Meeting Minutes Memo

Group 4
MEETING MINUTES MEMO

WHAT ARE MEETING MINUTES MEMO?
 A memorandum of a meeting is used to keep record of a
meeting held.
 The record of the proceedings of deliberative assembly
is usually called the minutes.
 Minutes of Meeting describe specify what was
discussed and decided in a meeting.
 Used as permanent record of the meeting for future
references.
 Note down in a concise way the matters that are being
dealt with and decided on during a meeting and to
produce the minutes of the meeting to everyone.
WHY ARE THEY CALLED “Meeting
Minutes”?
 The word "minutes" in "meeting minutes" has nothing to do
with time. It comes from the Latin word minutia, meaning trifles
or details. Meeting minutes capture the relevant details of a
meeting as a record for attendees and other interested parties.
 According to some sources, the term “meeting minutes” first
appeared in the 18th century, directly from the Latin “minuta
scriptura,” meaning “small notes.”
 In other words, meeting minutes are the details (or short
summary) of what happened during a meeting.
WHO IS RESPONSIBLE FOR TAKING MINUTES FOR A MEETING?
 The corporate secretary generally takes notes and prepares

meeting minutes. If there is no specific role for this in your
company, the job should rotate between people who know how to
take notes for a meeting.
PURPOSE:
 Meeting minutes are the notes that capture what happened at a meeting. Different than
a meeting agenda, it records the decisions made and actions requested by the group.
Despite the team, they are not a minute-by-minute record but include the key details that
the team will want to know. It's important in meeting minutes to capture information such
as:
1. decisions made
2. next steps
3. action items and who is responsible
 Minutes are the record of who was there and what happened. They are an important
source of information for people who were unable to attend or looking back to
reflect on what happened. They're also an incredibly effective tool to notify or remind
people of tasks assigned to them or timelines to keep everyone on track.
 Meeting minutes provide a historical record of the company’s discussions, decisions, and
long-term planning. Participants have the ability to use the meeting minutes as a record
for future reference, to understand what kinds of progression has taken place.
 Actions of a meeting are recorded chronologically, essentially making the minutes of a
meeting a detailed journal of what took place, for use in the workplace or office.
PARTS OF MINUTES
Generally, the minutes should contain the following information;
First paragraph (Heading)
 Include the name of the organization, society or assembly.
 The date and time of the meeting, and the place.
 Names of chairman and secretary
(The fact that the chair and secretary were present or, in their
absence, the names of the persons who substituted for them.)
Cont....
 Names of attendees present
 Names of members absent
BODY OF THE MINUTES
 Describe disposition of previous minutes
 All the agenda for the said meeting
 All official decisions must be included

Cont....
 All main motions, or motions to bring a main question again
before the assembly
 All notices of motions
 All points of order and appeals, whether sustained or lost,

together with the reason given by the chair for his/her ruling.
 Record the vote and action taken
 Record old business, new business, announcements and reports

Cont....
Last paragraph should state:
 End with a note of the time that the meeting was adjourned
 The date, time and place of the next meeting
 The signature
FORMAT OF MEETING MINUTES
Include the name of

organization, date,time
and place
Shows attendees
and absentees
Notes approval of
agenda and describes
disposition of previous
minutes
Describes discussion,
does not record every Highlights motions,
word showing name of person
making motion and person
seconding it
Describes new business

and announcements
Records meeting
adjournment and next
meeting date and time
Includes name and

signature of person
recording minutes
FEATURES OF MEETING MINUTES
It preserves a clear, concise, and accurate record of the business
transacted at the meeting.
It serves as a permanent record of the actions of the members and

decisions taken at the meeting.
It serves as a legal document when it is confirmed by the next

meeting and signed by the chairman.
It helps as a guidance of the organizational activities of any concur.
It serves as a reminder of the subject matter dealt with in the

previous meeting.
It is the official records of the proceeding and decision of the meeting.

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FORMAL BOARD MEETING MINUTES
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INFORMAL BOARD MEETING MINUTES
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Group 4

MEETING MINUTES MEMO

 The corporate secretary generally takes notes and prepares

 Include the name of the organization, society or assembly.

 The date and time of the meeting, and the place.

 Names of chairman and secretary

 Names of members absent

BODY OF THE MINUTES

 Describe disposition of previous minutes

 All the agenda for the said meeting

 All official decisions must be included

 All notices of motions

 All points of order and appeals, whether sustained or lost,

 Record the vote and action taken

 Record old business, new business, announcements and reports

Last paragraph should state:

 The date, time and place of the next meeting

Include the name of

Describes new business

Includes name and

It serves as a permanent record of the actions of the members and

It serves as a legal document when it is confirmed by the next

It helps as a guidance of the organizational activities of any concur.

It serves as a reminder of the subject matter dealt with in the

It is the official records of the proceeding and decision of the meeting.

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