Learn How to Write Minutes of Meeting
There are times when you attend a meeting but forget key discussions or action plans later. This is where the meeting minutes come into play. Meeting minutes serve as office records of agenda discussed, decisions made, tasks assigned and any further steps to be taken.
Well-written minutes ensure that everyone in the team, whether they are present or absent, are informed and accountable.They help organizations track progress, resolve disputes, and maintain transparency.
This article delves into how to write minutes, question types and details that can be asked in Maharashtra Board Class 9 and 10 English paper. Check out the examples, tips and practice questions to improve your skills.
- Writing Minutes of Meeting Question Type and Details
- Writing Minutes of Meeting Format
- Examples of Writing Minutes
- Tips for writing the Minutes of Meeting
- Exercise on Writing Minutes – Practice Questions
Writing Minutes of Meeting Question Type and Details
In Indian examinations, questions on writing minutes assess a student’s ability to document meeting proceedings effectively. These questions typically fall into the following category:
- Practical Writing Tasks
Students are given a meeting scenario or things discussed in the meetings and are required to draft the minutes. They aim to assess skills such as identifying key points, structuring content logically, summarizing discussions, and recording decisions.
Writing Minutes of Meeting Format
Typically the Minutes of a Meeting follow the following format, though it can change depending on the meetings, discussions and the organisations conducted:
1. Heading
- Organization: Name of the Organization
- Meeting Title: Specify the type and purpose of the meeting.
- Date and Time: Indicate when the meeting took place.
- Location: Mention the venue or if it was conducted virtually.
- Attendees: List present members and note absentees.
2. Call to Order
- Opening Statement: The chairperson formally opens the meeting, stating the time.
- Welcoming Remarks: A brief introduction to acknowledge attendees.
3. Approval of Agenda
- Review: Confirmation that the agenda was reviewed.
- Modifications: Any proposed changes or additions.
- Approval: Method used for approval (e.g., unanimous vote, majority agreement).
4. Approval of Previous Minutes (if any)
- Review: Discussion on the minutes from the previous meeting.
- Corrections/Amendments: Any necessary changes.
- Approval: Final confirmation of accuracy.
5. Reports
- Committee/Member Reports: Summaries from different departments or teams.
- Financial Report: Brief overview of financial updates. (if any)
6. Announcements
- Upcoming Events: Details of forthcoming events or deadlines.
- Other Announcements: Any additional important information.
7. Adjournment
- Closing Statement: The chairperson officially closes the meeting.
- Next Meeting Details: Date, time, and location of the upcoming meeting.
8. Signature
- Preparer’s Name: The person responsible for drafting the minutes.
- Date: When the minutes were completed or approved.
Examples of Writing Minutes
To understand the concept better, the following are two examples of a minutes of a meeting:-
1. You are the Secretary of the School Management Committee of XYZ School. A meeting was held on March 5, 2024, at 10:00 AM in the Principal’s Office to discuss preparations for the upcoming Annual Day Celebration. The Principal, Vice Principal, Heads of Departments, and Event Coordinator were present. The agenda included discussing event planning, assigning responsibilities, and reviewing the budget. Prepare the minutes of the meeting.
Ans.
XYZ School
Minutes of Meeting
Annual Day Celebration Planning Meeting
Date and Time: March 5, 2024, at 10:00 AM
Location: Principal’s Office
Attendees: Principal, Vice Principal, Heads of Departments, Event Coordinator
Call to Order
The Principal called the meeting to order at 10:00 AM.
Approval of Agenda
The agenda was reviewed and approved unanimously without any modifications.
Reports
- Event Planning: The Event Coordinator presented plans for the April 15 celebration, including cultural performances, speeches, and awards.
- Responsibilities: The Vice Principal will oversee coordination, HoDs will manage performances, and the Event Coordinator will handle logistics.
- Budget Review: Adjustments were made for refreshments and honorariums, with final approval due by March 15.
Next Steps: Rehearsals start March 20; the next meeting is on the same day.
Adjournment: 11:15 AM.
