Meeting minutes are the official written record of a meeting. They show who attended, what was decided and who agreed to do what by when. Good minutes are short and factual: they don’t record every comment, but anyone reading them later should understand exactly what the meeting achieved.
On this page you’ll find free meeting minutes templates in Microsoft Word, a complete meeting minutes example, the standard minutes format, what to include and leave out, and tips for writing, approving and sharing minutes.
Free meeting minutes templates
Templates for board, corporate, nonprofit, school, team and staff meetings, plus a basic minutes format for any meeting. Download them free and edit in Word or Google Docs.
Meeting minutes example
Here is a complete set of minutes from a committee meeting of a small nonprofit association. It shows the standard format: meeting details and attendance first, then each agenda item with a brief summary and the decision, followed by action items.
Maplewood Community Garden Association
Committee Meeting Minutes
Date: Tuesday, 13 October · Time: 7:00 – 8:05 PM · Location: Maplewood Library, Room 2
Present: Helen Ward (Chair), David Osei (Treasurer), Priya Nair (Secretary), Mark Bell, Sofia Ruiz
Apologies: James Carter
Minutes taken by: Priya Nair
1. Call to order
The Chair opened the meeting at 7:00 PM. Five of six committee members were present, so a quorum was confirmed.
2. Approval of previous minutes
The minutes of the meeting held on 8 September were approved without changes.
3. Treasurer’s report
David Osei reported a balance of $4,820. Plot fees for next season are 80% collected. The water bill was higher than budgeted because of the dry summer.
4. New tool shed
Mark Bell presented two quotes for a new tool shed: $1,950 from Oakline Builders and $2,400 from Greenway Sheds. The committee discussed durability and delivery times.
Motion: To purchase the tool shed from Oakline Builders for $1,950. Proposed by Mark Bell, seconded by Sofia Ruiz. Carried (4 in favor, 0 against, 1 abstention).
5. Spring open day
The committee agreed to hold an open day on Saturday, 17 April. Sofia Ruiz will lead planning and report back at the next meeting.
| Action | Owner | Due |
|---|---|---|
| Order tool shed from Oakline Builders | Mark Bell | 20 Oct |
| Send reminders for unpaid plot fees | David Osei | 27 Oct |
| Draft open day plan | Sofia Ruiz | 10 Nov |
6. Next meeting and adjournment
The next meeting will be held on Tuesday, 10 November at 7:00 PM. The meeting closed at 8:05 PM.
Approved by: ____________________ (Chair) Date: __________
Notice that the minutes record the decision and the vote, but not who said what during the discussion. That keeps them short, neutral and easy to use later.
Meeting minutes format: what to include
- Organization and meeting name. For example, “Marketing Team Meeting” or “Board of Directors Meeting”.
- Date, time and location. Including the start and end times and the video platform for online meetings.
- Attendance. Who was present, who sent apologies, who chaired and who took the minutes. For formal meetings, confirm the quorum.
- Approval of previous minutes. Note whether they were approved, with any corrections.
- Agenda items. For each item, a short summary of the discussion and the outcome.
- Decisions and motions. The exact wording of motions, who proposed and seconded them, and the result of the vote.
- Action items. What will be done, who is responsible and the deadline.
- Next meeting. Date, time and place.
- Adjournment and approval. The closing time, and space for the chair’s signature once approved.
The easiest way to structure minutes is to follow the meeting agenda item by item. See our guide on how to write a meeting agenda.
Minutes, notes or transcript?
| Meeting minutes | Meeting notes | Transcript | |
|---|---|---|---|
| What it records | Decisions, votes and actions | Key points, ideas and actions | Everything said, word for word |
| Style | Formal, neutral, structured | Informal and flexible | Verbatim |
| Best for | Boards, committees, AGMs, HOAs, formal meetings | Team meetings, brainstorms, project check-ins | Interviews, hearings, training or legal needs |
| Official record? | Yes, once approved | Usually not | Sometimes, but rarely used as the main record |
How to take meeting minutes
Before the meeting
- Get the agenda and set up your minutes template with the same headings.
