Minutes of Meetings Example: Clear and Simple Records of Events

| January 11, 2013 | 0 Comments

Minutes of meetings are simply notes taken during the meeting to remind you of what was discussed and agreed at that meeting.  They don’t need to be long or complicated, or in overly formal language. The essential thing is that these minutes record clearly and simply what decisions were made at the meeting and who is going to carry out the actions related to those decisions.

It is the Secretary’s job to take minutes.

Why is it important to have minutes of meetings?

Memories are often unreliable, and it is therefore very useful to have a written record of the meeting, what you’ve decided to do and who is going to do it.  This is equally important even if the meeting is very small and informal.
Minutes of meetings keep members of the group who were not able to attend informed about what is going on.

Getting the minutes of the meeting right

If a meeting is well run it makes taking minutes much easier.  Discuss the agenda with the Chair before the meeting – the clearer you are about the content of the meeting, the easier it is to minute it. It’s the Chair’s job to keep the meeting in order, but they can only do this with the co-operation of everyone at the meeting.

One idea is to discuss and agree together some guidelines by which you’ll run your meetings – these could be some of the rules –

  • not interrupting
  • putting your hand up if you want to talk
  • keeping to the agenda item under discussion and not straying off the point

The Chair could point out that is impossible to take minutes if everyone is talking at once and not following the agenda.

If it’s not clear what decision has been made, ask the Chair to clarify this.

If there is a particularly important or controversial decision, it can be useful to check with the members at the meeting what you should be writing down.  For example­ ”Does the meeting want it minuted that the company will make a formal complaint to the Police about the lack of security they provided for our visiting VIPs?”

If you are concentrating on taking minutes it does of course limit how much you can join in the meeting. If there is an item where you have been centrally involved and have a lot to say, it would be reasonable to ask the Chair if someone else could take minutes just for that item.

Don’t worry about how you are going to manage to write down everything if there is a long discussion.  Try to pick out the main points and just list them.  For example; “There was a long discussion about staffing and marketing for our stall at the Trade Fair, and the following points were made…”

It can be helpful to check through what you’ve written with someone else. Go through your minutes with the Chair after the meeting.

he main things to remember when you are taking minutes are:

  • Listen carefully to the discussion
  • Don’t try to write everything down.
  • Concentrate on writing down what has been decided and who is going to do it.

Give each item a separate heading.

Write your rough notes up as soon as you can after the meeting.  When you can still remember the discussion that took place, it will be easier and faster to write the minutes of meetings.

Below we have given you an example of the Minutes of a meeting with the Covent Garden Business Association. It will be useful as a framework for recording your own minutes of meetings.

Example of Minutes of Meetings

[On Company Letterhead]

The following are the standard headings for information which needs to be recorded in the Minutes of meetings.


Minutes of Covent Garden Business Association meeting held on Monday 9th March 2012 At 3 – 5pm

George Osborne (Chair), Hazel Blears (Treasurer), Gordon Brown (Secretary), Chris Mullen, Andrew Carter, David Johnson, Anita Larking (Committee members) and 10 members of the Association. 

  1. Apologies for Absence – Mary Hill, Ian Denny
    Ideally everybody present at the meeting will have read the minutes of the last one.  Inevitably a couple of members will say that they have left their copies at home, and you therefore need to have extra copies on hand to give them.The attendees will be asked if they agree to the minutes of the previous meeting.  One of the group will propose a motion that those minutes be accepted and another will second that motion.  The result will be –
  2. Minutes of the last meeting
    These minutes were agreed as a correct record of the meeting.
  3. List reports and record content of the meeting
    Reports

    • The Treasurer’s Report was given by Hazel Blears
    • The Management Report was delivered by Chris Mullen

    Business

    • A special meeting has been called for August 15 2012 to discuss .the planning for retail around the piazza.  Over one third of these are coffee shops, and a view needs to be taken on the balance of retail and its possible effects on the business community
    • The local youth centre is holding an Open Day on Wednesday March 13th at the Community

    Centre 10am – 4pm.  Andrew Carter and David Johnson said they would be attending.

    • Arrangements for the AGM
    • The Secretary, Gordon Brown, reported that the Community Centre has been booked for the 8th. May.  There will be a reception and buffet after the AGM business is over. 

    ACTION: Anita Larking and Chris Mullen to organize the buffet for the AGM

  4. Staff Picnic
    It was agreed to organise a summer outing to St Luke’s Park during the school summer holidays. Mary Hill has offered to investigate the price of coaches, and the details will be discussed at the next meeting. ACTION: Mary to investigate coach prices and report back to next meeting.  To notify the meeting members of the date, time and venue for the next meeting is very important.
  5. . Date of Next Meeting
    The next meeting is on Thursday 11th April 2012 in the Community Centre

The complete example of our Minutes of Meetings letter

Minutes of Covent Garden Business Association meeting held on Monday 9th March 2012 at 3 – 5pm

  1. Present at meeting
    George Osborne (Chair), Hazel Blears (Treasurer), Gordon Brown (Secretary), Chris Mullen, Andrew Carter, David Johnson, Anita Larking (Committee members) and 10 members of the Association.
  2. Apologies for Absence – Mary Hill, Ian Denny
  3. Minutes of the last meeting
    These minutes were agreed as a correct record of the meeting.
    Reports

    • The Treasurer’s Report was given by Hazel Blears
    • The Management Report was delivered by Chris Mullen 

    Business

    • A special meeting has been called for August 15th, 2012 to discuss .the planning for retail around the piazza.  Over one third of these are coffee shops, and a view needs to be taken on the balance of retail and its possible effects on the business community
    • The local youth centre is holding an Open Day on Wednesday March 13th at the Community Centre 10am – 4pm.  Andrew Carter and David Johnson said they would be attending.  
    • Arrangements for the AGM
    • The Secretary, Gordon Brown, reported that the Community Centre has been booked for the 8th. May.  There will be a reception and buffet after the AGM business is over. 

    ACTION: Anita Larking and Chris Mullen to organize the buffet for the AGM

  4. Staff Picnic
    It was agreed to organize a summer outing to St Luke’s Park during the school summer holidays.
    Mary Hill has offered to investigate the price of coaches, and the details will be discussed at the next meeting.

    ACTION: Mary to investigate coach prices and report back to next meeting.
  5. Date of Next Meeting
    The next meeting is on Thursday 11th April 2012 in the Community Centre

More ideas for your Minutes of Meetings letters

  • Members resent meetings that run over time, because it affects other items in their diaries for that day.  The Chair should announce that the meeting will run to time, and stick to that timeframe
  • Assign a time period to each item on the Agenda, according to priority.  This will be appreciated by the members and the meeting will run more efficiently

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Category: Minutes of Meetings Examples

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

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