Meeting minutes template
Reviewed Oct 23, 2026 Board-minutes point cited to the IRS Form 990 and its instructions How we verify
Not a substitute for the advice of an attorney. General information, not legal advice. Terms of use
Meeting minutes are the written record of a meeting: who attended, what was decided, and who does what by when. Fill it in, then download a .docx or .pdf. Free, no sign-up.
Fill in the meeting minutes
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Each file carries this notice in its footer: “Template for general information only, not legal advice. Not a substitute for the advice of an attorney. Minutes should record what happened at the meeting; check them with the attendees and with your organization’s bylaws or policy.” For names with non-Latin characters, use .docx.
Your meeting minutes are ready
Send the minutes to the attendees within a day or two, ask for corrections by a set date, and file the approved copy where the group keeps its records.
Also on this page: the board meeting minutes.
About this template
A fill-in template for the record of a team, staff or committee meeting: attendance, a short summary of each agenda item, the decisions, and the action items with owners and due dates. A formal board version with the call to order, quorum, motions and adjournment is further down the page.
Minutes (also called minutes of meeting) are not a transcript. A good set records the facts someone will need later: the date and the people present, a one or two sentence summary of each agenda item, every decision in plain words, and every action item with one owner and one due date. Anyone who missed the meeting should be able to read them in two minutes and know what changed.
Write them from the agenda, so the minutes follow the same order as the meeting. Nothing you type in the form on this page leaves your browser.
The full meeting minutes text
This is the whole template as it downloads, with the fields in [brackets].
Meeting Minutes
Attendance
Chair: [Chair or facilitator]
Note taker: [Note taker]
Present: [Attendees present]
Absent or apologies: [Absent or apologies]
Agenda items and discussion
[Agenda items and discussion]
Decisions
[Decisions]
Action items
[Action items]
Next meeting
[Next meeting]
Approval
These minutes were approved on ______________________, as written or with the corrections noted below.
________________________________________________
________________________________________________
______________________ Date: __________
Recorded by [Note taker], note taker
______________________ Date: __________
Approved by [Chair or facilitator], chair
How to write meeting minutes
- Start from the agenda. Copy its items into the minutes in the same order before the meeting, so during the meeting you only fill in the outcome under each one.
- Write down the basics first: the organization, the meeting, the date, the start time, the place or call link, the chair, the note taker, who is present and who sent apologies.
- Record decisions and actions, not the conversation. One or two sentences per agenda item is usually enough; leave out who said what unless the group asks for it on the record.
- For a formal meeting, record each motion with the name of the person who made it, the person who seconded it, the exact wording and the result of the vote.
- Give every action item one owner and one due date. If nobody takes a task in the meeting, write it as an open question for the next meeting instead.
- Write them up the same day, while the notes still make sense, and note the time the meeting ended.
- Keep the wording neutral and factual. Use names for owners and motions, and avoid adjectives about people or the discussion.
- Send the draft to the attendees within a day or two and ask for corrections by a set date.
- Approve them at the next meeting, as written or with corrections, then store the approved copy where the group keeps its records and can find it later.
Board meeting minutes
- Check the bylaws before the meeting for the quorum and the voting rules, and confirm the quorum at the call to order.
- Write each motion as it was voted on: the mover, the seconder, the exact wording and the result, with the vote count and any abstentions.
- If a director discloses a conflict of interest, record the disclosure and that the director left the room or did not vote.
- Circulate the draft to the directors, approve it at the next meeting, and have the secretary sign and date the approved copy.
Variations
Simple meeting minutes: a few lines
Use it for a short internal meeting where the record only needs to show who was there, what was agreed and what happens next.
Simple minutes fit on half a page. Skip the discussion summary and write down only the outcome of each topic. If nothing was decided on a topic, one line saying so is enough.
[Team or group], [meeting name], [date], [start time] to [end time]
Present: [names]
- Agreed: [decision 1]
- Agreed: [decision 2]
- To do: [task], [owner], by [due date]
- To do: [task], [owner], by [due date]
Next meeting: [date and time]
Formal meeting minutes for a committee
Use it for a committee, council or working group that votes, reports to a larger body, or follows written rules of procedure.
Formal minutes follow the order of the agenda and record the procedure as well as the outcome: who called the meeting to order and when, whether a quorum was present, each motion in the exact words voted on with the mover, the seconder and the result, and the time of adjournment. They leave out who said what during the debate.
