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How To Write Meeting Minutes (With Tips and Examples)

How To Write Meeting Minutes (With Tips and Examples)

If you have been assigned the task of writing meeting minutes, it is no reason to panic. The process presented can be a manageable task if you prepare properly. For some, writing meeting minutes may seem mundane, while others may have never encountered it. You should end up with clear and accurate text. No matter how you feel about the task, a meeting minutes document is necessary for any public organisation or private company that regularly holds meetings and other important appointments.

If you want to know how to write meeting minutes, read our article. We offer you a complete guide so that employees of various companies and organisations can easily understand this issue. In addition, please note that depending on the particular organisation, or company, the official record may differ in different parameters: style, format, content and so on. This point should be clarified with the manager or any other authorised employee. You can go straight to the following article if there are no such requirements.

Overview of Meeting Minutes

Effective meeting minutes are submitting discussions and decisions in a written format. This document may be required in various situations: government entities, trade unions, and private companies need them. If a meeting requires an official record, it should have separate minutes. The transcript or written report can then be used by other employees who were not present at the meeting to monitor the progress of decisions made and the implementation of specific approved actions.

It is also worth noting that a time meeting has nothing to do with this document since the minutes do not imply a time meeting but a list of specific decisions. In simple terms, then write meeting is a brief or detailed statement of what happened during the meeting. The secretary is often in charge of writing the document.

Purpose and Benefits of Writing Meeting Minutes

Effective meeting minutes can tell a lot, but keeping a POMINUTE record of everything that happened at the meeting is unnecessary. The most important requirement is that the secretary should capture the essence of the meeting and record the meeting minutes major arguments:

  • what decisions were made (who made what motions, what the vote decided, etc.);
  • what steps will be taken in the future;
  • tracking past actions and whether the steps approved at the last meeting were carried out.

Meeting minutes is a written record of the meeting. The main purpose of this document is to serve as a source of useful information for other team members who were not at the meeting. In some situations, meeting notes are used as a starting point if:

  • the decisions made at the meeting can influence other actions in the company, the implementation of projects;
  • meeting notes allow you to notify or remind other employees about what they must do and what timeframes to observe.

To write effective meeting minutes are necessary to prove why and how the company made a certain decision. The advantage of this document is that it answers various questions that may arise because of the decisions made. Other positive features of meeting notes include the following:

  • demonstrates the decisions made and specific actions taken by the company’s employees;
  • reminds what tasks were assigned and to whom;
  • show the deadlines that have been given for the completion of a certain task;
  • provide useful information to people who were absent at the meeting.

Also, the help of the documents provided legal protection for the company. Most often, all decisions are formalised and documented to confirm that the company operates ethically and in good faith. Local bylaws may even be listed in the text to prove the decisions’ legitimacy.

Tips for Writing Effective Meeting Minutes

Recording meeting minutes is not just a list of decisions made; in fact, the style of writing and the content of the minutes itself may vary depending on the company and its structure. At the same time, taking notes requires knowledge of the basics (what kind of information should always be present in the document) – roll call participants, date and time of the meeting. In addition, other data may also be required: supplementary documents and other actions.

If you are wondering how to write meeting minutes, we suggest you read our following useful, practical tips. We have compiled all the important information for beginners to make taking notes a straightforward process that you can easily follow.

Identify the Type of Meeting You’re Recording

Effective and efficient write meeting begins long before the meeting takes place. In particular, planning how exactly the documentation will occur is necessary. In this situation, the following important points need to be determined

  • who exactly will be in charge of recording the meeting minutes;
  • where the meeting notes will be kept: Google Docs, handwritten paper and other options;
  • what kind of information will be in focus: only key decisions should be recorded, a conversation transcript should be made, etc.

Meeting minutes should have a certain format and a list of necessary information. Next, you should define the format of the meeting: it can be a board of directors, an informal meeting with department heads, a meeting with clients, a discussion of an upcoming project, and so on. In addition, it is necessary to explain “Why?” this meeting was decided to document. In this situation, clearly state the reason for calling the meeting and what exactly it was intended to achieve.

