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Professional Writing

College of Public and Community Service

University of Massachusetts Boston

©2012 William Holmes

WRITING MINUTES

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ELEMENTS OF MINUTES: 1

DateAttendanceReview and

approval of prior minutes

Decisions

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ELEMENTS OF MINUTES: 2

Issues Resolved

ReportsNew BusinessDate and time

of next meeting

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GENERAL PRINCIPLES FOR MINUTES

Arrive EarlyHave Copy of AgendaReview Prior MinutesRecord DateRecord Names as

People ArriveGroup Notes by

Agenda

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RECORDING NOTES FOR MINUTES: 1

Check Name SpellingsNote Corrections to Prior

Minutes and ApprovalMake Notes by Agenda

TopicRecord Issues Discussed

Within Topics

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RECORDING NOTES FOR MINUTES: 2

Don’t Record Individual Comments

Note DecisionsNote Decisions DeferredRecord Motion to

Adjourn

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PRODUCING MINUTES

Follow prior formatWrite up notes soon

afterCheck names and

spellingCheck decisions madeCheck decisions

deferredConfer over

ambiguities

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ROBERT’S RULES FOR MINUTES: 1

Date, time, location, attendees

Establishing QuorumLegal documentOfficial AnnouncementsMotions and votes for all

decisionsExact wording of Motions

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ROBERT’S RULES FOR MINUTES: 2

Approval of Prior Minutes

Points of OrderRulingsAttachmentsOmit withdrawn

motionsOmit what said

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MINUTE TIPS

Note chair, recorder, and guests

Have outline in advance with space for notes

Review agenda in advanceIf don’t know names, pass

around sheet or ask for introductions

Record in easiest way for youWrite them up soon

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EXAMPLE MINUTE OUTLINE

1. Organization name and date

2. Attendees3. Prior Minutes4. Old Business (agenda)—

topics and decisions5. New Business (from floor)—

topics and decisions6. Adjournment7. Next Meeting