A committee that acts for a board usually reports to that board, so end with the recommendations the board is asked to act on. Check the bylaws or the committee charter for the quorum and the voting rules.
Minutes of the [Committee name]
Call to order
The chair, [name], called the meeting to order at [time].
Attendance and quorum
Members present: [names]
Members absent: [names]
Also present: [staff or guests]
A quorum was present.
Agenda and previous minutes
The agenda was approved as circulated. The minutes of the [date] meeting were approved as [written or corrected].
Business
- [Agenda item]: [one or two sentence summary]. Motion by [name], seconded by [name], that [exact wording of the motion]. [Carried or failed], [number] in favor, [number] opposed, [number] abstaining.
- [Agenda item]: [summary]. No action taken.
Recommendations to the board
The committee recommends that the board [recommendation].
Adjournment
The meeting was adjourned at [time]. The next meeting is on [date].
______________________ Date: __________
[Name], secretary of the committee
Nonprofit board meeting minutes
Use it for the board of a charity, association or other nonprofit, where the minutes are also the record of governance decisions.
Nonprofit board minutes follow the formal order (call to order, quorum, previous minutes, reports, motions, adjournment) and usually add a few items: the treasurer's report with the period it covers, any conflict of interest disclosed and how it was handled, and each motion that approves money, a contract or a policy, with the amount.
For organizations that file Form 990, Part VI, line 8a of the 2025 Form 990 asks whether the organization contemporaneously documented the meetings held by its governing body, and the 2025 instructions say: "Documentation permitted by state law can include approved minutes, email, or similar writings that explain the action taken, when it was taken, and who made the decision".
Conflicts of interest
The chair asked whether any director had a conflict of interest with any item on the agenda. [None were disclosed.] or [Name] disclosed [the interest] and left the room for the discussion and vote on [item].
Treasurer's report
[Name], treasurer, presented the financial statements for [period]. [One sentence on the main figures or changes.] Motion by [name], seconded by [name], to accept the report. [Carried or failed], [number] in favor, [number] opposed.
Executive director's report
[Name] reported on [programs, staffing and fundraising]. The written report is attached to these minutes.
Motions
- Motion by [name], seconded by [name], to [approve the budget, contract, policy or expense, with the amount]. [Carried or failed], [number] in favor, [number] opposed, [number] abstaining.
Executive session
The board met in executive session from [time] to [time] to discuss [the topic in general terms, such as a personnel matter]. [No action was taken.] or [Action taken: the motion and its result.]
One-on-one meeting notes
Use it for a regular meeting between a manager and one employee, where the record is for the two people in the room rather than for a group.
One-on-one notes are lighter than minutes: no attendance list, no motions. Keep one running document with the newest meeting at the top, so both people can see what was promised last time and whether it happened.
Keep personal matters the employee shares, such as health or family details, out of the shared notes. If the meeting turns into feedback on a performance problem, record that in a separate, dated document such as a written warning.
Follow-up from last time
- [Action from the last meeting]: [done, in progress or dropped]
Topics
- [Employee's topic]: [short note]
- [Manager's topic]: [short note]
Agreed next steps
- [Task], [owner], by [due date]
Next one-on-one: [date]
Project meeting minutes
Use it for a project kickoff or a regular project status meeting, where the record tracks the schedule, the risks and who does what next.
Project minutes are organized around the work, not the agenda: status against the plan, decisions that change the scope, budget or dates, risks and blockers, and the action items. Start each meeting by reviewing the open actions from the last minutes.
Write any change of scope or date as a decision with a name next to it, so the project record shows who approved it and when.
Project Meeting Minutes
Open actions from the last meeting
- [Task], [owner]: [done, late or in progress]
Status
[On track, at risk or late]. [One or two sentences against the plan: what was finished since the last meeting and what comes next.]
Decisions
- [Decision], approved by [name]
Risks and blockers
- [Risk or blocker]: [effect on the schedule or budget], [who is handling it]
Action items
- [Task], [owner], due [date]
Next meeting: [date and time]
Action-items-only minutes
Use it for a standup, a quick huddle or a working session where the only thing worth recording is who does what by when.
Some meetings do not need a record of the discussion at all. An action log is a list of tasks, each with one owner and one due date, plus the decision behind it if there was one. Read it back at the end of the meeting so every owner confirms their task.
