written by | March 30, 2022

Minutes of Meeting- Sample Format With Best Practices

The minutes are authoritative records of meetings of the Board of Directors or the Annual General Meeting or other meetings and matters held at the meetings. All organisations mentioned in India are expected to keep all board and committee meetings in the minutes. In this article, we will look at how to record the meeting minutes and the draft minutes of the meeting under the Business Act of 2013.

The writing of the meeting minutes is the authoritative record of the meeting. The minutes will help you understand the ideas and decisions made at the meeting. There is no organisational or language limit for taking minutes of the meeting. Records kept by the provisions of the Companies Act can be added as evidence in court. The best way to prove that a board resolution has been adopted at an organisation's board meeting is, for example, to create a record book in which a specific resolution is recorded under the constant control of the court.

Did you know?

Board minutes and other key committee minutes should be drafted carefully and deliberatively. Minutes that are poorly written or hastily prepared can be detrimental to an organisation during litigation or government investigations. However, well-drafted minutes not only avoid harming the organisation but also can prove to be highly beneficial.

What Are the Meeting Minutes?

Meeting minutes are notes taken of conversations and choices made during gatherings. In casual environments, meeting notes are taken to give a record of the conversation for future reference. For instance, in more proper settings, for executive gatherings, minutes are written and kept on record as authoritative archives.

Minutes, also known as minutes of meeting (shortening MoM), conventions or casual notes, are the moments put down to account for a gathering or hearing. They usually portray the occasions of the gathering. They may incorporate a rundown of participants, an assertion of the issues considered by the members, and related reactions or choices for the issues. The perfect individual should accept notes because the note-taker should have the option to rapidly figure out which data is appropriate and what can be forgotten about. This article hints at requiring compelling minutes and a format for simple and intensive note-taking.

Also Read: Consulting Business Plan: A Shortcut To Success

Formal Meeting Minutes

Formal meeting minutes are ordinarily utilised by charities, governments, schools, and public organisations. Most worker's guilds, schools, city and area state-run administrations model their gathering minutes because of Robert's Rules of Order.

Informal Meeting Minutes

Informal Meeting Minutes fill in as a speedy reference to significant themes that have been shrouded in your gathering, for example, objectives, impediments, cutoff times or thoughts that have surfaced.

How to Write Minutes of Meeting?

Before you begin writing minutes, it's vital to comprehend the kind of data you want to record at the gathering. As noted before, your association might have required content and a particular mother design that you'll have to follow, however by and large, meeting minutes ordinarily incorporate the accompanying:

  • Date and season of the gathering
  • Names of the gathering members and those who are not fit to join in (e.g., "laments")
  • Acknowledgement or adjustments/alterations to past gathering minutes
  • Choices that are made about every planned thing.

Tips That Could Be Useful to Your Note-Taking

Make a Framework

Having a blueprint (or format) because of the plan makes it simple to write minutes, choices, and so forth under everything as you come. Assuming that you are taking notes manually, consider remembering space underneath everything for your diagram for your written by hand notes, then, at that point, print these out and utilise this to catch minutes.

Verify Participants as They Go into the Room

Assuming you know the gathering participants, you can confirm them as they show up; if not having people present themselves toward the beginning of the meeting or flow a participation list, they can verify themselves.

Request Explanation If Fundamental

For example, assuming the meeting continues instead of settling on an option or an undeniable end, request an explanation of choice and subsequent stages included.

Try Not to Attempt to Catch Everything

You can't keep up assuming you attempt to record the discussion word for word, so make certain to just (and obviously) compose (or type) simply the tasks, choices, activity steps, and so on. 

 Record it

In a real sense, assuming you are worried about having the option to stay aware of note-taking, think about recording the meeting(e.g., on your PDA, iPad, recording gadget, and so forth); however, make certain to tell members they are being recorded. While you would rather not utilise the recording to make an in the same words record of the meeting, the recording can prove useful if you want an explanation.

What Is the Purpose of Meeting Minutes?

The meeting minutes must be kept in the current book for this reason at the organisation's headquarters or a place signed by the board of directors. The law prohibits entry in the record book, and then the entry cannot be compiled by type and subsequently pasted into the bound record book or on free sheets. The record must also not be printed on a piece of paper, whether letterhead or otherwise, and stuck to the record. This is with the ultimate goal of maintaining the reliability and probative value of the registration. Once the record book is stored in a loose-leaf structure, it should be bound regularly, depending on the size, quantity, and approval of at least one financial section of the organisation.

