Board Meeting

What to include in meeting minutes?


The written record of all proceedings at a meeting is known as the minutes. They highlight the important topics that were covered, the motions that were made or voted on, and the upcoming tasks.

It is their responsibility to present an accurate account of the meeting’s events. Meeting minutes are intended to inform those who couldn’t make it to the meeting or to record the decisions made so you can refer to them when making future decisions.

A selected group member typically records the minutes of each meeting.

Meeting minutes can occasionally be used legally. The minutes of a board meeting, for instance, serves as a formal record of the proceedings.

What Details Ought to Be Left Out of the Meeting Minutes?

In your writing, avoid moving between tenses. Use the past tense only.

Just record the conclusion; don’t record the discussion. People may argue, present proof, conduct research, and more. There is no need to document any of this. The topic that was addressed and the decision made should both be included in the minutes.

Keep your ideas and insights personal. Avoid adding your own commentary. Just provide the facts, please.

Don’t use direct quotes. Minutes do not serve as a legal record. Always sum up.

If you’re unclear, try to keep the meeting from continuing. Before the meeting switches topics, ask for clarification in the minutes if you missed a crucial issue.

Do not summarize any documents that were discussed during the meeting. Simply include them in the minutes, mention them by name, and describe how the document is utilized.

What Information Belongs in the Minutes?

The time and day. The time, date, and potentially the place of your meeting should always be included in your template if it moves around.

Participants in meetings. Keep track of who was present at the meeting and who wasn’t. The chair, secretary, committee members, and any other titles that would be useful for your organization should be noted.

Approval of the meeting’s prior minutes. It is typical to do this. Here, you should also make any revisions to the minutes of earlier meetings.

The meeting schedule. The original meeting agenda should provide the framework for your minutes. A formal portion like a Call to Order may be included on such an agenda, although it is not required.

Votes matter. What is the issue if one is presented with a vote? Who proposed the motion, and who seconded it? What was the vote, and did it pass or fail?

Any actions that were discussed during the discussion, including who is in charge of what.

During the meeting, documents are shared. Include a copy of anything distributed at the meeting in the minutes as well (provided there is no legal or confidential reason not to). For instance, only a select group of board members may attend “closed sessions” during board meetings. The minutes would leave out the specifics of this.

The meeting’s recording. Include a link or a file in your digital meeting notes if your meeting was recorded (audio or video).