How to write meeting minutes?

8 July 2013 Read by 2672 persons
Meeting minutes are a professional document that objectively reports proven facts, activities, and discussions from a meeting or conference. Here, we will focus on meeting minutes.

  1. Function of the minutes: The minutes provide a written record for those who were absent from the meeting.
  2. Writing characteristics: Personal pronouns like "I" and "we" should be avoided. The passive voice is used.
  3. The writer never expresses their own opinion. They must transcribe the comments noted during the meeting neutrally, objectively, and accurately.
  4. Presentation characteristics: Certain elements must appear in the meeting minutes: the company's full letterhead, the date the minutes were written, the title, the agenda, the names and positions of those present and absent, the signature of the minutes writer, and their name and position.
  5. Content: An introductory sentence indicating the meeting time and stating the agenda (the various topics discussed during the meeting).
  6. The main body which presents the facts, and recounts the discussions in chronological order. Exchanges between participants are reformulated and summarized.
  7. The conclusion where any decisions made or votes are recorded. The meeting end time is specified. If applicable, the date, time, and location of the next meeting are indicated.

     
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Posted on July 8, 2013.