Meeting Minutes Templates & Examples for Effective Documentation
Letter #1: Minutes of Convention Planning Meeting
Doe Legal Secretaries convention planning meeting was held on October 1, 2018, at 9:00 a.m. in Wildwood Cottage. Attendees included [list of attendees].
The minutes of the September 3 meeting were approved with an amendment regarding convention appointments.
Committee reports were presented, including updates on securing speakers, brochure design, and venue arrangements.
Jane Doe detailed the work of three committees: Transportation, Banquet, and Luncheons.
The next meeting is scheduled for October 30 in [person's name]'s office.
Letter #2: Springfield Library Advisory Committee Meeting Minutes
The Springfield Library Advisory Committee (SLAC) met on September 5, 2018. The meeting was called to order by President John Doe at 7:30 p.m.
Treasurer Jane Doe reported a bank balance of $3,000 and announced her resignation. The Library Director, Ms. Johnson, showed newly ordered book plates.
Discussion included public library funding and a letter of appreciation to the Springfield County Council. It was agreed to request a three-day loan period for high-demand books.
The next meeting is scheduled for May 3, 2019, at 7:30 p.m.
Letter #3: Doe Corporation Advertising Committee Meeting Minutes
The Doe Corporation Advertising Committee held a weekly planning meeting on March 17, 2018, at 10:30 a.m. in Room 112.
Minutes from the previous meeting were approved. Old business included discussions on additional budget funds and plans for radio spot announcements.
The Finance Department approved an additional $1,000.00 for the 2018 fund. Discussion on radio advertising was postponed due to incomplete research.
No new business was introduced, and the meeting adjourned at 11:15 a.m.
Letter #4: Springfield High School English Department Faculty Meeting Minutes
The Springfield High School English Department held a faculty meeting on December 1, 2018, at 4:00 p.m., conducted by Jane Doe. The next meeting is scheduled for January 3.
Letter #5: [Company Name] Board Meeting Minutes
The [Company Name] Board of Directors meeting was held on [Date] at [Time] in [Location].
[List of attendees]
The meeting agenda included [list of agenda items].
Key discussions and decisions included [summarize key points].
The meeting was adjourned at [Time].
Letter #6: [Project Name] Team Meeting Minutes
The [Project Name] team meeting was held on [Date] at [Time] via [Video Conferencing Platform].
[List of attendees]
The meeting focused on [list of topics discussed].
Action items for team members include [list of action items].
The next meeting is scheduled for [Date] at [Time].
Letter #7: [Department Name] Weekly Meeting Minutes
The [Department Name] weekly meeting was held on [Date] at [Time] in [Location].
[List of attendees]
Updates were provided on [list of updates].
Upcoming deadlines and priorities include [list of deadlines and priorities].
The meeting concluded with a discussion on [topic discussed].
Letter #8: Minutes of the [Committee Name] Meeting
The [Committee Name] meeting was held on [Date] at [Time] in [Location].
[List of attendees]
The main focus of the meeting was [main topic].
Key decisions made include [list of decisions].
The next meeting will be held on [Date] at [Time].
Letter #9: [Organization Name] Annual General Meeting Minutes
The [Organization Name] Annual General Meeting (AGM) was held on [Date] at [Time] in [Location].
[List of attendees]
The AGM agenda included [list of agenda items].
Key highlights of the meeting included [summarize key highlights].
The minutes of the AGM will be circulated to all members for review.
Letter #10: [Event Name] Planning Meeting Minutes
The planning meeting for [Event Name] was held on [Date] at [Time] in [Location].
[List of attendees]
The meeting focused on [list of planning topics].
Tasks were assigned to [list of individuals and their tasks].
The next planning meeting is scheduled for [Date] at [Time].
Expert Tips
- Clearly state the meeting's name, date, time, and location.
- List all attendees.
- Concisely summarize key discussions, decisions, and action items.
- Use a professional and objective tone.
- Proofread for accuracy and clarity.
Write Unique and Personalized Letters: A Step-by-Step Guide
Follow these simple steps to write your own appointment letter effectively:
Sample Sentences
- ABC Industries Advertising Committee
March 17, 2019, 10:30 a.m. Room 112
Weekly planning meeting
Attendees: John Doe, Chairperson
Jane Doe
Ashley Jones - Semi-annual shareholders meeting
Doe Associates
Sept. 1, 2018, 7:00 p.m.
Marina Hotel
John Doe, chair - Main Street Clinic
Monthly planning session
June 10, 2018, 2:30 p.m.
In attendance: Dr. John Doe (chair), Dr. Meg Smith, Dr. James S. Smith, Jan Schmidt - Academic Standards Board
Term evaluation meeting
July 12, 2019, 8:30 a.m.
Attending: James Larsen (Dean of the College), John Doe, Tim Southers - Doe Sports Inc.
Employee Safety Concerns Committee Meeting
August 19, 2019, 12:30 p.m.
