Meeting minutes serve as an accurate record of what happens in a meeting. Whether it is an informal gathering or an official business meeting, having a detailed account of the decisions made, tasks assigned and changes proposed is critical for accountability and informed decision-making.
Even with their importance, only 65% of respondents from our Global Meeting Survey stated that they record meeting minutes. A possible barrier to this is the sense of being overwhelmed due to the lack of a clear, streamlined process for capturing minutes. An easy way to counter it is to use structured, standardised templates.
This article shares meeting minutes examples and templates for recording different types of meetings, including tips to make them more efficient and organised.
Simple meeting minutes template
Simple meeting minutes are suitable for informal or routine gatherings where the focus is on capturing key points. In such meetings, the participants aim to quickly review a specific matter, resolve an issue or achieve a defined goal. As such, this type of minutes format only accounts for the goal of the meeting, the agenda items to address and the next steps. Refer to the template below for more detail:
| [Meeting Name] Meeting Minutes for [Company Name] |
| Date: DD/MM/YY |
| Time: 00:00 |
| Attendees: [Names of attendees] |
| Goals |
| [List of meeting outcomes] |
| Agenda |
| [Item 1]Key discussions: [Summary of discussions]Decisions: [List of decisions]Next steps: [Next steps for this item] |
| [Item 2]Key discussions: [Summary of discussions]Decisions: [List of decisions]Next steps: [Next steps for this item] |
| Action items |
| [Action item], [Responsible person], [Due date]Example: Brian to follow up with the marketing team with a list of target companies by EOD. |
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Common types of meeting minutes + examples
There is no universal format for taking meeting minutes, as it depends on the type of meeting being captured. It is essential to adapt the minutes to best fit the context and objectives of each session. To give you an idea of how minute taking can differ between meetings, let’s take a look at these examples based on the most common meeting types.
Formal board meeting minutes
Formal board meeting minutes are a comprehensive, legally binding record of official discussions, actions and decisions taken during a board of directors meeting. These minutes are written in formal language and shared with all participants afterwards for approval.
Formal minutes are well-structured and detailed and must comply with specific reporting guidelines as they may be required by regulators or courts.
Example
| Minutes of the Board of Directors Meeting of XYZ Corp. |
| Date: 21/10/24Time: 10:00 AMLocation: Conference Room A, XYZ Corp. Headquarters |
| Call to order |
| The meeting was called to order by Chairperson John Smith at 10:05 AM. |
| Attendance |
| Present:John Smith (Chair)Mark Thompson (Treasurer)Emily Davis (Board Secretary)Robert Lee (Director)David Grant (Director)Hugh Lawson (Director)Apologies: Tom Harris (Director)A quorum was present, with 6 out of 7 members in attendance. |
| Approval of previous minutes |
| The minutes of the previous board meeting held on 10th June 2024 were reviewed.A motion to approve the minutes was made by Robert Lee and seconded by Mark Thompson. The minutes were approved as presented. |
| Reports |
| Chairperson’s report: John Smith provided an overview of the company’s strategic initiatives for the upcoming quarter.Treasurer’s report: Mark Thompson presented the financial report, highlighting a 15% increase in revenue compared to the previous quarter.Committee reports:Audit committee: Robert Lee reported that the audit is on schedule and expected to be completed by 30 November 2024.Marketing committee: Lisa Chen shared updates on the upcoming marketing campaign set to launch in January 2025. |
| Unfinished business |
| Employee training programmeThe board discussed the ongoing training programme’s effectiveness, with feedback from employees indicating a positive impact on productivity. |
| Agenda items |
| Proposed budget for 2025The board reviewed the proposed budget of £500,000. The budget breakdown included £200,000 for marketing initiatives, £150,000 for research and development and £150,000 for operational expenses. A motion was made by David Grant to approve the budget, seconded by Robert Lee and put to a vote.Votes: For: 5, Against: 0, Abstained: 0The budget was approved as presented. |
| Action items |
| Review and update the employee training programme.Responsible member: Mark ThompsonDue date: 15 November 2024 |
| Any other business |
| The board discussed potential partnerships with local organisations to enhance community outreach. |
| Adjournment |
| The next board meeting is scheduled for 16th December 2024 at 10:00 AM. A motion to adjourn was made by Robert Lee and seconded by David Grant. The meeting adjourned at 11:30 AM. |
| Signature |
| John SmithChairperson21st October 2024Minute taker: Emily Davis (Board Secretary) |
Executive meeting minutes
An executive meeting is one where C-suite executives convene to discuss strategic plans and make high-level decisions. The exact purpose of such meetings varies depending on the organisation’s mission, vision and overall strategy.