- [Task]. Owner: [name]. Due: [date]. Status: new
- [Task]. Owner: [name]. Due: [date]. Status: carried over from [date]
- [Task]. Owner: [name]. Due: [date]. Status: done
Decisions: [decision, or none]
Client meeting minutes
Use it for a meeting with a client or customer, where the record is also what both sides agreed to.
Client minutes double as a written confirmation. List the people from each side, record every request, approval and change in scope, cost or dates in plain words, and send them to the client the same day with a request to reply with any corrections.
Requests and approvals
- [Client name] requested [change or deliverable]. [Your name] confirmed [what happens next and when].
- [Client name] approved [draft, quote or design] on [date].
Changes to scope, cost or dates
- [Change]: [new cost or date], agreed by [name]
Action items
- [Task], [owner and company], due [date]
Please reply by [date] with any corrections. Without corrections, these minutes stand as the record of the meeting.
Training session minutes
Use it for a training session, workshop or safety briefing, where the record shows who attended, what was covered and what follows.
Training minutes are mostly an attendance and content record. Name the trainer, the topics covered and any materials handed out, list who attended and who still needs the session, and note any follow-up such as a quiz or a sign-off.
Training Session Record
Topics covered
- [Topic 1]
- [Topic 2]
Materials: [handouts, slides or links given to attendees]
Attendance
Attended: [names]
Still to attend: [names], at the session on [date]
Follow-up
- [Task, such as a quiz, a sign-off or a practice check], [owner], due [date]
Filled-in examples
Complete documents with fictional names and facts, to show the level of detail that makes a document clear. Replace every detail with your own.
Filled example: weekly team meeting minutes
A fictional customer service team of six holds its weekly meeting. The minutes cover three agenda items, two decisions and three action items.
Meeting Minutes
Attendance
Chair: Priya Shah, Customer Service Manager
Note taker: Jordan Reyes
Present: Priya Shah, Jordan Reyes, Ana Ruiz, Ben Okafor, Lee Park
Absent or apologies: Chris Novak (on leave)
Agenda items and discussion
- 1. Open tickets: Ben Okafor reported 42 open tickets, 9 of them older than 5 days. Most of the older ones are questions about the October price change.
- 2. Holiday coverage: the team reviewed the draft schedule for November 25 to December 31. Two shifts on December 24 are not covered yet.
- 3. New returns form: Ana Ruiz showed the shorter returns form. The team agreed it is ready for customers.
Decisions
- The new returns form goes live on the website on Monday, November 9.
- Tickets older than 5 days are reviewed at the start of each weekly meeting.
Action items
- Reply to the 9 tickets older than 5 days. Owner: Ben Okafor. Due: Thursday, November 5.
- Fill the two open shifts on December 24, asking for volunteers first. Owner: Priya Shah. Due: Friday, November 13.
- Publish the new returns form and update the help page. Owner: Ana Ruiz. Due: Monday, November 9.
Next meeting
Tuesday, November 10, 2026, 9:00 a.m., conference room B and video call.
Filled example: nonprofit board meeting minutes with two motions
The board of a fictional community food pantry holds its regular monthly meeting. One director has a conflict of interest on the second motion and leaves the room for it.
Minutes of the Board of Directors Meeting
Call to order
Maria Lopez, board chair, presiding, called the meeting to order at 6:31 p.m.
Attendance and quorum
Directors present: Maria Lopez (chair), David Kim (treasurer), Helen Brooks (secretary), Omar Haddad, Grace Liu, Paul Mendes
Directors absent: Rita Choi (excused)
Also present: Tess Morgan, executive director
Helen Brooks, secretary, recorded the minutes and confirmed that a quorum was present. Quorum: 6 of 7 directors present.
Conflicts of interest
The chair asked whether any director had a conflict of interest with any item on the agenda. Omar Haddad disclosed that his company had submitted one of the van quotes, and left the room for that discussion and vote.
Approval of the previous minutes
The minutes of the meeting held on September 17, 2026 were approved as written.
Reports
- Treasurer: David Kim presented the September financial statements. Cash on hand at September 30 was $48,200. The county grocery grant payment for the third quarter was received.
- Executive director: Tess Morgan reported that the pantry served 1,140 households in September and that the cold storage repair was finished on October 2.
Motions
- Motion 1: Motion by David Kim, seconded by Grace Liu, to accept the September financial statements as presented. Carried, 6 in favor, 0 opposed.
