When to use this template
Take meeting minutes whenever decisions are made or tasks are assigned. Minutes give everyone, including people who missed the meeting, one record of what was agreed. Boards, committees, clubs and HOAs often must keep formal minutes. Regular team meetings benefit from them too.
How to fill it out
| Field | What to enter |
|---|---|
| Meeting, date, time and location | Basic details, matching the agenda. |
| Facilitator and recorded by | Who ran the meeting and who took the minutes. |
| Present and absent | Who attended and who didn’t. |
| Topic | Each agenda item, in order. |
| Key points | A short summary of the discussion. Not a transcript. |
| Decision | What was decided, or “No decision” with the reason. |
| Action items | Each task, with one owner and a due date. |
| Next meeting | The date and time, if set. |
Tip: Write down decisions and action items exactly as they’re agreed, and read them back at the end of the meeting so everyone confirms them.
Filled-in example
Meeting: Holiday staffing plan, November 10, 2026, 10:00 AM Recorded by: Priya Shah Present: Sam Ortiz, Priya Shah, Luis Gomez, Kara White. Absent: Ben Ford
| Topic | Key points | Decision |
|---|---|---|
| Last year’s volume | Orders peaked December 14 to 21 at about twice normal. | None |
| December schedule | Draft covers peak week, but weekends are short-staffed. | Approved, with two added weekend shifts |
| Seasonal hiring | Budget allows four temporary hires. | Hire four seasonal staff by December 1 |
| Action | Owner | Due date |
|---|---|---|
| Post seasonal job listings | Luis | November 12 |
| Update schedule with weekend shifts | Sam | November 13 |
| Share final schedule with team | Kara | November 16 |
Next meeting: November 24, 2026, 10:00 AM
Common mistakes to avoid
- Writing everything down. Minutes record decisions and actions, not every comment.
- Action items without owners. “We’ll look into it” means nobody will. Give every task one name and a date.
- Sending them late. Share minutes within a day, while the meeting is still fresh.
- Personal opinions. Keep minutes neutral and factual.
Frequently asked questions
Who should take the minutes?
Someone other than the facilitator, so the person running the meeting can focus on it.
Do minutes need to be approved?
For boards, committees and associations, usually yes: they’re approved at the next meeting. For team meetings, a quick review by the facilitator is enough.
How long should minutes be?
Usually one page. Formal board minutes may be longer.
Should I record the meeting instead?
A recording can help you write minutes, but it doesn’t replace them. People need a short summary of decisions, not an hour of audio.