Tutorial for “Take the Minutes of a Meeting”

Tips

When taking the minutes of a meeting, it is easiest to either number the items discussed, or put your notes in outline form. Write clearly and use complete sentences whenever possible, because others may need to refer to your minutes when making business or possibly even legal decisions.

Steps

1. At the top of the first page, write the name of the organization, the name of the committee (if applicable), the date, the time, and the place. Indicate the purpose of the meeting, the name of the person conducting, and if the group is relatively small, the names of the participants.

Sentences

  • ABC Industries Advertising Committee
    March 17, 2002, 10:30 a.m. Room 112
    Weekly planning meeting
    Attendees: John Doe, Chairperson
    Jane Doe
    Ashley Jones
  • Semi-annual shareholders meeting
    Doe Associates
    Sept. 1, 2002, 7:00 p.m.
    Marina Hotel
    John Doe, chair
  • Main Street Clinic
    Monthly planning session
    June 10, 2002, 2:30 p.m.
    In attendance: Dr. John Doe (chair), Dr. Meg Smith, Dr. James S. Smith, Jan Schmidt
  • Academic Standards Board
    Term evaluation meeting
    July 12, 2002, 8:30 a.m.
    Attending: James Larsen (Dean of the College), John Doe, Tim Southers
  • Doe Sports Inc.
    Employee Safety Concerns Committee Meeting
    August 19, 2002, 12:30 p.m.
    John Doe, chair
  • Participants: John Doe, Jane Doe, Steven Doe, Robert Doe

Phrases

  • See step 1 examples.

2. Record whether the minutes of the previous meeting were read and approved. If any amendments were made to the minutes, record them.

Sentences

  • The minutes from the May 18 meeting were read and approved; no additions or corrections were made.
  • The minutes from last week's meeting were not reviewed, and nothing was added to them.
  • Meg Doe read the minutes from the October 8 meeting. Robert Jones noted that we had agreed as a committee to investigate different consulting firms to help us identify potential growth areas. The committee agreed to include Robert's note in the minutes.
  • The minutes from the previous meeting were read, and we voted to remove a comment that we had discussed the company's dress code. That discussion had taken place in a previous meeting. The minutes were approved with that change.
  • The minutes from the January 17 meeting were read and approved with no amendments.

Phrases

  • it was pointed out that
  • meeting was convened at
  • minutes of the regular meeting
  • no additions or corrections were made
  • no corrections were made
  • nothing was added
  • proposal was made to
  • proposed a motion
  • read the minutes
  • the minutes were amended to read
  • the amended minutes were approved
  • the minutes of the previous meeting
  • the proposed change was approved
  • the minutes were approved
  • the committee agreed to include
  • the minutes were read
  • the minutes of the May 18 meeting
  • the minutes from the May 18 meeting
  • voted to remove
  • was unanimously approved
  • were distributed and read
  • were not reviewed
  • were read and approved
  • with the following correction

3. Report on new items discussed and items approved or disapproved.

Sentences

  • Dean Smith discussed the latest reports on how Doe College compares with other colleges in graduate placement.
  • After lively discussion, the committee decided that meetings will be held at 10:00 a.m. each Monday, effective March 10.
  • The design department recommended that we appropriate funds to hire an independent research firm to determine which designs elicit the most positive responses from our customers. The department argued that our traditional designs were not user-friendly. They felt that an independent study would prove them right. The board did not approve the appropriation.
  • Jane Doe moved that we create a new part-time position in the department to distribute documents to ensure that everyone gets the information they need. The committee agreed to study the budget and vote on it at our next meeting.
  • The board decided to discontinue funding yearly programs older than three years, unless the original proposals had been guaranteed funding for five years.

Phrases

  • a brief discussion followed
  • after extensive discussion
  • after a lively discussion
  • agreed unanimously
  • agreed, with one dissenting vote
  • agreed to
  • agreed that
  • decided to
  • did not approve the
  • did not come to a vote
  • discussed the latest
  • discussion focused on
  • it was pointed out that
  • it was proposed that
  • moved that we should
  • offered to
  • presented a report on
  • recommended that
  • should be authorized to
  • should appropriate funds for
  • suggested that we
  • the following agenda items
  • to follow up on
  • to take action on
  • voted in favor of
  • was tabled until
  • will study the

4. Report any follow-up assignments given

Sentences

  • Dr. Doe was asked to investigate the possibility of adding catastrophic coverage to our corporate insurance plan.
  • John Doe was assigned to review the suggestions for improving the problem-solving procedure. He will report his findings at the next meeting.
  • Robert was asked to investigate Mr. Doe's claim, and arrange appropriate compensation if justified.
  • We were all asked to consider the possibility of giving smaller bonuses this quarter, in light of the drop in profits.
  • Jane Doe asked us to submit nominations for the new vice president of sales.

Phrases

  • asked us to submit
  • asked for clarification of
  • at the next meeting
  • has agreed to
  • is investigating the possibility of
  • offered to
  • stated that he would
  • to consider the possibility
  • to report on
  • was asked to investigate
  • was assigned to
  • was asked to take action
  • was asked to submit
  • was asked to
  • we were all asked to
  • will report his findings
  • will make arrangements to
  • will investigate the
  • will attend
  • will report on
  • will review the
  • will investigate the
  • will initiate

5. Report when and where the next meeting will take place, when the meeting was adjourned, and who took the minutes.

Sentences

  • The next meeting will be held on March 7, in Room 111, at 11:00 a.m.
  • The meeting was adjourned at 9:02 a.m.
  • Minutes were recorded by John Doe.
  • Because of the holiday break, the next meeting will not convene until January 10, at the usual time and place.
  • Adjournment was at 12:15 p.m.
  • Minutes respectfully submitted by John Doe.
  • The meeting was adjourned at 4:35 p.m. The next regular meeting will take place on November 4, at 3:30 p.m. Minutes submitted by John Doe.
  • A follow-up meeting was scheduled for Tuesday, July 7, at 1:00 p.m., in Jill Thompson's office. The meeting was adjourned at 1:52 p.m. Minutes submitted by John Doe.
  • We agreed to meet together as separate teams, and we also agreed that the next department meeting would be scheduled by Jane Doe. Minutes taken by John Doe.
  • The meeting was adjourned at 4:35 p.m. It was agreed that we would meet the next day at 9:00 a.m. to resume the discussion. Minutes taken by Jane Doe.

Phrases

  • at the usual time and place
  • because of the holiday break
  • minutes submitted by
  • minutes respectfully submitted by
  • minutes were recorded by
  • minutes taken by
  • the next meeting will be held
  • the meeting was adjourned at
  • the next regular meeting will take place on
  • the meeting adjourned at
  • the next meeting will convene at
  • to resume discussion on
  • will schedule the room
  • will be held on March 7, in Room
  • will meet together as teams
  • would meet the next day at

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