of the previous meeting to all members.
 to obtain all necessary documents, files, reports, letters of apology, etc.
for the meeting.
 to take attendance and make notes during the meeting in preparation for
writing the minutes.

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