38+ Sample Monthly Meeting Minutes

What Is a Monthly Meeting Minutes?

The major talks, activities, and decisions of a regularly scheduled monthly meeting are recorded in the minutes. The minutes of a meeting are not a comprehensive transcript of the discussion nor a monthly agenda. Meeting Minutes are used to record a summary of the meeting’s important business. Meeting minutes can be used for any type of group inside a corporation, including board meetings. Because this form of meeting notes is primarily for monthly updates and associated reasons, it cannot be used for any type of meeting that requires an official record. Although this written record may still be utilized to educate team members who weren’t able to attend to what transpired, it can also be used to maintain track of choices and action items that can be reviewed. As a result, prior meeting minutes can be utilized to make future corporate decisions.

What Is the Purpose of Meeting Minutes?

They serve as a historical record of the organization’s short and long-term strategy. The meeting minutes can be used as a record for future reference, allowing participants to see what type of progress has been made. Minutes also give the company legal protection. Due diligence is frequently recorded in company meeting minutes, which can then be officiated and documented to prove the organization’s ethical and fair procedures. Meeting Notes can also be used to prove why and how a company made certain choices. This will be useful in answering any queries that may emerge as a result of previous judgments.

How to Write a Monthly Meeting Minutes

Now that the definition and purpose have been clarified, it is finally time to know the steps in writing monthly management meeting minutes. Although the templates and examples have been provided for you, keep in mind that you may need to make adjustments in order for it to fit your company’s needs. Otherwise, the basic format is the same for any meeting minutes.  Check on the available monthly meeting minutes sample and choose which one is suitable for your Company.

Step 1: List out the Meeting Details

As the main title, found at the top of the page, should be the label of the document along with your company’s name. This is mainly used for organization purposes and can also act as a label when storing it along with the other documents. Afterward, you must list the chairperson or meeting organizer’s name, as a substitute you can also place the presider of the meeting. Then the secretary’s name or your name if you are the one assigned to take the minutes of the meeting. Then last but not least, the date, time, and location of the meeting.

Step 2: Names of the Attendees and Absentees

The next step is to write down the names of all of the attendees as well as any of those who were unable to attend. Usually, at the start of the meeting, some time is set aside for accepting or amending prior meeting minutes, so you may see who attended the last meeting and create a draft version of an attendee list. Considerably better, utilize the calendar invite to keep track of who is joining or leaving the room.

Step 3: Call to Order

If you are taking formal meeting minutes, it’s vital for attendees to know when the next meeting for this project or subject of discussion will be called to order. This provides you with a rough estimate of how long you have to perform the tasks that have been allocated to you. Knowing when your next project meeting is going to help you manage your time and prioritize all of your responsibilities more effectively. It’s just as crucial to know where your meeting will take place, whether it’s online or in person. It also helps to be aware and gain the approval of the current monthly meeting agenda as well as the previous meeting minutes.

Step 4: Old Business and New Business

Try utilizing your meeting agenda template as a format for your meeting notes, with each agenda item serving as a part for taking notes on, including any results or important choices reached. It’s a good idea to give out your Meeting Agenda ahead of time so that everyone may submit ideas and comments. This also implies that no one enters the meeting without knowing what will be addressed.

Make a list of any unresolved issues from the last meeting. Describe any concerns and resolutions that arose during the old business debate, and keep track of any votes taken. The same is true for new business orders. Describe any concerns, questions, or problems that emerge. Keep track of any reports or other material that is disseminated, as well as any votes that are taken.

Step 5: Track Other Matters

During the course of the meeting, there may be additional announcements or nominations that will take place. Take note of the upcoming scheduled votes and any other business matters that are discussed such as the Monthly Accomplishment Report. The last item to add is any extra papers that you want to send out with your meeting minutes. Consider whether any papers were utilized or referred to during the meeting that you might add for your team members.

Step 6: Wrap up during the Adjournment

As for the last step of the monthly meeting minutes, the meeting will be wrapped up and you have to take note and record the time of the meeting’s end. Afterward tidying up the minutes, bring it over to the meeting organizer and secretary (if you are not under the role) and gain their approval over the details. Lastly, you may distribute the minutes to all the attendees and absentees in order for them to review what was discussed during the meeting.

What Not to Include in Meeting Minutes

Since minutes are public records that members may want to see, be sure to spell out what you don’t want them to see. Direct quotes should be avoided since the speaker can be identified even without a name. Don’t go into detail about what was said at a meeting, particularly who said what. Note simply that “time was allowed for members to debate issues not on the agenda” when subjects not on the agenda are discussed. Minutes aren’t the place for future action items or to-do lists, so keep that in mind.

