A meeting minutes template gives your team one place to record what happened in a meeting, what was decided, and what needs to happen next. Instead of starting from a blank page each time, you can use the same meeting minute format and fill in the details as you go.
The minute templates below cover different types of meetings, from team check-ins and project updates to client calls and board meetings. Choose the template that fits your meeting, then change the sections to match how your team works.
What should a meeting minutes template include?
A meeting minutes template should be easy to fill in during the meeting and easy to read afterward. Using a template helps you take notes, even if you are a pro at taking notes at meetings and already know the best note-taking methods. If you are new to meeting minutes, start learning with our guide on how to write meeting minutes.
Most meeting minute templates include:
- Meeting title, date, time, and location or video link
- Meeting lead and note taker
- Attendees and absences
- Agenda topics
- Short discussion notes
- Decisions made
- Action items, owners, and due dates
- Details for the next meeting
You do not need to write down every comment. Meeting minutes are most useful when they show the decisions that were made, questions that are still open, and work that was assigned. Your notes should serve as a summary of the meeting.
You can also use meeting minutes templates from tools such as Microsoft Word or Canva if you want a ready-made layout that you can edit and share.
Free meeting minutes template
This general meeting minutes template works for most types of meetings. Copy and paste it to an empty document or into a Notion page and start taking notes.
- Meeting title: [Name of meeting, team, or project]
- Date: [MM/DD/YYYY]
- Time: [Start time] to [End time]
- Location or video link: [Room or meeting link]
- Chairperson: [Name]
- Note taker: [Name]
Attendance
- Present: [Names]
- Absent or regrets: [Names]
- Guests: [Names]
Approval of previous minutes
- Status: [Approved / Approved with changes / Not discussed]
- Notes: [List any changes or comments]
Agenda and discussion
1. [Agenda item]
- Discussion: [Short summary of the main points]
- Decision: [What the group agreed, approved, delayed, or rejected]
2. [Agenda item]
- Discussion: [Short summary of the main points]
- Decision: [What the group agreed, approved, delayed, or rejected]
Action items
Task: [Description]
- Owner: [Name]
- Due date: [MM/DD/YYYY]
Task: [Description]
- Owner: [Name]
- Due date: [MM/DD/YYYY]
Next meeting
- Date: [MM/DD/YYYY]
- Time: [Time]
- Location or video link: [Location or link]
- Topics to cover: [Brief list]
This format keeps discussion notes separate from decisions and next steps. Someone who missed the meeting can quickly review the minutes to see what happened and what they need to do. When taking notes, you should aim to be brief and make a summary of everything important mentioned. Record all of the key points, but no need to go into too much detail.
Want a faster way to turn meetings into notes? Summary AI’s AI Note Taker can capture key points, decisions, and action items from a meeting automatically.
Record and get accurate transcripts
- Take unlimited notes directly from your phone.
- Perfect & detailed summaries made with AI.
- Secure cloud storage — GDPR, ISO & CCPA compliant.
Simple meeting minutes template
Use this version of the template for weekly team meetings, short check-ins, and other meetings that do not need detailed notes.
- Date: [MM/DD/YYYY]
- Attendees: [Names]
- Absent: [Names]
Updates
- [Team member or department]: [Short update
- [Team member or department]: [Short update]
Decisions
- [Decision]
- [Decision]
- [Decision]
Action items
- [Task] | Owner: [Name] | Due: [Date]
- [Task] | Owner: [Name] | Due: [Date]
Next meeting
[Date, time, and location]
This simple meeting minutes template keeps things short and focuses on updates, decisions, and next steps. It works well for meetings that happen often where it is structured more as a quick check-in.
Meeting minutes template with action items
Use this format when the main goal of the meeting is to move work forward and make sure every task has an owner.
Meeting: [Name]
Date: [MM/DD/YYYY]
Attendees: [Names]
Key decisions
- [Decision and short context]
- [Decision and short context]
Action items
Task: [Task]
- Owner: [Name]
- Due date: [Date]
- Status: [Not started / In progress / Done]
Task: [Task]
- Owner: [Name]
- Due date: [Date]
- Status: [Not started / In progress / Done]
Task: [Task]
- Owner: [Name]
- Due date: [Date]
- Status: [Not started / In progress / Done]
Blockers or open questions
[Question or blocker] | Owner: [Name] | Next step: [Action]
This meeting minutes format makes follow-up easier because every task has a clear owner, deadline, and status.
