Minutes Writing

What are Minutes?

Minutes are the official written records of the discussions, decisions, and resolutions made during a meeting.
They serve as proof of the meeting's proceedings and help in future references.

Importance of Minutes:

• Provide a permanent record of decisions.
• Useful for those who could not attend the meeting.
• Help in tracking progress on tasks and responsibilities.
• Act as legal documents when needed.

Key Features of Minutes:

• Objective and factual
• Brief but complete
• Written in past tense
• Use of simple and formal language
• Should include the date, time, venue, and names of attendees

Types of Minutes:

1. Minutes of Resolution: Only record the resolutions passed.
2. Minutes of Narration: Provide detailed descriptions of discussions and decisions.

Format of Minutes Writing:

Format:

1. Name of the Organization
2. Date of Meeting
3. Time of Meeting
4. Venue of Meeting
5. List of Participants
6. Agenda of Meeting
7. Minutes:
   • Item 1: Discussion and decision
   • Item 2: Discussion and decision
   • (Continue for all agenda items)
8. Signature:
   Name of the Secretary
   Name of the Chairperson

Example of Minutes:

Minutes of Meeting

Company: ABC Marketing Pvt. Ltd.
Date: 25th June 2025
Time: 11:00 AM
Venue: Conference Room, ABC Marketing Pvt. Ltd.
Chairperson: Mr. Rajeev Sharma (Managing Director)
Secretary: Ms. Pooja Verma (Executive Assistant)

Members Present:

• Mr. Rajeev Sharma – Managing Director
• Ms. Pooja Verma – Executive Assistant
• Mr. Sandeep Singh – Marketing Manager
• Ms. Neha Kapoor – Sales Manager

Agenda:

1. Launch of New Product
2. Budget Approval for Advertising
3. Scheduling of Next Meeting

Minutes:

Item 1: Launch of New Product
The team discussed the launch plan for the new product “SmartFit Watch.”
It was decided that the product will be launched on 10th July 2025 at the Mumbai office.

Item 2: Budget Approval for Advertising
The advertising budget of ₹5,00,000 was proposed and unanimously approved.

Item 3: Scheduling of Next Meeting
It was agreed that the next meeting will be held on 5th July 2025 at 11:00 AM.

The meeting was adjourned at 12:30 PM.

(Signed)
Ms. Pooja Verma (Secretary)
Mr. Rajeev Sharma (Chairperson)

Tips for Writing Effective Minutes:

• Note only key points, not every word.
• Be objective, avoid personal opinions.
• Use bullet points for clarity.
• Proofread before final submission.