Take the Minutes of a Meeting • Letter Templates and Guides

How to write this letter:

1At 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.
2Record whether the minutes of the previous meeting were read and approved. If any amendments were made to the minutes, record them.
3Report on new items discussed and items approved or disapproved.
4Report any follow-up assignments given
5Report when and where the next meeting will take place, when the meeting was adjourned, and who took the minutes.


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.

Example Letter #1


Convention planning meeting

Doe Legal Secretaries

October 1, 2018 9:00 a.m.

Wildwood Cottage

Attending: Ashley Johnson (president), Eric Johnson, Jane Doe, and Michael Luthy

The minutes of the September 3 meeting were approved after the following amendment: Appointments for the convention are l) John Doe to the location committee, 2) Eric Johnson to the brochure committee, and Jane Doe to the food and transportation committee.

Ashley Johnson called for reports from the committee chairs. Jane Doe reported that her committee contacted the Kansas City Bar President, Alan Smith, and Judge Nelson of the Third District Court as possible speakers. Judge Nelson has accepted. Mr. Smith and Ms. Jones will call Jane by October 15.

Mary Doe reported that the layout for the brochure is finished. When the speakers have been confirmed, the brochure will go to the printers.

Michael Luthy and his committee visited Millard Lake Lodge and confirmed that forty double rooms and twenty singles are reserved. The large meeting hall and dining room will have VCRs and microphones set up.

Jane Doe reported that she has organized three committees:

l) Transportation: Arrangements have been made for the Scenic Shuttle to meet conference participants and transport them to and from the airport. Instructions for meeting the transportation are included in the brochure.

2) Banquet: The best of three bids is by Johnson Cater All. The cost is $15 per plate for the Cornish hen dinner. The Johnson's need a banquet count by November 3.

3) Luncheons: The lodge will provide buffets of salads and sandwiches in the Pine Room from 12:00-l:00 on both days of the conference.

The next meeting is scheduled for October 30 in Ashley's office.

Example Letter #2



Committee President, John Doe, called the meeting to order at 7:30 p.m. The minutes of the March 1 meeting were accepted as submitted.

The treasurer, Jane Doe, reported the bank balance to be $3,000. Ms. Doe also announced her pending relocation and consequent resignation. On behalf of the SLAC and the Library, Mr. Doe expressed appreciation for her contributions and regret that she is leaving.

The Library Director, Ms. Johnson, showed samples of the newly ordered book plates that read, "Purchased by the Springfield Library Advisory Committee with Funds from its Book Sales." These book plates are being applied to tapes and books donated by the SLAC.

Mr. Doe reported on the public library funding provided in the 2018 fiscal year operating budget as proposed by the County Executive. The Secretary distributed copies of a letter written to the president of the Springfield County Council expressing SLAC's appreciation.

It was agreed that the Secretary would write a letter to the Chair of the County Library Board requesting the three-day loan period for books in great demand.

Eric Doe will serve as the nominating committee chairperson and report next month on committee members.

Those present: John Doe, Jane Doe, Ashley Johnson, and Eric Doe.

The meeting was adjourned at 8:43 p.m. The next meeting will be Wednesday, May 3, 2019, at 7:30 p.m.

Respectfully submitted,

Eric Doe, Acting Secretary

Example Letter #3


March 23, 2018

Doe Corporation

Advertising Committee

March 17, 2018, 10:30 a.m.

Room 112

Weekly planning meeting

Attendees: John Doe (Chair), Jane Doe, Eric Doe

Mr. Doe opened the meeting by greeting members and stating that he planned to end the meeting no later than 12 noon. The minutes from the previous meeting of March 8, 2018, were read by the acting secretary, Jane Doe. No additions or corrections were made and the minutes were approved unanimously.

Old business included two items: (1) the additional budget funds to be requested for fiscal year 2018, and (2) plans for radio spot announcements of our new product.

Mr. Doe reported that the Finance Department had approved an additional $1000.00 for our 2018 fund. There was unanimous voice approval of the motion to formally thank the Head of the Finance Department for these additional funds. The chairperson then requested discussion of which radio stations to use for the planned spot commercials.

The discussion of radio advertising was postponed until the next meeting when Jane Doe reported that she had not completed her research of per time spot costs and audiences because she had not yet received quotes from two local radio stations.

No new business was introduced and the chairperson adjourned the meeting at

11:15 a.m.

Respectfully submitted by:

Eric Doe, Acting Secretary

Example Letter #4


Springfield High School

English Department Faculty Meeting

Dec 1, 2018 4:00 p.m.

Meeting conducted by Jane Doe

The next faculty meeting will be held January 3.


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

Example Sentences for Step 2

Example Phrases for Step 2


Report on new items discussed and items approved or disapproved.

Example Sentences for Step 3

Example Phrases for Step 3


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

Example Sentences for Step 5

Example Phrases for Step 5

Recommended Articles