The agenda is your overall plan for meeting notes. Use each item on your agenda as a separate section to write down all the important information, including all the important decisions and results. You can also send out the agenda to all meeting participants so that everyone can think about their contribution to the meeting and think about suggestions in advance. This way, you can be sure that someone may attend the meeting without realising what will be discussed. In addition, you should outline the agenda items, describe the roll call, and create a list of meeting participants.

Focus on Important Details Only

Meeting notes should include more details that are of paramount importance. In the text of the minutes, it is necessary to record the main actions and decisions made briefly but certainly as informative as possible. After summarising the meetings, you can always go back to the minutes to add additional resources, details and other important information. That is why it is best to write down the minutes on paper and in a text file on your computer to make it much easier and faster to edit, add new data or remove unnecessary information.

Ensure Everyone is on the Same Page

If you plan writing minutes, one of the most important points of the future minutes is to list all the meeting participants. In this case, the document can include not only the direct participants but also those people who, for certain reasons, could not attend the meeting. The list of participants is often provided at the beginning of the document after the purpose of the meeting has been documented.

Most often, a separate time is always set aside at the beginning of the meeting to allow for edits or corrections to the minutes of the last meeting so that the secretary can assess who was at the last meeting (so that they already have a draft list of all participants in the meeting). Alternatively, you can use the meeting invitation list to ensure all invited participants are in the room. In this situation, you only need to check the list.

Include Facts, Decisions and Action Items

Meetings can be considered productive if they result in a list of specific actions to be taken by various employees. Meeting minutes should include a clear list of any decisions made and actions approved as soon as they are agreed upon so that it is easier for you to transcribe. Of course, it is impossible to write everything down completely in maximum detail during a meeting. In this situation, you need to focus on all the essentials that are of paramount importance.

To avoid losing all important decisions and necessary actions in the future, it is best to highlight them in the meeting minutes using bold, underlined, numbered/marked lists and other highlighting options. Writing down specific steps will allow for a clear distribution of responsibility among the company’s employees. In addition, specific time limits can also be set for certain tasks. At the same time, remember not to overload meeting minutes with unnecessary data – everything should be simple, clear and concise.

Don’t Forget to Add Time Estimations

Note-taking also requires summarising the results of the meeting and the date of the next meeting, which will be about the implementation of the project or the topic of discussion. Participants should have easy access to a timeline of exactly how much time they have been given to complete their tasks. Estimating the time allows the next meeting to manage resources wisely and prioritise the list of steps.

Also, in the end, include supplementary documents to send to meeting participants and other staff members along with the meeting report. Be sure to consider whether any papers were used or mentioned in the meeting and what necessary documents other team members will need (data on project adjustments, updates to decisions or company policies, etc.).

Summarise the results as soon as you have finished the meeting notes while you still have fresh memories of what was discussed in great detail:

  • always clarify any points you do not understand;
  • check the text several times to ensure that all decisions and actions are stated as clearly and completely as possible;
  • stay as concise as possible but still maintain a clear style of presentation;
  • if necessary, you can send a draft to the meeting manager to check it before you send it out to other participants (this is especially necessary if there are formal committee or board meetings).

Also, be sure to check the meeting notes for spelling errors. After writing, reread the text and make revisions if necessary.

Use a Template for Consistency

Note-taking using a ready-made template saves time and simplifies your work as much as possible. A ready-made outline points out all your follow-ups while writing the minutes. Writing the meeting on a laptop is also easiest, so you don’t have to retype the notes later. Additionally, you can use a recording device (the easiest way is to take a smartphone and activate the voice recorder option on it).

At the same time, if you have any questions during the meeting, feel free to ask them to avoid more problems after the meeting. Due diligence and attentiveness are the undoubted advantages of a secretary. There should always be room for clarity in the minutes.

Examples of Meeting Minutes

If you have to write meeting minutes, one of the most effective solutions is to familiarise yourself with a ready-made template where you need to substitute the relevant data. If management requires you to take meeting minutes, you can use one of the following examples, depending on the meeting format.

Formal or Informal Meeting Minutes Example

An official record is needed when you must document official or important company decisions that need approval. It can be board meeting minutes or any other important events. In this situation, it is imperative to use official language and record information so that future meeting documents can be shown to all attendees voting members.

Formal meetings often have minutes approved that must be followed. In this situation, the template is often as follows:

Type of meeting: board meeting

With the assistance of the meeting owner, a regular company meeting has been called on a date and time.