These meetings often involve sensitive and confidential topics, so the minute taker must observe caution and clarify what level of detail should go into the official record. It is standard practice to limit access to only authorised personnel and use discreet language, such as omitting names.
Example
| Minutes of the Executive Meeting of XYZ Corp. |
| Date: 21/10/24Time: 11:00 AMLocation: Conference Room B, XYZ Corp. Headquarters |
| Call to Order |
| The meeting was called to order by Emma Johnson, CEO and Chair, at 11:02 AM. |
| Attendance |
| Present:Emma Johnson (CEO and Chair)Mark Davies (CFO)Sarah Lewis (COO)Daniel Harris (CTO)Laura Edwards (General Counsel)Emily Davis (Secretary)A quorum was present, with all 6 members in attendance. |
| Approval of previous minutes |
| The minutes of the previous executive meeting held on 23rd September 2024 were reviewed and approved as presented. |
| Reports |
| CEO’s Report: Emma Johnson discussed key strategic initiatives, focusing on expanding the company’s presence in the Asian market and the integration of recent acquisitions.Next Steps (Confidential): Emma will lead further due diligence on the acquisition targets, with updates to be shared only in the executive session.CFO’s Report: Mark Davies highlighted the company’s Q3 financial performance, with revenue up 15% compared to the previous quarter.CTO’s Report: Daniel Harris reported on the ongoing development of the AI-powered analytics platform. The platform is 80% complete, with an expected beta release by December. |
| Unfinished business |
| Review of the new digital marketing campaignKey discussions: Emma Johnson and the marketing team analysed the performance of the digital marketing campaign launched in Q2. Metrics showed a 20% increase in brand engagement but lower conversion rates.Decisions: Adjust target audience and allocate an additional £50,000 to content creation for Q4. Votes: For: 5, Against: 0, Abstained: 0Approved as presented.Next steps: Adjust the target audience as discussed and allocate funds for content. |
| Agenda items |
| Implementation of remote work policyKey discussions: Sarah Lewis proposed expanding the current remote work policy to include flexible hours for all teams. There was concern over potential impacts on productivity, but the benefits for employee retention were emphasised.Decisions: The policy will be implemented as a pilot for six months with an evaluation scheduled after Q1 2025.Votes: For: 5, Against: 0, Abstained: 0Approved as presentedNext steps: Prepare communication for all staff and monitor productivity metrics. |
| Action items |
| Adjust target audience for the digital marketing campaignAssignee: Marketing teamDue date: 30/09/2024Prepare communication for staff on remote work policyAssignee: HR DepartmentDue date: 20/09/2024Monitor productivity metrics post-implementation of remote work policyAssignee: Sarah LewisDue date: 31/03/2025 |
| Adjournment |
| The next executive meeting is scheduled for 5th November 2024 at 11:00 AM. A motion to adjourn was made by Sarah Lewis and seconded by Mark Davies. Emma Johnson adjourned the meeting at 12:20 PM. |
| Signature |
| Emma JohnsonChairperson and CEO21st October 2024Minute taker: Emily Davis (Secretary) |
Annual general meeting minutes
An AGM is a yearly gathering of a company and its shareholders to discuss important business matters, assess the company’s performance and appoint new directors. AGM minutes should be detailed enough to provide a clear and accurate record of the key discussions, reports and resolutions passed during the meeting.
