Minute writing conventions and lists of useful words

Guidance 9i

Minute writing conventions

Minutes should be written in such a way that a person not in attendance at the meeting can
follow the decisions made as minutes are read by variety of individuals and groups who are
external to the Board and the University, including students, School staff, Dean of School,
AQS staff, Review Panels (including External Assessors), the Quality Assurance Agency the
OIA and members of the press and public via a Freedom of Information request.

The following are key points to take on board when writing more formal minutes.
• Always write minutes in reported speech which is usually written in past tense
• Use verbs such as ‘would’ rather than ‘will’ and ‘should’ rather than ‘shall’ to denote
future action’; e.g. “The Chair would amend the report in light of the points raised”.
• Be conscious of how time is reported in minutes e.g. use ‘the following week’ instead
of ‘next week’; e.g. “The Chair would amend the report in light of the points raised
and distribute it to the Committee the following week”
• The Committee is singular not plural.
• In most cases the Committee as a collective should be used: “The Committee noted
that...”
• List members in the attendance table using titles only where they are earned or
honorary e.g. Dr, Professor, but do not use Mr, Mrs, Ms etc.
• List apologies in the relevant table, do not write a minute about apologies.
• Ensure that those in attendance are listed as such under a separate heading to avoid
confusion with board members
• For approval of minutes use “The Board confirmed the minutes of the meeting held
on 15 February 2013.” No need to say “as a true and accurate record” etc. If
amendments are required either use “subject to” and state the amendment if it’s
straightforward or “subject to the following amendments” and list if there are a few.
• When referring to a member of staff in the minutes do not refer to them by name, but
by role except in the attendance section in the header of Minutes and in any action
e.g. the “Director of AQS” not “Michael Wing”
• When referring to a student in the minutes again use their role not their name, e.g.
“Vice President Academic” or “Year 1 Student Voice Leader”
• Start each minute with “The Committee considered/received” then continue with the
item. Use the following in the following circumstances:
• Considered where the Board is to make either a decision or endorse a
decision or recommend approval.
• Received where the item is for information or discussion but no decision to
result apart from the paper being noted. For example ‘the Board received the
summary of regulations’.
• For decisions use approved, but ensure that it is a decision that the Board can make.
• For information received use noted.
• When assigning actions, this should be in bold at the end of the relevant minute and
list the role of the individual to whom action is assigned rather than their name.

http://www.mdx.ac.uk/Assets/guidance9i.doc 2013/14
Minute writing conventions and lists of useful words
Guidance 9i

Useful words

The following are examples of words to describe in a set of minutes how someone has said
something in a meeting. This list is not exhaustive and you can use others:

admitted Divulged Maintained Requested

Acquiesced Enquired Mooted Said
Advised Entreated Noted Stated
Affirmed Established Ordered Suggested
Agreed Expressed Promised Told
Announced Facilitated Proposed Urged
Apologised Gave counsel Queried Voiced
Asked Hoped Questioned Vouched for
Believed Implored Recommended Wanted to know
Claimed Informed Recounted Warned
Commended Invited Remarked Wondered
Conveyed Joked Reminded Expressed
Detailed Justified Replied
Disclosed Lodged Reported

The following groups of words all have similar meanings and are useful if you often find
yourself using the same few words.

Discussed Pointed out Were reminded that Existence of

Debated Explained Recalled Issues of
Deliberated Suggested Understood Reality of
Considered Drew attention to Clarified Topic of
Examined Raised Illustrated Problem of
Analysed Informed Defined Question of
Demonstrated Agreed Disagreed
Emphasised Concurred Disputed
Indicated Not the case
Benefits of Problems Options Decided
Merits of Drawbacks Alternatives Resolved
Advantages of Dangers Choice Approved
Worth Uncertainty Preference Concluded
Value of Disadvantages Opportunity Determined
Chose Potential Worried Planned
Opted Possibility Concerned Intended
Selected Likelihood Troubled Meant
Picked Prospect Uneasy Hoped
Named Chance Anxious Proposed
Preferred Probability Apprehensive