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Meeting Minutes Templates (20)

Meeting minutes summarize all the important details of a meeting. It typically includes a list of attendees, summaries of discussions, and any voting results. Meeting minutes are used as an official record of the meeting.
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Updated October 17, 2024

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By Type (20)

One-Page

Action Items

Annual

Association

Board Meeting

Business

Church

Corporate

Council

Education

First-Time

Formal

LLC

Monthly

Non-Profit

Partnership

Quarterly

Project Management

Shareholders

Weekly

 

Sample

MEETING MINUTES FOR
[ORGANIZATION’S NAME]

1. MEETING DETAILS.

Meeting Facilitator: [CHAIRPERSON’S NAME]
Secretary: [SECRETARY’S NAME]
Date: [DATE] Time: [TIME]
Location: [LOCATION NAME/TITLE]
Street Address: [STREET ADDRESS]
City: [CITY] State: [STATE]
Zip: [ZIP CODE]

2. ATTENDEES.

[ENTER WHO IS PRESENT]

3. ABSENCES.

[ENTER THOSE ABSENT]

4. REPORTS.

[LIST ANY AND ALL REPORTS]

5. UNFINISHED BUSINESS.

[LIST ALL UNFINISHED BUSINESS]

6. NEW BUSINESS.

[LIST ALL NEW BUSINESS]

7. OTHER.

[OTHER BUSINESS]

Minutes submitted by: ______________________ Print Name: ______________________

Approved by: ______________________ Print Name: ______________________

How to Take Meeting Minutes (5 steps)

1. Prepare a Meeting Agenda

person typing meeting agenda on laptop

Before a meeting, a meeting agenda will be created as an outline to follow for the attendees to follow and stay on track. The agenda will usually have topics to discuss with set time periods for each topic.

2. Take Attendance

person on phone to determine meeting attendance

The meeting minutes also work as a sign-in sheet to list who appeared and who was missing. A roll call or other way of finding out who is present should be conducted.

3. Take Notes of Discussions

person taking notes during meeting

The main points should be summarized for each topic that is discussed. For example, if there is a disagreement over a decision, the positions of each individual should be recorded.

4. Record Motions

person recording motions during meeting

For important decisions, a motion may be called to put forth a vote of the attendees. Each individual should clearly state their “Yays” and “Nays,” which are written down and entered into the minutes.

5. Get Approval

person showing meeting minutes to chairperson

After the meeting has adjourned, the minutes must be approved by the chairperson before being distributed. The chairperson will review and make sure unwanted details do not leave the room. After signature, the minutes may be distributed to the appropriate parties.

Glossary

  • Action Items – Tasks created to be completed at a later time.
  • Approval of Minutes – To certify the minutes may be distributed.
  • Attendees – To mark down who is present and absent during the roll call.
  • Board Meeting – A scheduled gathering of an organization and its officers, directors, and shareholders.
  • Board of Directors – A group of individuals nominated by an organization to make major decisions.
  • Call to Order – Includes the purpose, location, and date.
  • Chairperson – The speaker of the meeting (commonly a CEO or President).
  • Director – A director is a person who is part of the board of directors.
  • Meeting Agenda – Topics of discussion that are approved by the members before or during the meeting.
  • Motion – A motion is to suggest a vote is taken by the eligible members of a meeting.
  • Parking Lot – Items that are not talked about but are mentioned.
  • Quorum – The minimum number of individuals required to have a recognized meeting.
  • Resolution – Any vote that is taken because of a motion is made into a resolution after the vote is taken and written in the minutes.
  • Roll Call – Taking attendance while entering the names of those attending and absent.
  • Secretary – The note-taker during the meeting.