Example
| AGM Minutes of XYZ Corp. |
| Date: 25/11/24Time: 12:00 PM to 1:30 PMLocation: Main Conference Room, XYZ Headquarters, 123 Business Rd |
| Welcome and Introductions |
| The meeting was called to order at 12:05 PM by Chairperson Edward Thompson. The chair welcomed all shareholders and introduced the members of the board present. |
| Attendance |
| Present:Board membersEdward Thompson (Chairperson)Michael Chen (CEO)Lisa Chang (Treasurer)David Brown (Director)….ShareholdersJim EdwardsAlice WilliamsRobert Garcia…Apologies:Apologies were received from:Mark Robinson (CFO)A quorum was present, with 10 shareholders in attendance. |
| Review of action items from the previous AGM |
| Implementation of the new management training programme – Completed.Next Steps: The training programme will be evaluated for effectiveness and adjustments will be made as necessary before the next AGM. |
| Approval of previous minutes |
| Proposed resolution: That the minutes of the AGM held on 20th November 2023 be accepted.Moved: David BrownSeconded: Lisa ChangThe minutes were approved as presented. |
| Chairperson’s report |
| Chairperson Edward Thompson presented the report, highlighting the company’s growth, key achievements and strategic initiatives over the past year, highlighting:A 15% increase in revenue compared to the previous fiscal year.Successful launch of three new product lines.Expansion into two new international markets. |
| CEO’s report |
| CEO Michael Chen provided an overview of the company’s performance, including:Financial results indicating a net profit of £2 million.20% increased efficiency in production.Potential partnership with ABC Ltd. |
| Treasurer’s report |
| Treasurer Lisa Chang presented the financial report, detailing:Total income: £10 millionTotal expenses: £8 millionOverall financial position: £2 million profit, maintaining a healthy balance sheet. |
| Questions to directors |
| Shareholders raised questions regarding:Future investment strategies, which were addressed by Michael Chen. [Summary of key points]Marketing initiatives for new products, answered by Sarah Patel. [Summary of key points] |
| Proposed resolutions |
| To approve the amendment of the corporate byelaws to allow for electronic voting in future meetings.Moved: David BrownSeconded: Lisa ChangDiscussion:David Brown highlighted the benefits of enabling electronic voting, such as increasing participation among shareholders who may not be able to attend in person.Several shareholders expressed support for the resolution, noting that it aligns with modern practices in corporate governance.Votes: For: 14, Against: 4, Abstained: 2The resolution was passed with a majority vote. |
| Acceptance of financial statements |
| Proposed resolution: That the financial statements for the fiscal year ending 30th June 2024 be accepted.Moved: Lisa ChangSeconded: Jim EdwardsDiscussion: [Summary of key points]Votes: For: 18, Against: 2, Abstained: 0The resolution was passed with a majority vote. |
| Acceptance of annual report |
| Proposed resolution: That the annual report for the fiscal year ending 30th June 2024 be accepted.Moved: Michael ChenSeconded: David BrownDiscussion: [Summary of key points]Votes: For: 20, Against: 0, Abstained: 0The resolution was passed with a majority vote. |
| Appointment of auditors |
| Proposed resolution: That Smith & Co. be appointed as XYZ Corporation’s auditors for the next fiscal year.Moved: Lisa ChangSeconded: Alice WilliamsDiscussion: Lisa Chang highlighted Smith & Co.’s experience and past performance. Jim Edwards and Robert Garcia raised concerns regarding their costs compared to other firms.Votes: For: 8, Against, 9, Abstained: 0The resolution failed as it did not achieve a majority vote.Next Steps:The board will conduct a review of alternative auditing firms and their proposals. |
| Results of the general election: |
| Directors appointed:Mark RobinsonSarah PatelDirectors removed:None |
| Adjournment |
| The next AGM is scheduled for 17th November 2025. The meeting was adjourned at 1:30 PM by Chairperson Edward Thompson. The chair thanked everyone for their participation and contributions. |
| Signature |
| Edward ThompsonChairperson25th November 2024Minute taker: Emily Davis (Executive Assistant) |
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Pro tips for better meetings
Preparation tips
- Set a clear agenda. While creating the agenda items, outline each topic clearly and specify the purpose — whether it is for discussion, decision-making or information sharing. Focus on what is critical and keep it concise. Share the agenda at least 48 hours before the meeting to give attendees time to review and prepare.
- Invite the right people. To maintain focus and efficiency, limit attendance to those who are truly essential to the meeting’s objectives. Overcrowding the session can lead to distractions and prolong the meeting. Before sending invites, ask, “Does this person fulfil a specific role or have the potential to impact the meeting’s outcomes?”