- Motion 2: Motion by Grace Liu, seconded by Paul Mendes, to buy a used refrigerated van from Lakeside Fleet Sales for no more than $32,000, paid from the vehicle reserve. Carried, 5 in favor, 0 opposed. Omar Haddad was out of the room and did not vote.
Action items
- Sign the van purchase agreement and arrange insurance. Owner: Tess Morgan. Due: October 30.
- Send the September statements to the outside accountant. Owner: David Kim. Due: October 22.
Adjournment
There being no further business, the meeting was adjourned at 7:48 p.m.
Next meeting: Thursday, November 19, 2026, 6:30 p.m., Riverbend Library.
Respectfully submitted,
______________________ Date: __________
Helen Brooks, Secretary
Date approved by the board: ______________________
Filled example: project kickoff meeting minutes
A fictional accounting firm starts a website redesign with an outside design studio. The kickoff sets the scope, moves the launch date and assigns the first tasks.
Meeting Minutes
Attendance
Chair: Nina Patel, project sponsor
Note taker: Leo Grant, project manager
Present: Nina Patel, Leo Grant, Carla Diaz (marketing), Evan Wright (IT), Mei Tanaka and Josh Bell (Pinewood Studio, design)
Agenda items and discussion
- 1. Goals: Nina Patel set two goals for the new site: make it easier for prospects to book a consultation, and let the marketing team update pages without help from IT.
- 2. Scope: the new site covers the home page, 6 service pages, the team page and the booking page. The client portal is out of scope.
- 3. Timeline: Pinewood Studio proposed launching on February 1. Evan Wright pointed out that the busy season starts in late January and asked that the booking system not change during it.
- 4. Working together: questions go to Leo Grant in the shared project channel; a status call every Monday.
Decisions
- Launch target moves to Monday, January 18, 2027, so the new booking page is live before the busy season.
- Carla Diaz approves all page text; Nina Patel gives the final sign-off on the design.
- The client portal stays on the current system until after launch.
Action items
- Set up the shared project channel and the weekly status call. Owner: Leo Grant. Due: November 3.
- Send the brand guidelines and access to the current site analytics to Pinewood Studio. Owner: Carla Diaz. Due: November 4.
- Send the detailed project schedule with the new launch date. Owner: Mei Tanaka. Due: November 6.
- Confirm that the booking system can connect to the new platform. Owner: Evan Wright. Due: November 9.
Risks raised
- The booking system connection is untested. If it does not work, the January 18 launch is at risk.
Next meeting
Weekly status call, Monday, November 9, 2026, 1:00 p.m., video call.
Example wording
Examples of the level of detail that makes a document clear. Replace them with your own facts.
- Call to order (meeting minutes): Priya Shah called the meeting to order at 9:02 a.m. A quorum was present.
- Motion (meeting minutes): Motion by Tom Becker, seconded by Ana Ruiz, to approve the 2027 operating budget as presented. Carried, 6 in favor, 0 opposed, 1 abstaining (Lee Park).
- Decision (meeting minutes): Decision: the client newsletter moves from weekly to every two weeks, starting with the November 6 issue.
- Action item (meeting minutes): Send the revised vendor list to the finance team. Owner: Jordan Reyes. Due: Friday, November 6.
- Item carried over (meeting minutes): The office move was tabled to the December 3 meeting, pending a second quote from the landlord.
- Adjournment (meeting minutes): There being no further business, the meeting was adjourned at 10:14 a.m.
- Motion that failed (board meeting minutes): Motion by Paul Mendes, seconded by Omar Haddad, to move the annual fundraiser to April. Failed, 2 in favor, 4 opposed.
- Amended motion (board meeting minutes): Motion by Grace Liu, seconded by David Kim, to approve the volunteer policy. Amended by consent to add a section on minors. Carried as amended, 6 in favor, 0 opposed.
Fill in the board meeting minutes
The formal version for a board of directors: call to order, quorum, approval of the previous minutes, reports, each motion with its mover, seconder and result, adjournment, and the secretary's signature.
Preview
Minutes of the Board of Directors Meeting
Call to order
At [Time called to order], [Presiding officer], presiding, called the meeting to order.
Attendance and quorum
Directors present: [Directors present]
Directors absent: [Directors absent]
Also present: [Also present: staff and guests]
[Secretary (records the minutes)], secretary, recorded the minutes and confirmed that a quorum was present.
