Minutes Template

Download our free board meeting minutes template for board meetings.

There are many ways you can take minutes in your board meetings. Some prefer to record only the name of attendees, the motions put forward and the outcome of those motions, as well as actions agreed by the board. Others prefer to use the minutes papers to document discussion, so that they have a history in the organisation of different conversations and topics including pros and cons for the decisions that are taken.

If you're not sure how to take the minutes at your meeting, use our meeting minutes template for not-for-profit board meetings. This tool is free to download and fully customisable.

Our template offers you the best practice example for how to take minutes at your next board meeting. Download for free and start using today.

What goes in meeting minutes?

You can always put more in, but these are the must-have items in your minutes:

• Name of the organisation
• Nature and type of meeting (e.g. board meeting, committee meeting)
• Place, date, starting time
• Name of the person in the chair
• Attendees (physical, by proxy, or electronic); invited guests should be listed separately from those entitled to be there
• Apologies accepted
• Minutes of the previous meeting
• Proceedings of the meeting and resolution
• When attendees leave and re-enter the room
• Abstentions from voting (e.g. conflicts of interest)
• Closing time
• Chair's signature

Download our free meeting minutes template - perfect for taking minutes at a meeting.

This minutes template is designed to help you capture all key details from your meeting accurately and efficiently. Follow these steps to maximise its effectiveness:

1. Header Section:
   • Date and Time of Meeting: Clearly specify when the meeting occurred to ensure proper documentation.
   • Location of Meeting: Note whether the meeting was in-person or virtual, and provide details of the venue or platform (e.g., Zoom link).
2. Attendance:
   • Attendees: Record the names of all members present, distinguishing between those attending in person and online.
   • Apologies: List members who could not attend but sent their apologies.
   • Proxies: Note any proxy representatives attending on behalf of members.
   • Guests: Document the names and roles of any non-members present.
   • Conflicts of Interest: Identify and document any declared conflicts to ensure transparency and compliance.
3. Agenda Section:
   • Agenda Item: Note each topic of discussion or decision point.
   • Discussion and Outcomes: Provide a concise summary of key points discussed and the conclusions reached.
   • Person Accountable for Action: Assign accountability for follow-up actions to specific individuals.
   • Due Date: Include a timeline for completing assigned actions.
4. Other Key Details:
   • Use the Other Matters section to note additional topics raised during the meeting that were not on the original agenda.
   • Record the exact Time Closed to indicate when the meeting concluded.
   • Use the Member Absence During Meeting section to note any attendees who left early or arrived late.
   • Ensure the Chair Signature field is signed after the minutes have been finalised and approved.

Below is an example of how to fill out the template based on a fictional board meeting:

Minutes [Example Organisation]

Date and Time of Meeting: 15th November 2024, 10:00 AM – 12:00 PM
Location of Meeting: Online (Zoom)

Attendees (In Person and Online):

• Jane Smith (Chair)
• John Doe (Treasurer)
• Alice Brown (Secretary)
• Rachel Green (Board Member)

Apologies:

• Tom White (Board Member)

Proxies:

• None

Guests:

• Sarah Johnson (HR Consultant)

Conflicts of Interest:

• John Doe declared a conflict regarding agenda item 3 (vendor contract decision).

Agenda Item: Annual Financial Report
Discussion and Outcomes: The treasurer presented the 2023-2024 financial report, highlighting a surplus of $10,000. The board approved the report unanimously.
Person Accountable for Action: John Doe
Due Date: N/A

Agenda Item: Fundraising Campaign
Discussion and Outcomes: The board discussed launching a new end-of-year fundraising campaign. Sarah Johnson will draft a proposal.
Person Accountable for Action: Sarah Johnson
Due Date: 30th November 2024

Other Matters: The chair raised the need to update the organisation’s conflict-of-interest policy. A review committee will be established.

Time Closed: 12:00 PM

Member Absence During Meeting: None

Chair Signature: [Jane Smith]

1. Do take the trouble to create a clear and informative agenda. That way, most of the hard work of the meeting is done before it starts.
2. Don't try to join in the debate and take the minutes at the same time. If you feel strongly about something, get someone to stand in for you while you rant.
3. Do record enough detail to show that the board's considered the issues. Imagine that someone who hasn't been involved previously is looking at these minutes five years down the track. Can they follow what's going on?
4. Don't do a verbatim transcript. Tidy it up, summarise, and anonymise.
5. Do consult with other stakeholders. You're not infallible, and you want to be understanding.
6. Don't let anybody dictate to you. It's your job, not theirs. You have the final cut.
7. Do get the motions in writing, along with any amendments. The most important thing the board does is take decisions, and the most important thing the secretary does is record those decisions. You can't get it right if you're depending on your memory.
8. Don't take it personally. They're not your minutes, they're the board's minutes, and it's the board that has to accept them (or occasionally amend them.
9. Do keep the minutes in a safe place. Keep them where you'll know if somebody alters them (or where they can't be altered).
10. Don't panic. It's not rocket science. Everybody wants you to succeed (or at least nobody else wants to take on the job, which is much the same thing). It'll sort itself out.

Download our free template and adapt to fit your needs.