Updated August 08, 2023
Formal meeting minutes are a written collection of noteworthy discussions, resolutions, and votes that occurred during a formal meeting of any kind. Minutes are not a complete transcript of the meeting, but instead, they only record significant talks and any standout actions. A secretary is appointed as the individual who shall take notes in many cases. However, any authorized person can record meeting minutes throughout a formal company/organization meeting.
Table of Contents |
Formatting (8 parts)
I. Meeting Details
- Main Title (top of page) – “Formal Meeting Minutes for [Organization’s Name];
- Chairperson’s/Meeting Organizer’s name;
- Secretary’s name (if any);
- Date & Time; and
- Location.
II. Attendees
- List all attendees.
III. Absentees
- List all absentees.
IV. Call to Order
- Approval of previous meeting minutes; and
- Approval of the current formal meeting agenda.
V. Old Business
- List outstanding discussion items from the previous meeting;
- Describe any issues and/or resolutions from the “old business” discussion; and
- Record any decisions made through a vote.
VI. New Business
- Document new orders of business;
- Describe any questions, concerns, or issues that arise;
- Log any reports or other documentation that is distributed; and
- Record any decisions made by vote.
VII. Other Items
- Announcements;
- Nominations;
- Upcoming scheduled votes; and
- Any other business matters that are discussed.
VIII. Adjournment
- Record the time of the meeting’s end;
- Meeting Chair/Organizer and Secretary approve minutes; and
- Minutes are distributed to all attendees.
Sample – Formal Meeting Minutes
Download: PDF, MS Word, OpenDocument