Signature
Preparer’s Name: [Your Name], Secretary
Date: March 5, 2024
2. You are the HR Executive at ABC Pvt. Ltd. A team meeting was conducted on January 10, 2024, at 2:00 PM in the Conference Room to discuss employee performance evaluation and new training programs. The meeting was attended by the HR Manager, Department Heads, and Team Leads. The agenda included reviewing employee performance, discussing necessary training programs, and setting implementation dates. Prepare the minutes of the meeting.
Ans.
ABC Pvt. Ltd.
Minutes of Meeting
Employee Performance Evaluation & Training Meeting
Date and Time: January 10, 2024, at 2:00 PM
Location: Conference Room, HR Department
Attendees: HR Manager, Department Heads, Team Leads
Call to Order
The HR Manager commenced the meeting at 2:00 PM.
Approval of Agenda
The agenda was reviewed and approved with no changes.
Reports
- Performance Review: Evaluations will occur in the first week of February; Department Heads will provide feedback on employee performance.
- Training Programs: Identified skill gaps; proposed leadership, communication, project management, and technical training.
- Implementation Dates: First training phase to begin by March; participant lists due by January-end.
Next Meeting: January 25, 3:45 PM.
Adjournment: 3:30 PM.
Signature
Preparer’s Name: [Your Name], HR Executive
Date: January 10, 2024
Tips for writing the minutes of meeting
Some tips to ace minutes of a meeting are:
- Be Clear and Concise: Focus on summarizing key points, decisions, and action items without unnecessary detail. Use short, direct sentences that highlight the purpose and outcome of each discussion.
- Follow the Standard Structure: Stick to the typical format for minutes: Heading, Call to Order, Approval of Agenda, Approval of Previous Minutes, Reports, Announcements, Adjournment, and Signature. This helps organize your writing and ensures no important elements are missed.
- Highlight Action Items and Decisions: Emphasize the tasks assigned, deadlines, and any decisions made. This is usually the main purpose of meeting minutes, so make sure these points are clear and easily identifiable.
- Maintain Objectivity: Write the minutes in a neutral tone. Avoid adding personal opinions or commentary. Focus on what was discussed, not how you feel about the discussions.
- Use Bullet Points for Clarity: Use bullet points or numbered lists to organize information such as attendees, agenda points, and action items. This improves readability and helps present information in a logical flow.
Exercise on Writing Minutes – Practice Questions
1. You are the Secretary of the Event Organizing Committee at Delhi University. A meeting was held on March 12, 2025, at 2:00 PM in the Dean’s Office to discuss the upcoming inter-college sports event. The meeting was attended by the Dean, Sports Coordinator, Heads of Departments, and Event Manager. The agenda included discussing the event schedule, assigning roles, and finalizing the budget. Prepare the minutes of the meeting.
2. You are the Project Manager at Tech Innovations Ltd. A team meeting was conducted on February 25, 2025, at 11:00 AM in the Conference Room to discuss the development of the new software product. The meeting was attended by the Product Development Team, Marketing Team, and Senior Management. The agenda included reviewing the product’s progress, discussing the marketing strategy, and setting launch deadlines. Prepare the minutes of the meeting.
3. Arjun is the HR Executive at Global Industries. A meeting took place on March 3, 2025, at 9:00 AM in the HR Department to discuss the onboarding process for new employees. The HR Manager, Department Heads, and Recruitment Team were present. The agenda included reviewing the onboarding process, assigning responsibilities, and setting implementation dates. Prepare the minutes of the meeting.
4. Rahul is the Assistant Secretary of the Corporate Social Responsibility (CSR) Committee at United Corp. A meeting was held on February 18, 2025, at 3:30 PM in the Conference Hall to discuss the company’s upcoming CSR initiatives. The meeting was attended by the CSR Manager, Marketing Head, and Senior Executives. The agenda included brainstorming CSR event ideas, assigning tasks, and reviewing the budget. Prepare the minutes of the meeting.
5. Sonia is the Secretary of the Staff Welfare Committee at Shiksha University. A meeting was held on May 10, 2025, at 4:00 PM in the Vice Chancellor’s Office to discuss the upcoming staff wellness program. The meeting was attended by the Vice Chancellor, HR Head, and Heads of Departments. The agenda included finalizing wellness activities, assigning responsibilities, and setting a date for the event. Prepare the minutes of the meeting.