Meeting participants:

Next, you should list the names of the people present at the meeting (board members, secretary, department heads, and others):

1.            Person 1

2.            Person 2

3.            Person 3

Approval of previous meeting minutes:

Before starting the board meeting and approving official decisions, the minutes of the previous meeting must first be approved:

  • The secretary read the minutes of previous meetings. The minutes were approved.

Agenda items:

The following lists past agenda items that must be formally approved at this meeting.

New business:

Some new businesses may be put before the board members, requiring their vote, correction, and discussion. Also, new business may be postponed indefinitely. All of this needs to be recorded in the minutes.
Meeting concludes:

The meeting can be concluded once the meeting purpose has been achieved and all issues have been discussed and reflected in the official minutes. In this situation, it is indicated:

The facilitator announced the end of the meeting (meeting date).

Approval of Minutes:

The board chair should review and approve the minutes. This section should include the following:

  • The name of the secretary who wrote and submitted the minutes.
  • The name of the board chair who approved the minutes.

It may also be necessary to write meeting minutes that were held in an informal format. The document is used as a small reference on important topics raised at the meeting: you can find out meeting details, what issues were raised, deadlines for certain tasks and so on.

If your company does not have a specific format for informal meetings, you can use ready-made meeting-minute templates to keep the notes provided. Note that in this situation, the minutes are needed to record decisions and what steps will be taken in the future. Productive meetings in this situation can be recorded as follows:

Regular company meeting held meeting date.

Meeting attendees:

  • Board members
  • Guests and interested parties

Approval of Last Meeting Minutes:

  • Approve the minutes of the last meeting, stating the meeting date, who made the discretionary judgement, and who approved.


  • Title of the report and which staff member read it.
  • Title of the report and which staff member read it.
  • Title of the report and which staff member read it.

Decisions taken:

  • What proposals were made, and who made them? It is followed by the proposal’s text and its decision – whether it was accepted or rejected (the number of votes for and against should be specified).

Next meeting:

If it was decided that the meeting will be postponed, the next meeting date and who agreed it should be stated:

  • Name of the initiator of the postponement
  • Secretary of the meeting
  • Next meeting date

Weekly Meeting Minutes Template Example

If you want to write effective meeting minutes, use a ready-made template we have prepared. The presented meeting minutes template has all the necessary information regarding the meeting, date and time, etc. If you have to document the progress and togas of a daily meeting, you can record it as follows:

Date and time of daily meeting: ____.

Meeting participants:

  • Chairperson
  • Secretary
  • Members of the Board of Directors
  • Other participants in the meeting.

Previous meeting minutes:

You must indicate previous meeting minutes and the outstanding issues from the last directors’ meeting.

Meeting agenda:

Board meeting minutes should have reports from the company’s department heads, other board members and meeting participants. Next are agenda items:

  • agenda item
  • agenda item
  • agenda item

List specific actions:

Next comes a meeting report, where you should list the decisions discussed or what steps will be taken next. The written record should also include specific steps to be taken and who will do them:

  1.        Hire a manager
  2.        Launch the new functionality
  3.        Collaborate with the marketing department


Complete the written record by providing the following information in this document:

  • When the next meeting will be held
  • When this board meeting ended
  • Approved meeting leader
  • Approved secretary

Meeting Minutes for Special Events

If you want to write effective meeting minutes, check out the special event templates. Note that the events presented can be different, but in this situation, we will consider writing meeting notes with clients:

Project: state the name of the project.

Meeting attendees: list all attendees by name.

Date and time: ____.


1.       Meeting agenda.

2.       Purpose of the meeting.

3.       What were the main points decided at the meeting.

Additional notes:

Any additional important information discussed with the clients during the meeting can be included here.

Meeting Outcomes:

List what was achieved during the discussion, key points, issues resolved, and actions taken or will be after the parties’ agreement.


Next, you need to specify each action in writing point by point.

  • The name of the person responsible for the specific work/action. What exactly they are to do.
  • The name of the responsible employee for the specific work/action. What exactly they are to do.
  • Name of the responsible officer for the particular job/action. What exactly do they have to do.
Date: 31 July 2023
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