Introduction

 The formal record of the proceedings of a meeting is

called the minutes.
 It is written to ensure that all the relevant issues
discussed are put on record and this helps the
members of the organization to cross-check the issues
at a later date.
 It is always recorded in reported speech.
 Quotations are avoided.
Introduction Contd..
 The secretary notes down the main points discussed,
the conclusions arrived at, the recommendations
made, and circulates them to the members after the
meeting.
 Every one reads, approves and signs it, and finally, the
Chairman puts the signature.
 In case of controversy, the discussion continues and
the minutes will be signed when an agreement is
reached.
The details to be recorded in the
minutes…
 The name of the organization
 The day, date, time and venue of the meeting
 The names and designation of members in the order of
seniority
 The name of the Presiding Officer at the top of the list
 The names of absentees in a separate column
 The specification of the Agenda
 The details of the disagreements, if any
 The records of details
 The date of the next meeting
 Vote of thanks
Sample
 You are the secretary of the first year Aerospace
Engineering students, Batch C, at Hindustan
University, Padur, Chennai 603 103; you have convened
the fourth meeting of the Class committee at 2 p.m. on
25 August 2016 in Room no. 103 to discuss the results
of the first Internal Examinations. Imagine the
meeting is over, and prepare the minutes of the
meeting with the necessary details.
 HINDUSTAN UNIVERSITY
Padur, Chennai 603 103
28 August 2016

MINUTES
The Fourth meeting of the Class committee of the First year Aerospace
Engineering students, Batch C, was held at 2 p.m. in Room no. 103 on 25
August 2016.
Members present
Dr P. Mani Chairman, Dean, and Professor Physics
Dr Sasikala Ram Faculty (Class Teacher)
Ms. Amelia James Faculty (Mathematics)
Ms. Jameela Begum Faculty (Computer Programming)
Vijay Vinod Student Member (Secretary)
Mohammad Varman Student Member
Janus Jain Student Member
Sailaja Sai Student Member
Tara Tarun Student Member
Members absent
Priyadarshini Student Member
Surendran Student Member

Confirmation of the minutes of the previous meeting

The minutes of the meeting held on 10 August 2016 was read, approved by
the committee, and signed by the Chairman.
Analysis of the First Internal marks
The result analysis of the first internal test was discussed by the class
teacher. A list of those who failed was submitted to the Dean for further
action.
Discussion of problems regarding subjects and teachers
The students discussed subjects that were difficult for them to understand.
Mentions was made of a particular teacher who was so fast in teaching that
even the best students struggled to follow the class.
Students awarded
The committee decided to award students who scored Grade ‘S’ in the
subjects.
Request for more library hours
Students’ request for more library hours was taken into consideration.
However, no decision was made to that effect.
Other matters with the permission of the Chair
No other topic came up for discussion.
The date of the next meeting
The secretary was directed to call the next Class committee meeting on 15
September 2016 after the Second Internal Test
Vote of thanks
The Secretary thanked all the members for their wholehearted cooperation.

Chairman Secretary
Dr. P. Mani Vijay Vinod
Exercises
 You are the secretary of the Fine Arts Club in your
Company, Rajasthan Enterprises Ltd, Colaba, Mumbai; you
had convened a meeting to discuss and plan the Annual
Prize-giving ceremony. Imagine the meeting is over, and
prepare the minutes of the meeting with the necessary
details.
 Imagine you are the secretary of the Cultural Club in your
company, Kishore Enterprises Ltd, Chennai. You had
convened a meeting to discuss and plan the Annual sports
Day of the company. Imagine the meeting is over; prepare
the minutes of the meeting in 200 words with the
necessary details.