6. You are the Secretary of the Marketing Team at Capital Pvt. Ltd. A meeting was held on August 1, 2025, at 10:30 AM in the Marketing Office to discuss the upcoming product launch. The meeting was attended by the Marketing Manager, Product Development Team, and Sales Manager. The agenda included reviewing the marketing strategy, discussing promotional activities, and setting a launch date. Prepare the minutes of the meeting.
7. Kiran is the Secretary of the Research and Development (R&D) Committee at Future Technologies Ltd. A meeting took place on January 20, 2025, at 1:00 PM in the R&D Lab to discuss the progress of the new prototype. The meeting was attended by the R&D Manager, Senior Engineers, and Project Leads. The agenda included reviewing the prototype’s progress, discussing improvements, and setting the project timeline. Prepare the minutes of the meeting.
8. Kiara is the HR Executive at Bright Future Inc. A meeting was held on February 22, 2025, at 10:00 AM in the HR Department to discuss employee engagement strategies. The meeting was attended by the HR Manager, Employee Engagement Team, and Department Heads. The agenda included reviewing current engagement programs, discussing new initiatives, and assigning responsibilities. Prepare the minutes of the meeting.
9. Akash is the Secretary of the Annual Conference Committee at the National Institute of Business. A meeting was held on June 6, 2025, at 11:30 AM in the Conference Room to discuss preparations for the upcoming conference. The meeting was attended by the Conference Chairperson, Event Coordinator, and Senior Faculty. The agenda included reviewing speakers, event schedule, and conference promotion strategies. Prepare the minutes of the meeting.
10. Rita is the Secretary of the IT Committee at Info Tech Solutions Ltd. A meeting was held on April 8, 2025, at 3:00 PM in the IT Department to discuss the upgrade of the company’s IT infrastructure. The meeting was attended by the IT Manager, System Engineers, and Finance Head. The agenda included reviewing the IT infrastructure needs, proposing solutions, and setting a timeline for implementation. Prepare the minutes of the meeting.
Answers
1.
Delhi University
Minutes of Meeting
Inter-College Sports Event Planning Meeting
Date and Time: March 12, 2025, at 2:00 PM
Location: Dean’s Office
Attendees: Dean, Sports Coordinator, Heads of Departments, Event Manager
Call to Order
The Dean called the meeting to order at 2:00 PM.
Approval of Agenda
The agenda was reviewed and approved.
Reports
- Event Schedule: The sports event is set for the first week of May 2025, consisting of outdoor and indoor games.
- Roles Allocation: Faculty members will oversee different areas; the Sports Coordinator will manage logistics.
- Budget Review: Funds reallocated to increase the prize fund. Final budget confirmation by April 5.
Next Meeting: March 25, 2025.
Adjournment: 3:15 PM.
Signature
Preparer’s Name: [Your Name], Secretary
Date: March 12, 2025
2.
Tech Innovations Ltd.
Minutes of Meeting
Software Development Progress Meeting
Date and Time: February 25, 2025, at 11:00 AM
Location: Conference Room
Attendees: Product Development Team, Marketing Team, Senior Management
Call to Order
The Project Manager called the meeting to order at 11:00 AM, welcoming all attendees.
Approval of Agenda
The agenda was reviewed and approved unanimously without any modifications.
Reports
- Product Progress: Core software features near completion.
- Marketing Strategy: Focus on digital marketing and influencer partnerships. Revised strategy due to submit by March 5.
Next Meeting: March 12, 2025, at 2:00 PM.
Adjournment: 12:30 PM.
Signature
Preparer’s Name: [Your Name], Project Manager
Date: February 25, 2025
3.
Global Industries
Minutes of Meeting
Onboarding Process Review Meeting
Date and Time: March 3, 2025, at 9:00 AM
Location: Conference Room, HR Department
Attendees: HR Manager, Department Heads, Recruitment Team
Call to Order
The HR Executive, Arjun, called the meeting to order at 9:00 AM.
