Minutes writing is the process of preparing an official written record of the proceedings and decisions taken during a meeting. The secretary is generally responsible for recording and preparing the minutes. Minutes should include essential details such as the name of the organisation, type of meeting, date, time, venue, names of members present, names of absentees where required, agenda items, important discussions, resolutions, voting results, and decisions taken. They should be written clearly, accurately, objectively, and concisely. Personal opinions and unnecessary details should be avoided. After preparation, the minutes are submitted to the appropriate authority for confirmation or approval. Proper minutes provide evidence of decisions, support follow up actions, and serve as an important official record for future reference.
Types of Minutes:
1. Narrative Minutes
Narrative minutes provide a brief summary of the important discussions and proceedings of a meeting. They do not record every statement made by participants. Instead, they focus on the main points discussed, decisions taken, and actions assigned. The secretary prepares them in a clear and objective manner. Narrative minutes are useful when the organisation wants to preserve a general record of discussions without excessive detail. They help members understand how important matters were considered and what decisions resulted from the discussion. Therefore, narrative minutes provide a concise and useful record of meeting proceedings.
2. Resolution Minutes
Resolution minutes mainly record the formal resolutions or decisions adopted by a meeting. They provide details of the matters considered and clearly state the decisions approved by members. The wording of important resolutions is generally recorded accurately because it represents the official decision of the meeting. Discussions that do not directly relate to the final decision may be recorded briefly or omitted according to organisational practice. Resolution minutes are particularly useful for Board and formal organisational meetings. Therefore, they provide an authoritative record of decisions and responsibilities arising from the meeting.
3. Action Minutes
Action minutes focus mainly on the actions or tasks decided during a meeting. They record what action has to be taken, who is responsible for taking it, and the expected time or deadline where applicable. Details of lengthy discussions are generally kept brief. This type of minutes is useful for management and administrative meetings where implementation and follow up are important. Action minutes help employees understand their responsibilities and allow the secretary or manager to monitor progress. Therefore, action minutes are particularly useful for ensuring that meeting decisions are properly implemented.
4. Verbatim Minutes
Verbatim minutes provide a detailed record of the statements and proceedings of a meeting, sometimes closely following the actual words spoken. They may include detailed discussions, questions, answers, objections, and voting information. This method requires considerable time and careful recording by the secretary or designated person. Verbatim minutes are generally used only when detailed documentation is necessary because of legal, regulatory, or organisational requirements. They provide a comprehensive record but may be lengthy. Therefore, verbatim minutes are suitable when an exact or highly detailed record of proceedings is required.
5. Committee Minutes
Committee minutes are records of meetings conducted by committees within an organisation. They generally include the committee name, date, venue, members present, agenda items, discussions, decisions, and actions assigned. The secretary of the committee usually prepares and maintains these minutes. Committee minutes provide evidence of the matters considered and decisions taken by the committee. They may later be submitted to the Board or management for information or approval. Therefore, committee minutes support accountability, continuity, communication, and effective functioning of organisational committees.
6. Board Meeting Minutes
Board meeting minutes are the official record of proceedings and decisions of the Board of Directors. They generally include the date, time, venue, attendance, agenda items, important discussions, resolutions, voting results where relevant, and decisions taken. The company secretary or designated secretary is usually responsible for preparing and maintaining them according to applicable requirements. Board minutes are important corporate records and should be prepared carefully, accurately, and confidentially. They provide evidence of Board decisions and support proper corporate governance, accountability, and future reference.
Minutes Book:
Minutes Book is an official book or authorised record in which the proceedings and decisions of meetings are recorded and preserved. It may contain the minutes of Board meetings, general meetings, committee meetings, or other important organisational meetings. The secretary is generally responsible for preparing, maintaining, and updating the Minutes Book.
The Minutes Book normally records details such as the name and type of meeting, date, time, venue, names of members present, names of absentees where required, agenda items, important discussions, resolutions, decisions, and voting results. The minutes should be written clearly, accurately, objectively, and systematically.
The Minutes Book should be kept safely and protected from unauthorised alteration or access. Entries should be properly numbered and maintained in chronological order. Corrections, where permitted, should follow the prescribed procedure. In companies, minutes are maintained according to applicable corporate and legal requirements.
The Minutes Book serves as an important official record and evidence of decisions taken by the meeting. It helps the organisation track previous decisions, monitor implementation, and provide information for future meetings, audits, or legal purposes. Thus, proper maintenance of the Minutes Book is an important responsibility of the secretary.
Contents of Minutes:
The minutes of a meeting contain an accurate and systematic record of the important proceedings and decisions taken during the meeting. The main contents of minutes are as follows:
1. Name of the Organisation
The name of the company, institution, or organisation conducting the meeting is mentioned clearly.
2. Type of Meeting
The minutes specify whether the meeting is a Board meeting, general meeting, committee meeting, or another official meeting.
3. Date, Time and Venue
The date, starting time, and place of the meeting are recorded. For online meetings, the relevant platform or arrangement may also be mentioned.
4. Attendance
The names of members present and, where required, absent members are recorded. The Chairman and other important participants may also be identified.
5. Confirmation of Previous Minutes
The minutes may record the confirmation or approval of the minutes of the previous meeting, including any corrections made.
6. Agenda Items
The matters listed for discussion are recorded in the order in which they are considered.
7. Important Discussions
The minutes briefly record the important points discussed during the meeting. Unnecessary conversations and personal opinions are normally avoided.
8. Motions and Resolutions
Formal motions, resolutions, and decisions adopted by the meeting are recorded accurately. Important resolutions should reflect the decision approved by the members.
9. Voting Results
Where voting takes place, the minutes may record the result, including the decision approved or rejected and other relevant voting details where required.
10. Actions to be Taken
The minutes may mention the action required, the person or department responsible, and the deadline where applicable.
11. Any Other Business
Other matters discussed with the permission of the Chairman may be recorded under the appropriate heading.
12. Date of Next Meeting
If the next meeting has been decided, its date, time, or other relevant details may be mentioned.
13. Closing of Meeting
The time at which the meeting ended is recorded to complete the official record.
14. Signature
The minutes are signed or authenticated by the Chairman or other authorised person according to the applicable procedure.
