Skip to content
Welcome back Continue →

Free meeting minutes template (Word)

Reviewed by Clausery editors · · 3 min read

A formal written record of a meeting (board of directors, shareholders, members, committee or staff) listing attendees, decisions taken, votes, action items and next meeting date.

Build your meeting minutes → Download Word

No sign-up. Editable Word (.docx) or print to PDF. Your answers stay in your browser. Updated .

Meeting minutes are the official written record of what happened at a meeting — who attended, what was discussed, what decisions were made and how votes went. For corporate boards and shareholder meetings they are legally required and become part of the corporate record.

Minutes should be concise and factual — record decisions and votes, not a transcript of discussion. Distribute draft minutes promptly after the meeting and approve them (with any corrections) at the next meeting.

What to include#

  • Meeting header. Organisation/company name, meeting type (board, shareholder, committee), date, time and location, chair and secretary.
  • Attendance. Names of attendees; who was absent (and whether apologies were received); quorum confirmation.
  • Approval of prior minutes. Approval (with corrections) of minutes from the previous meeting.
  • Agenda items and decisions. Each agenda item, a summary of discussion, motions made, seconded, votes (for/against/abstain), and whether the motion passed or failed.
  • Action items and close. List of action items with owner and deadline; next meeting date and time; adjournment time; chair and secretary signatures.

How to fill it in#

  1. Step 1: Prepare an agenda

    Distribute an agenda before the meeting so the secretary can structure minutes around it.

  2. Step 2: Capture decisions, not debate

    Record motions, votes and action items in concise bullet form — do not transcribe discussion word for word.

  3. Step 3: Note who attended/left

    Record attendees and any arrivals/departures that affect quorum.

  4. Step 4: Distribute draft promptly

    Send draft minutes within a few days while memories are fresh; label 'DRAFT' until approved.

  5. Step 5: Approve at the next meeting

    Members vote to approve (with corrections if noted) at the next meeting; secretary signs and files in the minute book.

Board resolution

Formal resolutions often adopted and recorded in the minutes.

Memorandum of understanding

Collaborative decisions sometimes documented in MOUs alongside minutes.

Partnership agreement

Usually specifies meeting frequency and minute requirements.

Employment agreement

Officer appointments recorded in minutes.

Free business templates

Full business document library.

Questions

Do small companies/LLCs need minutes?

Corporations are legally required to keep minutes; LLCs are less strictly required but should document major decisions (loans, distributions, new members).

How detailed should they be?

Concise: motions, votes, decisions, action items. Avoid verbatim debate or personal opinions.

Who signs?

Secretary (or chair) certifies minutes as accurate after approval.

Where are they kept?

In the corporate minute book (physical or digital) — auditors, banks, courts and shareholders may ask to see them.

Can minutes be amended?

Corrections are made at the next meeting when minutes are approved; the correction is noted in that meeting minutes.

Browse all templates →

These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.

Continue drafting Top