Approval of Agenda
The agenda was reviewed and approved.
Reports
- Onboarding Process Review: Identified improvements in documentation. Proposal to introduce an online onboarding platform.
- Responsibilities: Department Heads to update training materials by March 10, 2025. Recruitment Team to finalize and distribute candidate information forms within two days of onboarding.
Announcements: New onboarding process trial starts on March 20, 2025. Final revisions due by March 15, 2025.
Next Meeting: March 17, 2025, at 9:30 AM.
Adjournment: 10:15 AM.
Signature
Preparer’s Name: Arjun, HR Executive
Date: March 3, 2025
4.
United Corp.
Minutes of Meeting
CSR Initiatives Planning Meeting
Date and Time: February 18, 2025 at 3:30 PM
Location: Conference Hall
Attendees: CSR Manager, Marketing Head, Senior Executives
Call to Order
The Assistant Secretary, Rahul, called the meeting to order at 3:30 PM.
Approval of Agenda
The agenda was reviewed and approved unanimously without any modifications.
Reports
1. Brainstorming CSR Event Ideas
- Proposed initiatives: community clean-up, scholarships, and health awareness.
- The Marketing Head emphasized eco-friendly projects.
2. Assigning Tasks
- CSR Manager: finalize clean-up details (March 1).
- Marketing Head: prepare promotional materials (March 5).
- Senior Executives: coordinate budgeting.
3. Budget Review
- Budget details to be finalized after cost assessment.
Next meeting: March 10, 2025, at 4:00 PM.
Adjournment: 4:30 PM
Signature
Preparer’s Name: Rahul, Assistant Secretary
Date: February 18, 2025
5.
Shiksha University
Minutes of Meeting
Staff Wellness Program Planning Meeting
Date and Time: May 10, 2025 at 4:00 PM
Location: Vice Chancellor’s Office
Attendees: Vice Chancellor, HR Head, Heads of Departments
Call to Order
The HR Head called the meeting to order at 4:00 PM.
Approval of Agenda
The agenda was reviewed and approved unanimously without any modifications.
Reports
1. Finalizing Wellness Activities
- Approved activities: yoga, fitness classes, health check-ups.
- The Vice Chancellor suggested adding mindfulness workshops.
2. Assigning Responsibilities
- HR Head: coordinate wellness experts (May 20).
- Department Heads: promote participation (May 25).
- Secretary Sonia: manage logistics (May 15).
Announcements
The wellness program will be held on June 15, 2025.
Next Meeting: May 20, 2025, at 4:00 PM.
Adjournment: 5:00 PM
Signature
Preparer’s Name:Sonia, Secretary
Date: May 10, 2025
6.
Capital Pvt. Ltd.
Minutes of Meeting
Upcoming Product Launch Discussion
Date and Time: August 1, 2025 at 10:30 AM
Location: Marketing Office
Attendees: Marketing Manager, Product Development Team, Sales Manager
Call to Order
The Secretary called the meeting to order at 10:30 AM.
Approval of Agenda
The agenda was reviewed and approved unanimously without any modifications.
Reports
1. Marketing Strategy Review
- Focus on digital platforms, social media, and influencer partnerships.
- Product team emphasized highlighting unique features.
2. Promotional Activities
- Sales team proposed early-bird discounts.
- Marketing team suggested retail collaborations.
Announcements
The product launch is set for September 15, 2025. Preparations must be completed by September 10, 2025.
Next Meeting: August 25, 2025, at 10:30 AM.
Adjournment: 11:45 AM
Signature
Preparer’s Name: [Your Name], Secretary
Date: August 1, 2025
7.
Future Technologies Ltd.
Minutes of Meeting
Prototype Development Progress
Date and Time: January 20, 2025 at 1:00 PM
Location: R&D Lab
Attendees: R&D Manager, Senior Engineers, Project Leads
Call to Order
The R&D Manager called the meeting to order at 1:00 PM.
Approval of Agenda
The agenda was reviewed and approved unanimously without any modifications.
Reports
1. Prototype Progress Review
- Initial testing successful; core functions working.
- Minor software issues identified.