Don’t trouble with a transcript: It would be difficult to capture everything, so don’t bother with a meeting transcript. Alternatively, pay close attention to any large-scale choices, action items, issues, or recommended solutions. Instead of recording everything that was said, try providing information about what was agreed and discussed during the meeting.Personal remarks should be avoided: Remember to be professional and offer an unbiased, equitable picture of the meeting while writing meeting minutes. For the benefit of making sound business judgments, it’s critical to maintain objectivity. This is not the time or place to make personal remarks or opinions.Do not procrastinate in typing up the minutes: Keep track of your meeting minutes as they occur so you can correctly document them. They get less accurate the longer you wait. When everything is still fresh in your mind, type during the meeting or as soon as possible thereafter.Do not write the meeting minutes by hand: While there’s nothing wrong with good old-fashioned handwriting, try utilizing a more efficient method to get the information down as fast as possible. You receive speed and a little more aid from technology for efficiency if you type your notes. Instead of writing the meeting minutes by hand, use the template provided in this article to stay organized and have everything in one place.

What to Include in Meeting Minutes

Not a verbatim of everything said minutes are an official record of the actions taken by the board or committee at a meeting. They have a historical function, but they also serve a legal purpose by recording the group’s adherence to appropriate processes and the regulations of the association. And, because minutes and recordings created during a meeting might be used in court, it’s critical to be selective about what you include.

Use the agenda as a reference: The agenda will outline what will be discussed during the meeting. Use the meeting agenda as a framework, with each agenda item serving as a sub-topic to which you may add more detailed notes. Even better, if you have had similar meetings previously, you may utilize past meeting agendas as a template to start taking minutes with some structure already in place. Using a good meeting agenda template can help you write minutes that are well-structured and thorough.List relevant information first: Start with the basics before you start recording the minutes. Give the meeting’s date, time, and venue first. Next, make a list of everyone who attended the meeting, as well as anybody who was unable to attend. It’s probable that some time will be set aside at the start of the meeting for the acceptance or revision of prior meeting minutes. Better better, utilize the calendar invite to keep track of who has joined. If you go through our available templates, you can quickly create meeting agendas and minutes, as well as the meeting date and time, without having to start from scratch.At any meeting where people vote: Ensure that each meeting where individuals vote has a record of the decisions taken. Make a thorough record of all motions and votes. Record the number of votes and, if necessary, include some context so that you can understand the motivations behind the decisions later when you add additional information to the notes.Maintain your objectivity: Keep track of what is said and decided without passing judgment. In general, meeting minutes should be objective. Make sure the meeting minutes contain wording that is clear, straightforward, and comprehensive. It’s critical to write meeting minutes objectively, avoiding adjectives and adverbs as much as possible to avoid bias.

Tips to an Effective Monthly Meeting

Monthly meetings are an essential venue for the company to make critical decisions. Everyone should be aware of its significance, particularly the organizers and participants. To make the meetings as effective and profitable as they should be, both sides must understand and perform their share.

Prepare and stick to a meeting agenda: Keep it as exact and focused as possible. Assign a reasonable amount of time to each subject. Send each participant a copy of the meeting agenda at least three days before the meeting. This ensures that they have a good sense of how the meeting will go and can prepare accordingly. You can refer to this page for further information on how to construct a meeting agenda.Limit the gathering to as few people as feasible: Separate meetings should be planned if you are dealing with a large group with various interests and involvements in a project or a performance indicator. Limit the number of people who attend the meeting based on the agenda that has been established for that particular meeting. Otherwise, matters discussed may not actually be related to each of the topics and will only lead to confusion between the people involved. This also would not be good for the meeting minutes, since if one would review it, they would only be confused.Time Promptness: Follow the meeting’s agenda to the letter, including the topics and times listed. If other topics come up during the conversation, the group may decide to discuss them, especially if a pressing issue is at hand. Alternatively, the team might decide to discuss them at the next meeting or call a special meeting to address a particular issue. This is where Monthly Reports serve a similar purpose.Keep track of what has been said: It is critical to keep track of the meeting’s proceedings. This article will show you how to properly record the minutes of a meeting. After that, email a copy to all attendees to remind them of everything that happened during the meeting. It’s also beneficial for following up on the tasks that were allocated during the meeting.


What type of meeting is a monthly meeting?

A monthly meeting can be a collection of smaller meetings, sometimes referred to as preparative meetings, that come together for administrative purposes, or it can be a single institution. Multiple monthly meetings in most nations constitute a quarterly Meeting, which then becomes a yearly meeting.

In a business meeting, who records the minutes?

When it comes to writing efficient minutes for a meeting, you will essentially have procedures to follow as a secretary. Before the meeting, you will need to organize ahead of time, take notes during the discussion, and make a formal Report afterward. Meeting minutes are usually transcribed by a secretary or another authorized employee and contain a list of all significant business decisions and resolutions made during the meeting. Check out our available monthly minutes of meeting format.

How thorough should meeting minutes be?

Keep minutes at any meeting when people vote as a general rule. The time, date, and venue of the meeting should all be included in the minutes. The fact that the Meeting Request Email was properly announced in advance or that notification was waived by those in attendance matter.

Meetings are held in a high regard by all the members of the company, as it is the exchange of vital information to not only improve the state of the business but also further their standing in the industry. This is why you need to keep all the important information exchanged within a minutes of monthly meeting. Refer to this article if you need advice on how to write good meeting minutes, and don’t forget to use one of our examples of monthly meeting minutes to ensure consistency and avoid missing any important details.