Meeting minutes: a complete example and a template to copy
A meeting without minutes is a meeting that, a week later, nobody remembers the same way. Minutes record what was decided, who has to do what and by when. Done well, they take two minutes to read and save you the next meeting.
Here’s what they must include, a complete example and a blank template to copy.
What meeting minutes should include
| Section | What to write |
|---|---|
| Header | Meeting title, date, start and end time, place or platform (Meet, Teams, Zoom) |
| Attendees | Present, apologies, who chaired and who took the minutes |
| Agenda | The list of topics, numbered |
| Discussion summary | For each item, the main positions in a few lines, not everyone’s words |
| Decisions | What was decided, written so it can’t be misread |
| Action items | Who does what and by when |
| Next meeting | Date, time and topics already planned |
The golden rule: decisions and action items are the most important part. That’s usually all readers look for.
A complete example
Here are the minutes of a work meeting between colleagues. The names and the company are made up.
Present: Laura White (chair), Mark Green, Julia Black, Paul Russell (minutes)
Apologies: Andrew Hill
- Website launch date
- Copy for the services pages
- Any other business
1. Launch date. Mark reports that the portfolio photos won't be ready before 3 November. The group considers launching without the gallery and adding it later. Decision: the site goes live on 10 November, gallery included.
2. Services copy. Julia has drafted 4 of the 6 pages. Laura asks for shorter copy and a concrete example for each service. Decision: 300 words maximum per page, with a real project as the example.
3. Any other business. None.
| Who | What | By |
|---|---|---|
| Mark | Deliver photos of the 12 projects for the gallery | 3 November |
| Julia | Finish the 2 missing pages and shorten the other 4 | 23 October |
| Laura | Approve the final copy | 27 October |
| Paul | Send the minutes to everyone, Andrew included | 13 October |
Tuesday 27 October, 10:00, on Google Meet. Topic: approval of the copy and final check before launch.
Short minutes, but complete: readers see at once what changed and what they need to do.
Blank template to copy
Copy this outline into a document and fill it in during or right after the meeting.
MEETING MINUTES: [title] Date: [day] · Time: [start]–[end] · Place: [room or platform] ATTENDEES Present: [names] — chair: [name] — minutes: [name] Apologies: [names] AGENDA 1. [topic] 2. [topic] 3. Any other business DISCUSSION AND DECISIONS 1. [topic] — Summary: [2–3 lines]. Decision: [what was decided]. 2. [topic] — Summary: [2–3 lines]. Decision: [what was decided]. ACTION ITEMS - [who] — [what] — by [date] - [who] — [what] — by [date] NEXT MEETING [date, time, place] — Topics: [list]
How to write good minutes: practical tips
- Write them within 24 hours, while the meeting is still fresh. Minutes that arrive a week later go unread.
- Decisions, not chatter: you don’t need to record who said what word for word, just the main positions and the outcome.
- Every action has a name and a date. “We need to call the supplier” isn’t an action; “Mark calls the supplier by Friday” is.
- Short, clear sentences: someone who wasn’t there should understand everything without asking.
- Send them to everyone, including those who were absent, and ask for corrections by a set date.
- Start from the minutes at the next meeting: the first thing to do is check last time’s action items.
- The note-taker only half listens
- The minutes arrive days later
- Action items with no owner or deadline
- Everyone takes part, nobody takes notes
- Minutes ready when the meeting ends
- Every action with an owner and a deadline
Formal minutes: when there are strict rules
Minutes of a work meeting between colleagues are free-form: they just need to be clear. Some meetings, however, have minutes required by law or by the organisation’s rules, for example board meetings, shareholders’ meetings and condominium or homeowners’ association meetings. There, quorums, votes, signatures and record-keeping also matter, and it’s best to follow the guidance of your company secretary, property manager or a professional.
If you also work with audio transcription, read the guide on how to transcribe audio to text.
Sources
- UK: Companies Act 2006, section 248 (minutes of directors’ meetings must be recorded and kept for at least ten years). legislation.gov.uk
- US: many boards and associations follow Robert’s Rules of Order, which describes what the minutes should record. robertsrules.com
- This guide covers everyday work minutes; for minutes with legal value, consult a professional.
Verba Manent writes the minutes for you
Decisions, action items, who does them and by when.
All the actions from all your minutes in one checklist.
Sales, job interview, residents' association, staff meeting and more: the minutes get the right sections.
A ready-made message to say the meeting is being recorded.
