Guidelines to write the minutes

When writing a minute, which is a summary or record of a meeting or discussion, it's

important to follow certain guidelines to ensure accuracy and clarity. Here are some general
guidelines for writing a minute:
Heading: Start with the name of the organization or committee, the specific title of the
meeting, the date, time, and location.
Attendance: List the names of all attendees, including those present and any who were absent
or represented by proxy.
Approval of previous minutes: If applicable, include a section for recording the approval or
amendment of the minutes from the previous meeting.
Agenda items: Organize the minutes based on the agenda items discussed during the meeting.
Create headings or subheadings for each agenda item to maintain structure and ease of
reference.
Action points and decisions: Clearly outline any action points or decisions made during the
meeting. Use bullet points or numbering to differentiate between different points. Include
specific details such as the responsible person, deadlines, and any necessary follow-up
actions.
Discussion summaries: Provide a concise summary of the key points discussed for each
agenda item. Capture the main ideas, suggestions, and any important opinions expressed
during the meeting.
Motions and voting: If there were any formal motions or voting during the meeting, record
the details. Include the motion's proposer, any seconders, and the outcome of the vote (e.g.,
passed, rejected).
Timekeeping: If specific time limits were set for each agenda item, record the time spent on
each item to reflect the meeting's efficiency and adherence to the schedule.
Attachments: If any documents, presentations, or reports were shared during the meeting,
mention them in the minutes and include them as attachments or references.
Signature and distribution: Include a section at the end for the minutes to be signed and dated
by the secretary or designated person responsible for taking minutes. Indicate how and when
the minutes will be distributed to the attendees.
Additional tips:
Be objective and stick to the facts when writing the minutes.
Use clear and concise language, avoiding jargon or technical terms that may not be widely
understood.
Use correct grammar, spelling, and punctuation to ensure clarity and professionalism.
Review and proofread the minutes before distribution to ensure accuracy.
Remember, the specific format and style of minutes may vary depending on the organization
or committee. It's always a good idea to consult any guidelines or templates provided by the
organization to ensure compliance with their requirements.