MINUTES OF MEETING
INTRODUCTION
• The official records of discussions held and decisions taken at a meeting.
• You may be asked to serve as recording secretary. (To write down and distribute
the minutes of meetings)
• At each meeting, the minutes of the previous meeting are read out. (If printed
copies of the minutes have not been distributed to the members beforehand)
• Contains: a discussion, the recommendations made by the participants, the
tasks assigned to individual members and groups, and the conclusions reached.
• The emotions or feelings expressed (not included).
• An accurate, well organized and complete summary of the business transacted.
MECHANICS OF WRITING MINUTES
• Bring more than one pen and plenty of paper.
• Have the minutes of the previous meeting ready, and any other material that
you may need.
• Possible, you may keep a tape-recorder as a backup.
• If you have any doubts regarding a statement or a fact, check it up with other
members to ensure accuracy.
• Before giving the minutes a final shape, show them to the chairperson
(if possible).
THE GENERAL FORMAT OF MINUTES
• Following items are generally included in the minutes of meetings. (order
may vary)
• There is no one particular format.
1. Name of the group or committee that is holding the meeting.
2. Date, time and place of the meeting.
3. The kind of meeting being held (a regular meeting or a special meeting called to
discuss a specific subject or problem).
4. Names of the Chairperson and the Secretary.
5. Names of members present. Names of those who could not attend and those who
attended by special invitation. (Confusion if participants should be named hierarchical
(in rigidly stratified organizations) or alphabetical (Less formal organizations). Use of
names and job titles, again it depends on the conventions followed in your
organization.
6. A statement that the minutes of the previous meeting were approved or revised.
7. Record of the proceedings of the meeting. These could include:
-The main points of the Chairperson's address.
-A list of the reports that were read and approved.
-All the motions and suggestions that were made, with statements whether they
were accepted, defeated or merely tabled (vote postponed). It is also customary to
include the names of those who proposed or seconded the motions.
-Resolutions that were adopted should be written out in full. If a resolution was
rejected, make a statement to that effect.
-The final statement of vote of thanks to the chair.
-The time that the meeting ended as well as the date, time and venue of the next
meeting.
-The signature of the recording Secretary and the Chairperson.
DOS AND DONTS
• Keep it brief and to the point. (organize your minutes into various topics-
headings for each)
• Avoid being abstract and too general. (give specific details)
• When approved, minutes of meetings are official and can be used as evidence
in legal proceedings. (Be accurate, complete and clear)
• Be consistent in the way you refer to people. (inconsistency in titles may
reveal a deference to one person at the expense of another)
• Be objective and impartial. (avoid adjectives and adverbs)
• If the member of the committee is to follow up something and report to the
committee at its next meeting, state their name clearly.