John Doe, chair - Participants: John Doe, Jane Doe, Steven Doe, Robert Doe
Key Phrases
- See step 1 examples.
Sample Sentences
- The minutes from the May 18 meeting were read and approved; no additions or corrections were made.
- The minutes from last week's meeting were not reviewed, and nothing was added to them.
- Meg Doe read the minutes from the October 8 meeting. Robert Jones noted that we had agreed as a committee to investigate different consulting firms to help us identify potential growth areas. The committee agreed to include Robert's note in the minutes.
- The minutes from the previous meeting were read, and we voted to remove a comment that we had discussed the company's dress code. That discussion had taken place in a previous meeting. The minutes were approved with that change.
- The minutes from the January 17 meeting were read and approved with no amendments.
Key Phrases
- it was pointed out that
- meeting was convened at
- minutes of the regular meeting
- no additions or corrections were made
- no corrections were made
- nothing was added
- proposal was made to
- proposed a motion
- read the minutes
- the minutes were amended to read
- the amended minutes were approved
- the minutes of the previous meeting
- the proposed change was approved
- the minutes were approved
- the committee agreed to include
- the minutes were read
- the minutes of the May 18 meeting
- the minutes from the May 18 meeting
- voted to remove
- was unanimously approved
- were distributed and read
- were not reviewed
- were read and approved
- with the following correction
Sample Sentences
- Dean Smith discussed the latest reports on how Doe College compares with other colleges in graduate placement.
- After lively discussion, the committee decided that meetings will be held at 10:00 a.m. each Monday, effective March 10.
- The design department recommended that we appropriate funds to hire an independent research firm to determine which designs elicit the most positive responses from our customers. The department argued that our traditional designs were not user-friendly. They felt that an independent study would prove them right. The board did not approve the appropriation.
- Jane Doe moved that we create a new part-time position in the department to distribute documents to ensure that everyone gets the information they need. The committee agreed to study the budget and vote on it at our next meeting.
- The board decided to discontinue funding yearly programs older than three years, unless the original proposals had been guaranteed funding for five years.
Key Phrases
- a brief discussion followed
- after extensive discussion
- after a lively discussion
- agreed unanimously
- agreed, with one dissenting vote
- agreed to
- agreed that
- decided to
- did not approve the
- did not come to a vote
- discussed the latest
- discussion focused on
- it was pointed out that
- it was proposed that
- moved that we should
- offered to
- presented a report on
- recommended that
- should be authorized to
- should appropriate funds for
- suggested that we
- the following agenda items
- to follow up on
- to take action on
- voted in favor of
- was tabled until
- will study the
Sample Sentences
- Dr. Doe was asked to investigate the possibility of adding catastrophic coverage to our corporate insurance plan.
- John Doe was assigned to review the suggestions for improving the problem-solving procedure. He will report his findings at the next meeting.
- Robert was asked to investigate Mr. Doe's claim, and arrange appropriate compensation if justified.
- We were all asked to consider the possibility of giving smaller bonuses this quarter, in light of the drop in profits.
- Jane Doe asked us to submit nominations for the new vice president of sales.
Key Phrases
- asked us to submit
- asked for clarification of
- at the next meeting
- has agreed to
- is investigating the possibility of
- offered to
- stated that he would
- to consider the possibility
- to report on
- was asked to investigate
- was assigned to
- was asked to take action
- was asked to submit
- was asked to
- we were all asked to
- will report his findings
- will make arrangements to
- will investigate the
- will attend
- will report on
- will review the
- will investigate the
- will initiate
Sample Sentences
- The next meeting will be held on March 7, in Room 111, at 11:00 a.m.
- The meeting was adjourned at 9:02 a.m.
- Minutes were recorded by John Doe.
- Because of the holiday break, the next meeting will not convene until January 10, at the usual time and place.
- Adjournment was at 12:15 p.m.
- Minutes respectfully submitted by John Doe.
- The meeting was adjourned at 4:35 p.m. The next regular meeting will take place on November 4, at 3:30 p.m. Minutes submitted by John Doe.
- A follow-up meeting was scheduled for Tuesday, July 7, at 1:00 p.m., in Jill Thompson's office. The meeting was adjourned at 1:52 p.m. Minutes submitted by John Doe.
- We agreed to meet together as separate teams, and we also agreed that the next department meeting would be scheduled by Jane Doe. Minutes taken by John Doe.
- The meeting was adjourned at 4:35 p.m. It was agreed that we would meet the next day at 9:00 a.m. to resume the discussion. Minutes taken by Jane Doe.
Key Phrases
- at the usual time and place
- because of the holiday break
- minutes submitted by
- minutes respectfully submitted by
- minutes were recorded by
- minutes taken by
- the next meeting will be held
- the meeting was adjourned at
- the next regular meeting will take place on
- the meeting adjourned at
- the next meeting will convene at
- to resume discussion on
- will schedule the room
- will be held on March 7, in Room
- will meet together as teams
- would meet the next day at
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