- Prepare materials in advance. Ensure that all participants have access to relevant documents and reports in advance. This might include background reports, statistics or proposals related to agenda items.
- Choose an appropriate meeting time. Scheduling a meeting at the right time is crucial to ensure everyone’s participation and focus. Take into account the workloads and time zones of your attendees before choosing a slot.
Facilitation and leadership tips
- Start and end on time. Respect everyone’s schedule by sticking to the meeting’s allotted time frame. Avoid waiting for latecomers and wrap up discussions a few minutes before the end time to review action items and next steps.
- Designate a meeting leader. Assign a facilitator to manage the discussion, time and agenda. Choose someone knowledgeable about the agenda items and skilled in guiding discussions. Inform all attendees beforehand about who will be leading the meeting so they know where to direct their questions.
- Encourage participation. Create an inclusive environment where everyone feels comfortable sharing ideas. Ask open-ended questions that invite discussions and involve quieter members by specifically asking for their perspectives.
- Manage speaking time. Keep the conversation balanced by preventing any one person from dominating the discussion. Make sure everyone adheres to speaking time limits by setting a signal beforehand to indicate when a speaker needs to wrap up their point.
Engagement and focus tips
- Limit multitasking. Multitasking can take away from the quality of discussions and lead to misunderstandings. Encourage participants to stay focused by minimising distractions like checking emails or phones. Set ground rules at the start of the meeting, asking everyone to put their devices away or silence them.
- Use visual aids. Present key points using slides, whiteboards or charts to improve clarity and engagement. Ensure your visuals are simple and uncluttered. Use bullet points, diagrams and images to highlight essential information and make it easier for attendees to absorb critical details.
- Take regular breaks. Continuous discussions can lead to fatigue, reducing the overall effectiveness of the meeting. Schedule a brief 5-10 minute break every hour for meetings over 90 minutes. This allows participants to disengage from the meeting content momentarily and come back with renewed energy.
Post-meeting follow-up tips
- Summarise key takeaways. Send a summary of the decisions made and action items to ensure clarity of the meeting outcomes. Highlight any significant points or agreements to make it easy for participants to refer back to important information.
- Assign clear action items. Clearly mention the nature of each task, who is responsible for it and when it is due to ensure accountability. Use bullet points and add context where necessary to ensure understanding.
- Follow up. Regularly check in on the progress of assigned tasks to reinforce commitment and identify potential obstacles early on. Schedule follow-up meetings or send reminders to keep action items on top of everyone’s commitments.
Virtual and hybrid meeting tips
- Test technology beforehand. Ensure your video conferencing tools work smoothly to avoid technical delays during virtual or hybrid meetings. Conduct a test run with some of the participants to verify audio and video quality and screen-sharing capabilities.
- Use collaborative tools. Incorporate real-time feedback tools, such as live polls and surveys, to gauge opinions and encourage participation from both in-person and remote attendees.
FAQ
When should board meeting minutes be distributed?
Board meeting minutes should be distributed as soon as possible after the meeting, typically within a few days. This ensures timely communication of decisions and action items.
What information should be excluded from meeting minutes?
Avoid recording the following in your meeting minutes:
- Excessive details
- Off-topic discussions
- Heated remarks or arguments
- Confidential or sensitive information
- Personal opinions and off-the-record comments
- Unverified information
Get the Board Meeting Template Kit
Meeting agenda, annual plan, board resolution and more templates to use in your meetings
Conclusion
We hope the meeting minutes examples and templates shared in this article will help you effectively document meeting content, ensuring clarity and accountability.
If minute taking and distribution are cumbersome for you, iBabs offers a solution. It helps you create, share and approve minutes in the cloud. The platform makes it easy to get feedback, adjust the minutes as needed and ensure everyone has the latest version at all times. Request a demo for your company today.
References and further reading
- Key learnings from our Global Meeting Survey
- 16 meeting minutes best practices to streamline your processes
- Comparison: The 6 best ways to take meeting notes electronically
- 30 board engagement survey questions to ask your directors
- Board minutes: Not just an administrative formality
- How to take meeting minutes: The ultimate guide
- What is a board portal and how to choose one
