Updated August 08, 2023
Annual meeting minutes are the detailed notes for the meeting of any organization that gathers on a yearly basis. The setting is usually formal with annual accounting, tax records, and any other reports to be distributed. The chairperson, or president, will “host” the meeting with the secretary taking the meeting minutes and documenting the tone of the conversation. This is not a transcript but instead meant to be notes on the items discussed and record of any votes or decisions made.
Table of Contents |
Formatting (8 parts)
I. Meeting Details
- Main Title (top of page) – “Annual Meeting Minutes for [ORGANIZATION’S NAME];
- Chairperson’s name;
- Secretary’s name;
- Date;
- Time; and
- Location.
II. Attendees
- Record all attendees.
III. Absences
- Record all absentees.
IV. Call to Order
- Record the meeting’s start time;
- Approve the minutes from the previous annual meeting; and
- Approve the agenda for the current meeting.
V. Old Business
- Review the past year’s business decisions and changes; and
- Review reports and statements about the finances, marketing, development, and growth of the company over the past year.
VI. New Business
- Summarize the upcoming year’s business projects in detail; and
- Review the annual budget.
VII. Vote
- Record the votes for all group decisions.
VIII. Adjournment
- Record the end time of the meeting and get the chair to approve the minutes.
Sample – Annual Meeting Minutes
Download: PDF, MS Word, OpenDocument