Minutes are the authority set up to account for the gatherings of an association or gathering. There are no records of those procedures. The association might have its guidelines concerning the substance of the minutes.

For most associations or gatherings, the minutes must be concise and incorporate an outline of the choices. A word for word report (a record) is normally not helpful. Except if the association's principles require it, a rundown of the conversations in a gathering is neither vital nor proper.

Also Read: How to write a Bank Verification Letter for Various Banks?

Meeting Minutes Templates & Examples

1. Executive Meeting Minutes

Leader gatherings regularly centre around system arranging and KPI audits, and their minutes will often be longer and more formal. Here is a model:

Date: Date of the meeting

Present: First and last names of all those present at the meeting

Absent: First and last names of committee members who are unable to attend the meeting.

1. Call to order/opening remarks

  • The time that the meeting was called to order and by whom.
  • Any opening remarks are summarised here.

2. Approval of the minutes from (date)

  • You need a motion to approve the prior meeting's minutes.
  • To approve the minutes of (date) as circulated (or amended) motion by the name of person (first and last) who made the motion
  • Name of the person (first and last) who seconded the motion carried or defeated

3. Additions to the agenda

  • If there are additions to the agenda or requests for the next meeting's agenda, these would be bulleted here.

4. Approval of the agenda

  • Motion: To approve the agenda as circulated (or amended)
  • Motion by: name of person (first and last) who made the motion
  • Seconded by: name of person (first and last) who made the motion carried or defeated

5. Business from the previous meeting

  • Any items from the previous meeting that need to be discussed further

6. Item # 1 to be discussed

  • Put a summary of the discussion around the topic
  • If any motions were made, put the information here
  • If further information is needed, put follow-ups, names, and a target date here

7. Item # 2 to be discussed

  • Any other items

8. Additions to the agenda

  • Any added agenda Item, including a summary of the discussions around this item
  • If any motions were made, put information here
  • If further information is needed, put follow-ups, names, and a target date here

9. Adjournment

  • Record the time the meeting was adjourned

10. Next meeting (date)

  • The next meeting date should be decided at the end of the meeting before everyone leaves. It's a handy reminder to include it at the bottom of the minutes' template, so it isn't missed.

2. Week Meeting Notes

It's essential to write minutes of that, as an ever-increasing number of organisations embrace remote work, numerous gatherings are presently led non concurrently. It's turning out to be particularly normal for notice gatherings where the point is to share data instead of having a roundtable-style conversation.

For this situation, having minutes turns out to be significantly more basic, fundamentally supplanting the genuine actual gathering. Week by week, announcements and run review gatherings are normal models.

Importance Of Meeting Minutes

Important meetings often take place in your office. The choices made in these meetings can take a lot of time and money and can change the profession of individuals. With important

It is not too surprising that the minutes of the negotiations were considered to be extremely valuable. The meeting minutes are filled in as a record of what was discussed at the meeting and chosen, what actions need to be taken, who should receive it and when.

The meeting minutes can be long and short, or they can be short and simple, depending on the idea of the meeting. When primary importance is important and where recording is important, you need to do things for a few minutes. If this is not true, writing minutes can be the basic arrangement of choices and actions to be taken (identifying a thoughtful individual). The entry should be as short as possible if it contains all the relevant information.

Conclusion

In conclusion, we would like to mention that now we know almost everything about the minutes of the meeting. In this article, we have mentioned all the essential information. We have discussed the minutes of the meeting, How to write minutes of the meeting, meeting minutes templates and examples, and the importance of meeting minutes. 

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FAQs

Q: Mention any one tip for writing minutes of a meeting?

Ans:

Make a framework - as discussed before, having a blueprint (or format) given the plan makes it simple for you just to write minutes, choices, and so forth under everything as you come.

Q: What is the importance of writing minutes of meetings?

Ans:

When primary importance is important and where recording is important, you need to do things for a few minutes. With important, It is not too surprising that the minutes of the negotiations were considered to be extremely valuable.

Q: What are weekly meeting notes?

Ans:

Weekly meeting notes are notes written week by week announcements, and run review meetings are normal models. It's essential to write minutes of that, as an ever-increasing number of organisations embrace remote work, numerous gatherings are presently led non concurrently.

Q: What are the minutes of the meeting?

Ans:

The writing of the meeting minutes is the authoritative record of the meeting. The minutes will help you understand the ideas and decisions made at the meeting. There is no organisational or language limit for taking minutes of the meeting.

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