Project management minutes template
A project meeting minutes template helps you keep track of progress, changes, risks, and upcoming work. It can be used for project kickoffs, planning sessions, and milestone reviews.
Project: [Project name]
Meeting date: [MM/DD/YYYY]
Meeting lead: [Name]
Attendees: [Names]
Project status
Overall status: [On track / At risk / Delayed]
Progress since the last meeting:
- [Update]
- [Update]
- [Update]
Key discussion points
- [Topic]: [Short summary]
- [Topic]: [Short summary]
- [Topic]: [Short summary]
Decisions and changes
- [Decision or approved change]
- [Decision or approved change]
- [Decision or approved change]
Risks and blockers
[Risk or issue] | Owner: [Name] | Next step: [Action]
Action items
[Task] | Owner: [Name] | Due: [Date]
Next project milestone
[Milestone, date, and owner]
Keeping these notes over time also gives the team a record of why certain project decisions were made.
Board of directors meeting minutes template
Meeting minutes for board meetings often need more detail than regular team notes. They may need to record attendance, quorum, motions, votes, resolutions, and approval of earlier minutes.
Organization: [Organization name]
Meeting type: [Regular / Special / Annual]
Date: [MM/DD/YYYY]
Time: [Start time] to [End time]
Location: [Location or video link]
Directors present
[Names]
Directors absent
[Names]
Quorum
[Confirmed / Not confirmed]
Call to order
The meeting was called to order at [Time] by [Name].
Approval of previous minutes
Minutes from [Date] were [approved / approved with amendments].
Old business
- [Item]: [Discussion and decision]
New business
- [Item]: [Discussion and decision]
Motion: [Details]
Vote: [For / Against / Abstain]
Action items
[Task] | Owner: [Name] | Due: [Date]
Adjournment
The meeting ended at [Time].
Next meeting
[Date, time, and location]
The requirements for board meeting minutes can vary. They usually depend on the organization and governing documents, as well as local rules. If the minutes are part of an official legal or governance record, follow the format required by your organization or get professional advice when needed.
Meeting minutes template for Word
A Word meeting minutes template works well when you want a document that is easy to edit, print, save as a PDF, or keep in a shared folder.
You can copy the general minutes template above into Word and add your own styles or branding. If you hold the same meeting often, save the document as a template so you can reuse the same layout each time.
Word is especially useful for meetings that need a more formal record.
Meeting minutes template in Excel
Excel can be a better choice when action items are more important than detailed discussion notes. It makes it easy to sort work by owner, due date, or status.
You can even set up separate columns and name them appropriately.
You can keep the main meeting notes on one worksheet and action items on another. This makes it easier to check what is still open from past meetings.
Meeting minutes template for Google Docs
Google Docs works well when several people need to view or edit the same meeting notes. You can share the document before the meeting, add the agenda in advance, and fill in the minutes while the meeting is taking place.
After the meeting, team members can use comments to clear up details or confirm action items. Keeping the document in a shared folder also makes it easier for everyone to find later.
Skip writing minutes manually with Summary AI
A clear meeting minutes template makes it easier to keep track of decisions, action items, and follow-up afterwards. Once you find a format that fits your team, you can reuse it and keep your meeting records more consistent.
If you want to cut down on manual note-taking, Summary AI’s AI Note Taker can help capture the main points, decisions, and next steps from a meeting. That makes it easier to stay focused on the conversation while still ending up with notes you can review and share.
Record and get accurate transcripts
- Take unlimited notes directly from your phone.
- Perfect & detailed summaries made with AI.
- Secure cloud storage — GDPR, ISO & CCPA compliant.
FAQs
1. What is the proper format for minutes of a meeting?
Meeting minutes usually include the meeting date, attendees, agenda topics, key decisions, action items, and details for the next meeting. Formal board minutes may also include votes, motions, and quorum.
2. What are the four things that meeting minutes should include?
At a minimum, include the meeting details, attendees, decisions, and action items. Action items should also show who is responsible and the due date.
3. Can ChatGPT create meeting minutes?
Yes. ChatGPT can turn notes or a transcript into meeting minutes. Check the result before sharing it to make sure names, dates, decisions, and action items are correct.
4. What are common mistakes in meeting minutes?
Common mistakes include writing down too much, leaving out decisions, forgetting action owners or deadlines, and using unclear wording.
5. What not to include in meeting minutes?
Avoid personal opinions, private side conversations, and details that do not matter to the meeting outcome. Only include confidential information when it belongs in the official record and access is limited to the right people.
