How to Write and Distribute Minutes of a Meeting
The minutes of a meeting, whether of an informal club or an international business, represent the official record of decisions and serve as indispensable corporate history. Taking minutes involves two stages: note-taking during the meeting and composition of the final draft. Prior to the next meeting, distribute the minutes to members -- the first order of business at the next meeting is usually approval of the minutes.
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Things You'll Need
- Agenda for meeting
- Attendance sheet or sign-in sheet
- Writing tools such as paper, pen or laptop
- Computer printer
- Envelopes and postage
Instructions
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Arrive early for the meeting to get a seat where you can hear and see clearly to take notes.
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Record the date, time and location of the meeting along with the names of all in attendance. Often an attendance sheet circulates for accuracy. If a printed agenda exists, the notes need to align with it, so glance at it through the meeting as you take notes.
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Write down the important actions instead of every comment uttered, paying special attention to the wording of formal motions and vote tallies. Record the name of each speaker and each decision requiring action. Don't participate in the meeting because it becomes difficult to concentrate on writing and speaking at the same time.
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Write the heading of the final copy of the minutes, which should include "Minutes" and the date and location of the meeting.
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List those in attendance and make each agenda item a new paragraph. Compose the final copy as close to the meeting as possible when your memory is fresh so that you can decipher all you've scribbled. Call the committee chairperson for clarification if any confusion persists.
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Name the recording secretary, either in the closing or in the attendance list.
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Write the time the meeting adjourned after the last paragraph, then "Submitted by" and sign your name.
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Send the minutes to the chairperson for review and approval. Once the chair agrees that these minutes represent a correct record with no important omissions, distribute to all members, whether in attendance or absent from the meeting. The organization decides how best to distribute the minutes, whether through the U.S. Postal Service, an attachment to email or handed out at the start of the next meeting.
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File each copy of the minutes with the group's other important papers.
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Tips & Warnings
Templates for taking minutes exist on the Internet for purchase.
If you want to tape record the meeting, get permission from the participants first. Never rely solely on the recorder to capture the meeting because batteries go dead or the microphone lies too far away from a speaker. Use a recording to supplement your notes.
References
Resources
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