BUSINESS DOCUMENT NOTES: MINUTES

BUSINESS DOCUMENT NOTES: MINUTES

DESCRIPTION WHAT IS IT AND WHY IS IT USED AND PROVIDE EXAMPLES

- What is the purpose of MINUTES?
- What are MINUTES used to DESCRIBE?
- Minutes are used to describe the discussions, decisions, and actions that occurred during a business
meeting.
EXAMPLES
-

Detailed minutes from a company meeting of stockholders including the pros and cons of each
discussion.
The minutes of the state board of education.
A meeting of the PTSA grounds committee to decide where plant shrubs.

MARGINS

Adjust margins (top and side) so that the agenda is attractively presented on the page (1,1,1,1)

COMPONENTS (IN ORDER)

Heading

Title Minutes of the [Organization Name]

Location building name, room, city, and state abbreviation
Date minutes were keyed

Heading

A description of the company, the date of the meeting, and the location

Roll call

List of members and visitors present and their titles

List of members absent

CALL TO ORDER

Record of who began the meeting and at what time it began

Approval of
Minutes

Review of previous minutes by board members

Minutes may be emailed to board members prior to meeting to save time
Recommended edits and corrections are made during the approval of the
minutes

May be listed by committee or presenter name

Committee
reports

CEO Report

Financial Review

Progress reports presented by subcommittee chairs

Old business

Unresolved or tabled discussions from previous meetings

New business

New topics

Adjournment

Notation of who adjourned the meeting

Signature Line

Indicates time meeting was adjourned

Includes keyed name of secretary and signature line

GUIDELINES FOR KEYING

Center the heading information and key in initial caps and bold at the beginning of the document
The body of the minutes should contain a separate paragraph for each subject
Single space within paragraphs and double space between