How to Write Minutes of the Meeting

1. WRITING MINUTES OF
MEETING

2. What are Meeting Minutes?
These are notes that are recorded
during the meeting.
It is usually the secretary of the
organization who will be taking them
down.

3. Why is it important?
1. Member Accountability
2. For Reference Purposes
3. For Record Purposes

4. Activities of the Secretary
Before During After
Prepare the
Meeting Agenda
Listen and write
key points
discussed,
motions
proposed and
actions taken or
to be taken
Get the copy of
presentations
Prepare the
meeting minutes

5. Ways to Record Discussions during
Meeting
1. Video Recording
2. Audio Recording
3. Hand Recording

6. Common Words Used:
Mention suggest propose emphasize
Complain explain discuss recommend
Present point out request summarize
Remind report agree ask
Indicate promise express tell
Stress out decide remind direct

7. Minutes of Meeting Template
I. Meeting Details
II. Attendance
III. Chair’s Privilege
IV. Review of Previous Minutes (if there is)
V. Business of the Day/Discussions
VI. Agreements/Recommendations
VII. Adjournment

8. Minutes of Meeting Template
1. Meeting Details
Name of Meeting
Time
Date
Location
2. Attendance
List of Expected
Attendees both present
and absent
(whereabouts of absent
ones)

9. Meeting Template
3. Chair’s Privilege
Items presented or
discussed by the
presider that are not
included in the agenda.
4. Business of the
Day
The summary of every
agendum discussed –
key points, motions, and
decisions achieved.

10. Meeting Template
5. Recommendations/
Agreements
Things to be done after
the decisions agreed
during the discussions.
Schedule of next meeting.
Documents to be
submitted, etc……
6. Adjournment The end of the meeting.

11. Tips on Taking Down Minutes
1. Use laptop in writing; it is faster and easier.
2. Use meeting agenda as an outline.
3. Use bullet points to make the minutes easier to read.
4. Make a note of issues that were tabled for future meetings.
5. Just record. Do not interpret.
6. Transcribe the MOM as soon as the meeting ended while
your memory is still fresh.
7. Proofread always before finalizing.

12. Meeting Agenda – is a schedule to follow during
meeting to ensure awareness, productivity and
efficiency.
meeting agenda.docx

13. MINUTES OF THE MEETING (AIP and SOB
PREPARATION).docx
minutes PTA.docx
MOM Samples
MINUTES OF THE MEETING
TEMPLATE.docx

14. “Knowing is not enough; we must apply.
Being willing is not enough; we must do.”
- Bruce Lee
“Learning is an active process. We learn
by doing. Only the knowledge that is
used sticks in our mind.”
- Dale Carnegie