Quorum: [Number of directors present] directors present.
Conflicts of interest
The chair asked whether any director had a conflict of interest with any item on the agenda. [Conflicts of interest disclosed]
Approval of the previous minutes
The minutes of the meeting held on [Date of the meeting whose minutes were approved] were [Previous minutes were].
Reports
[Reports]
Motions
[Motions]
Other business
[Other business]
Action items
[Action items]
Adjournment
At [Time adjourned], there being no further business, the meeting was adjourned.
Next meeting: [Next meeting]
Respectfully submitted,
______________________ Date: __________
[Secretary (records the minutes)], Secretary
Date approved by the board: ______________________
______________________ Date: __________
[Presiding officer], Chair
Your files end with one small line under the notice: “Prepared with the free InterObservers Meeting Desk · interobservers.com/desk/templates/meeting-minutes/”. Tick the box to leave it out. Nothing else is added to your document.
Tick the box to turn on the download buttons. The template text stays free to read. See the terms of use.
Each file carries this notice in its footer: “Template for general information only, not legal advice. Not a substitute for the advice of an attorney. Minutes should record what happened at the meeting; check them with the attendees and with your organization’s bylaws or policy.” For names with non-Latin characters, use .docx.
Your meeting minutes are ready
Send the minutes to the attendees within a day or two, ask for corrections by a set date, and file the approved copy where the group keeps its records.
Questions people ask
What should meeting minutes include?
The name of the group and the meeting, the date, the start and end time, the place or call link, the chair and the note taker, who was present and absent, a short summary of each agenda item, the decisions, the action items with an owner and a due date, and the date of the next meeting. Formal minutes add the call to order, the quorum, the approval of the previous minutes, each motion with its result, and the time of adjournment.
Who takes the minutes in a meeting?
Anyone the group names before the meeting starts. Many groups ask someone other than the chair, so the person running the meeting can follow the discussion and the note taker can follow the record. Boards and committees usually give the job to the secretary. In a team meeting, many groups rotate the note taker each week.
How detailed should meeting minutes be?
Detailed enough that someone who missed the meeting knows what was decided and who is doing what, and no more. For most meetings that means one or two sentences per agenda item, plus every decision and action item in full. Formal minutes record motions in their exact wording, but not the debate around them.
What is the difference between formal and informal meeting minutes?
Informal minutes, used for team and staff meetings, record attendance, a short summary, the decisions and the action items. Formal minutes, used by boards, committees and other bodies that vote, also record the procedure: the time of the call to order, whether a quorum was present, the approval of the previous minutes, each motion with its mover, seconder and result, and the time of adjournment. The board version of the template on this page covers the formal format.
How soon should meeting minutes be sent out?
Within a day or two, while people still remember the meeting well enough to spot a mistake. Send them as a draft, ask for corrections by a set date, and send the approved version once it is final.
Do meeting minutes need to be approved?
Minutes of a board or committee are usually approved by vote or by general consent at the next meeting, as written or with corrections, and then signed by the secretary; check your bylaws or rules of procedure for how your group does it. Minutes of an informal team meeting usually only need a round of corrections by email. For organizations that file Form 990, Part VI, line 8 of the 2025 Form 990 asks: "Did the organization contemporaneously document the meetings held or written actions undertaken during the year by the following:", and line 8a names "The governing body". The 2025 Instructions for Form 990 say: "Documentation permitted by state law can include approved minutes, email, or similar writings that explain the action taken, when it was taken, and who made the decision", and that contemporaneous "means by the later of (1) the next meeting of the governing body or committee (such as approving the minutes of the prior meeting), or (2) 60 days after the date of the meeting or written action."
How long should you keep meeting minutes?
There is no single rule for every kind of meeting. Many organizations keep approved board and committee minutes permanently, because they are the record of what the group decided and when. For any other minutes, follow your organization's record retention policy, your bylaws and the rules that apply to your type of organization in your state.
What is the difference between meeting minutes and meeting notes?
Meeting notes are informal and often personal: what one person wrote down for their own use. Meeting minutes are the shared, official record of the meeting, written by the named note taker, sent to everyone for corrections and, for boards and committees, approved at the next meeting.
Sources (2)
General information, not legal advice. Not a substitute for the advice of an attorney. This page is for general information only and isn’t legal advice. For a question about your own organization’s rules, talk to a qualified professional about your situation. Report an error