- Positive user feedback reported.
2. Discussing Improvements
- UI and performance enhancements proposed.
- Hardware upgrades recommended.
- Additional features suggested based on feedback.
3. Project Timeline
- Final review: February 15, 2025
- Testing: March 1, 2025
- Product release: April 10, 2025
Announcements
Next Meeting: February 5, 2025, at 1:00 PM
Adjournment: 2:30 PM.
Signature
Preparer’s Name: Kiran, Secretary
Date: January 20, 2025
8.
Bright Future Inc.
Minutes of Meeting
Employee Engagement Strategies
Date and Time: February 22, 2025 at 10:00 AM
Location: Conference Room, HR Department
Attendees: HR Manager, Employee Engagement Team, Department Heads
Call to Order
The HR Manager, Kiara called the meeting to order at 10:00 AM.
Approval of Agenda
The agenda was reviewed and approved unanimously without any modifications.
Reports
1. Reviewing Current Engagement Programs
- Overview of team-building activities and wellness programs.
2. Discussing New Initiatives
- Proposal for an “Employee of the Month” program to enhance recognition.
- Introduction of flexible work arrangements to support work-life balance.
3. Assigning Responsibilities
- Employee Engagement Team to organize the “Employee of the Month” program.
- HR Executive Kiara to draft a flexible work proposal by March 10, 2025.
Announcements
Next Meeting: March 15, 2025, at 10:00 AM
Adjournment: 11:30 AM
Signature
Preparer’s Name: Kiara, HR Executive
Date: February 22, 2025
9.
National Institute of Business
Minutes of Meeting
Annual Conference Preparations
Date and Time: June 6, 2025 at 11:30 AM
Location: Conference Room
Attendees: Conference Chairperson, Event Coordinator, Senior Faculty
Call to Order
The Conference Chairperson called the meeting to order at 11:30 AM.
Approval of Agenda
The agenda was reviewed and approved unanimously without any modifications.
Reports
1. Reviewing Speakers
- Update on confirmed speakers: Two key speakers confirmed.
- The Event Coordinator was assigned to finalize the speaker list by June 15, 2025.
2. Event Schedule Discussion
- Presentation of the proposed event schedule, including session timings and networking opportunities.
- The Event Coordinator will adjust and circulate the updated version by June 10, 2025.
3. Conference Promotion Strategies
- Promotional strategies include email campaigns, social media outreach, and partnerships with business organizations.
- The promotional campaign will begin on June 15, 2025.
Announcements
Next Meeting: June 20, 2025, at 2:00 PM
Adjournment: 12:30 PM
Signature
Preparer’s Name: Akash, Secretary
Date: June 6, 2025
10.
Info Tech Solutions Ltd.
Minutes of Meeting
IT Infrastructure Upgrade
Date and Time: April 8, 2025 at 3:00 PM
Location: Conference Room, IT Department
Attendees: IT Manager, System Engineers, Finance Head
Call to Order
The meeting was called to order at 3:00 PM by the IT Manager.
Approval of Agenda
The agenda was reviewed and approved.
Reports
1. Reviewing IT Infrastructure Needs
- The IT Manager highlighted areas requiring upgrades, including server capacity, network security, and data storage.
- System Engineers will assess current limitations by April 12, 2025.
2. Proposing Solutions
- System Engineers suggested upgrading servers and enhancing cybersecurity.
3. Setting Timeline
- Implementation starts May 1, 2025, with completion by July 30, 2025.
- System Engineers will finalize the plan by April 15, 2025.
Announcements
Rita, as Secretary, was asked to track the progress and assist in scheduling regular updates on the project.
Next Meeting: April 22, 2025, at 3:00 PM
Adjournment: 4:15 PM
Signature
Preparer’s Name: Rita, Secretary
Date: April 8, 2025
Conclusion
Writing effective meeting minutes is an essential skill that ensures clarity, accountability, and transparency within an organization. Following the format and maintaining a neutral tone will help produce professional minutes that enhance organizational efficiency. This article thus provides you with detailed information on minutes of a meeting, the question types asked, examples, tips and some practice questions to improve your skills.