Updated August 08, 2023
Quarterly meeting minutes are utilized by public and private companies to document all discussions, votes, and resolutions that occurred during a quarterly meeting. Upon convening, a secretary shall record the minutes until the meeting is adjourned, at which point the minutes must be approved by all attendees. Minutes are neither an entire transcript of a meeting nor a detailed agenda of all discussion items. Instead, minutes capture only the major discussions and actions had throughout a quarterly meeting.
Table of Contents |
Formatting (8 parts)
I. Meeting Details
- Main Title (top of page) – “Quarterly Meeting Minutes for [ORGANIZATION’S NAME];
- Meeting Leader’s name;
- Secretary’s name (if any);
- Date & Time; and
- Physical or Online Location.
II. Attendees
- List attendees.
III. Absentees
- List absentees.
IV. Call to Order
- Approval of previous meeting minutes; and
- Approval of the current meeting agenda.
V. Assess Quarterly Reports
- 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. Upcoming Priorities
- 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 and absentees.
Sample – Quarterly Meeting Minutes
Download: PDF, MS Word, OpenDocument
