How to Format Agenda Notes

Create agenda notes that are clearly formatted and easy to read.

Agendas and agenda notes go hand-in-hand. Agendas offer a chronological outline of a meeting while agenda notes (minutes) provide details that were discussed. It's important to use a clear format that's easy to follow since notes are kept for future referencing and shared with members who were not present. Typing the minutes adds a professional touch and improves readability. You can create and format meeting notes within a word processing application.

Things You'll Need

• Word processor

Instructions

1. Compare the meeting agenda with your meeting notes. Double-check that the minutes follow the same order as the agenda. For example, if the agenda begins with a welcome, start the minutes with a welcome as well.

2. Center the entire heading and arrange it so the organization's name appears first, followed by the date/time, location and purpose (i.e., "Fundraising Task Force Meeting"), placing each on a separate line.

3. Double-space after the heading. Details about attendees should appear next. To format this section, bold and/or capitalize the word, "Attendees." Single or double-space after the word so each person's name and title display below. Double-space at the end of the section.

4. Bold and/or capitalize each agenda item throughout the minutes. Use Roman numbers to number each item or follow the same numbering format as your agenda. Double-space after each agenda item and its contents.

5. Include a page header for every page except the first page. Include the meeting purpose, date and page number and place each on a separate line. Left align the page header and double-space after the page number.

6. Scroll to the end of the minutes and double-space twice after the closing. Insert a signature line and right-align it. Add the secretary's name and title directly below.

7. Double-space twice after the secretary's name and title. Add a signature line and left-align it. Add the chairperson's name and title directly below.

8. Review the minutes for consistency. Use a serif font, such as Times New Roman and a readable font size, such as 12 points, throughout.

References

• IPRO: Weekly Reporting Documents: Meeting Agenda, Meeting Minutes and Weekly Progress Report
• "The Corporate Minutes Book: A Legal Guide to Taking Care of Corporate Business"; Anthony Mancuso; 2002