Minutes 

Minutes of the Meeting: A Comprehensive Guide

The Minutes of a Meeting are an official record of the discussions, decisions, and actions taken during a meeting. They are essential for legal, organizational, and procedural purposes, serving as a formal document to capture key points. Approved minutes become final and are typically signed by the chairperson after being reviewed in the subsequent meeting.

Characteristics of Meeting Minutes

1. Official Status: Often required by law or organizational policy.

2. Unemotional and Impersonal: Written in a factual, impartial, and concise manner.

3. Concise and Essential: Focuses only on the most relevant points.

Some organizations may require detailed minutes, including who said what, the reactions, and the decision-making process. However, most minutes include the following key components:

Essential Components of Minutes

1. Motions and Amendments

2. Proposer and Seconder of Motions

3. Details of Voting (if applicable)

4. Recommendations

5. Resolutions or Decisions Made

6. Tasks Assigned to Individuals or Sub-Committees

Structure of Meeting Minutes

1. Organization Name: Clearly state the name of the organization or unit.

2. Meeting Details: Include the day, date, time, and location of the meeting.

3. Meeting Number: For example, "33rd Meeting of XYZ Committee."

4. Chairperson and Secretary Names: Mention their full names.

5. Attendance:

   • Names of all members present.

   • Names of absent members.

   • Special attendees, such as auditors or consultants.

6. Agenda Transactions: Record all discussions and actions in a structured format.

7. Signatures: Include the secretary's signature and, upon approval, the chairperson's signature.

Tips for Writing Effective Meeting Minutes

• Use the Agenda as a Framework: Build the minutes around the predefined agenda items.

• Take Quick and Accurate Notes: Use shorthand, abbreviations, or recording tools to ensure precision.

• Clarify Ambiguities: If unsure, ask members to repeat or clarify statements during the meeting.

• Highlight Key Points: Focus on resolutions, decisions, and assignments.

Sample Writing Styles for Minutes

1. Subjunctive Mood for Resolutions:

   • "It was resolved that the minutes of the previous meeting be approved."

   • "Resolved that a blood donation camp be held on 15th August."

2. Past Tense for Reporting:

   • "The secretary read out the minutes of the previous meeting, and they were approved."

   • "The chairperson informed that a donation of ₹50,000 was received from ex-member Mr. Gopal Rathi."

Approval of Minutes

At the next meeting, the chairperson usually asks:

• "Do you accept the minutes as they stand?"

• "Are there any matters arising from the minutes?"

Why Writing Good Minutes Matters

Writing effective minutes showcases your organizational skills and can elevate your reputation within a team. Conversely, a lack of proficiency can lead to challenges or misunderstandings.

Mastering the art of minute writing ensures transparency, accountability, and smooth operations in any professional setting.

Examples:

Specimen I

SBI Zonal Office Employees' Welfare Organisation
Aurangabad
Minutes of Executive Committee Meeting

Meeting no.: 15
Date: Sunday, 1 January 2011                 Time: 9.15 a.m.
Place: Staff Welfare Hall
Present: ABC (Chairman), DEF (Secretary), GHI, KLM, NOP, QRS, TUV
Absent: None

Sr. no. | Item

1. Meeting called to order at 9.20 a.m.

2. Minutes of the 14th meeting dated 20th November 2006 read and accepted.

3. DEF proposed and TUV seconded, and ABC was renominated chairman for the year 2011 unanimously.

4. Sankranti get-together decided to be held on 15th January. Sub-committee to be headed by NOP, with GHI and QRS as members.

5. Meditation camp decided to be organised in the first week of February under the guidance of Swami Swarajanand. DEF to head the organising.

6. Next meeting to be held on 31st January.

7. Meeting ended at 10.05 a.m. with a vote of thanks to the Chair.

DEF
Secretary

Speciment II

Archana Literary Society, New Delhi
Minutes of Meeting dated 1st August 1999

Place and Time of Meeting:
Residence of President Dr. Mansha Khan at A-12 Connaught Circus, 3.10 p.m.

Roll Call:
Members Present:

• Dr. Mansha Khan (Chairman)

• Mrs. Padma Raut

• Col. Devrajan (Secretary)

• Ms. Dinawaz Kantawala

• Mr. Bharatendu Jain

• Mr. Prabhat Kumar Khatri

• Mr. Amit Bose

• Mrs. Amrita Bose

Members Absent:

• Dr. Rajan Chhabra

Approval of Minutes of the Last Meeting:
The minutes of the meeting dated 25th June were read by the secretary and confirmed.

Treasurer's Report:
The treasurer, Mr. B. Jain, circulated his report of the earnings and outgoings of the fete held on 10th July, which was accepted.

Briefing for All-India Poetry Meet:
The President, Dr. Mansha Khan, briefed the members about their roles in the forthcoming All India Poetry Meet at the Red Fort on 26th January 2000.

Induction of New Members:
The membership applications of four applicants were accepted:

• Dr. D. K. Dawani

• Ms. Snehlata Sharma

• Mr. L. K. Gosai

• Mrs. Geeta Harivanshi

The application of Prof. F. F. Guha was held in abeyance due to an invalid recommendation.

Sub-committee for Publication Unit:
A sub-committee of three members was set up for launching a publication unit:

• Mr. Devrajan

• Mr. Amit Bose

• Mrs. Amrita Bose

Date of Next Meeting:
The next meeting was scheduled for 15th September.

Col. Devrajan
Secretary