Write the meeting title and date at the top
Add the organization name and meeting type (e.g., Board Meeting, Project Sync)
Include the start and end time
List attendees and their roles
Note absentees and guests (if any)
Record the chair/lead and the minute-taker
Capture meeting purpose or agenda overview
Document agenda items in the order discussed
For each agenda item, record: topic, presenter, key points, and relevant discussion
Record decisions made, including the decision owner (if applicable)
Capture action items with: task, responsible person, due date, and priority (if applicable)
Note votes or approvals (who voted, and the result) when relevant
Record questions raised and any follow-up needed
Document risks, blockers, dependencies, and decisions that affect them
Capture metrics, numbers, budgets, or commitments mentioned (with units and context)
Record announcements and status updates, including current progress and next steps
Note any changes to scope, timeline, or requirements
Record items deferred and the reason for deferral
Capture unresolved issues and where they will be addressed
Document next meeting date/time and planned agenda items
Confirm document ownership (who prepares and who approves the minutes)
Add approval status (draft/final) and approval date
Use clear, concise language; avoid speculation
Use consistent formatting for headings (e.g., Attendees, Agenda, Decisions, Action Items)
Ensure action items are written in “verb + deliverable” form (e.g., “Submit draft budget”)
Review for accuracy and completeness before distributing
Distribute minutes to required stakeholders and note where they will be stored