- Fill in the meeting details and the list of expected attendees in advance.
- Check whether any motions or votes are expected, and what the quorum is.
During the meeting
- Record attendance and any late arrivals or early departures.
- For each item, note the main points, the decision and any action items.
- Write down motions word for word, with the proposer, seconder and vote.
- If a decision or action is unclear, ask the chair to confirm it before moving on.
After the meeting
- Write up the minutes within 24 hours, while details are fresh.
- Ask the chair to review the draft.
- Send the minutes to attendees and anyone else who needs them.
- Present them for approval at the next meeting.
For a more detailed walkthrough, read our step-by-step guide to writing meeting minutes.
What to include and what to leave out
| Include | Leave out |
|---|---|
| Decisions and how they were reached | Every comment or who said what |
| Exact wording of motions and vote results | Personal opinions of the minute-taker |
| Action items with owners and deadlines | Heated remarks or personal criticism |
| Key facts and figures presented | Long background already in reports |
| Declared conflicts of interest | Off-topic conversations |
| Documents or reports received | Confidential details from closed sessions |
Minutes for different types of meetings
| Meeting | What the minutes should focus on |
|---|---|
| Board meeting | Quorum, conflicts of interest, reports received, exact motions and votes, executive session noted |
| Annual general meeting | Notice and quorum, accounts approved, election results, resolutions and votes |
| HOA meeting | Quorum, homeowner forum topics, motions and votes, budget decisions |
| Team meeting | Decisions and action items; a short summary is usually enough |
| Staff meeting | Announcements, policy changes, questions raised and follow-ups |
| Project meeting | Status, risks, decisions, change requests and action items |
| Safety committee | Incidents reviewed, inspection findings, recommendations and actions |
Using recordings and AI tools
Recording tools and AI note-takers can produce a transcript and a draft summary in minutes, which saves time. But the minute-taker should still review and edit the draft: AI summaries can miss decisions, misunderstand motions or include things that shouldn’t be in the official record. Always tell attendees before a meeting is recorded, follow any laws on recording consent that apply to you, and be careful with confidential board or HR discussions.
Approving, sharing and storing minutes
- Share quickly. Send draft minutes or at least the action items within 24 to 48 hours.
- Approve at the next meeting. Formal minutes are usually approved as the first item of the following meeting, with any corrections noted.
- Sign them. For boards and committees, the chair or secretary typically signs the approved minutes.
- Store them safely. Keep minutes in one shared, secure place. Boards, companies, nonprofits and HOAs often have legal or bylaw requirements for how long minutes must be kept and who can see them, so check the rules that apply to you.
Frequently asked questions
What are meeting minutes?
Meeting minutes are the official written record of a meeting. They list who attended, summarize the topics discussed, and record the decisions made and the action items agreed.
What should be included in meeting minutes?
Minutes should include the meeting name, date, time and location, attendance, approval of previous minutes, a summary of each agenda item, decisions and motions with vote results, action items with owners and deadlines, the next meeting date, and the time the meeting closed.
Who should take meeting minutes?
Usually the secretary, an assistant, or a team member chosen in advance. The minute-taker should not also be chairing the meeting, so they can focus on recording accurately.
Should minutes record everything that was said?
No. Minutes should summarize discussions briefly and focus on decisions, votes and actions. A word-for-word record is a transcript, not minutes.
How soon should minutes be sent after a meeting?
Ideally within 24 to 48 hours. At a minimum, send the list of action items quickly so people can start work while the meeting is fresh.
What is the difference between an agenda and minutes?
An agenda is written before the meeting and lists what will be discussed. Minutes are written during and after the meeting and record what was discussed, decided and assigned.
Related templates and guides
You may also need our guide on how to write a meeting agenda, board meeting agenda templates, formal meeting agenda templates or basic meeting agenda templates. Or browse all meeting agenda templates.
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