Meetings | Business Correspondence and Reporting (Old Scheme) - CA Foundation PDF Download

 Page 1


To enable learners to: 
1. Learners understand the concept of a meeting. 
2. Gain knowledge of the components of meetings.
3. Learn to prepare agendas.
4. Are able to take down notes at meetings and write minutes of meeting.
5. Gain competency in compiling a ‘Action Taken Report’ .
w Dene meeting.
w Describe the format of a meeting.
w Explain requisites for conducting a meeting.
w Elucidate need for agenda.
w State elements that comprise an agenda.
w Discuss how to form an agenda.
w Learn taking down notes during meeting. 
w Explicate writing down minutes of meetings.
w Discuss ‘Action Taken Report’ .
w Write ‘ Action Taken Report’ .
  DEFINITION
According to Business Dictionary a meeting is dened as,  ‘Formal or informal deliberative assembly 
of individuals called to debate certain issues and problems, and to take decisions. Formal meetings 
are held at denite times, at a denite place, and usually for a denite duration to follow an agreed 
upon agenda. In a corporate setting, they are divided into two main groups. 
(1)  Organizational meeting: normally a regular meeting involving stockholders (shareholders) and 
management, such as a board meeting and annual general meeting (AGM). 
13
CHAPTER
MEETINGS
LEARNING OBJECTIVES
GOALS
Page 2


To enable learners to: 
1. Learners understand the concept of a meeting. 
2. Gain knowledge of the components of meetings.
3. Learn to prepare agendas.
4. Are able to take down notes at meetings and write minutes of meeting.
5. Gain competency in compiling a ‘Action Taken Report’ .
w Dene meeting.
w Describe the format of a meeting.
w Explain requisites for conducting a meeting.
w Elucidate need for agenda.
w State elements that comprise an agenda.
w Discuss how to form an agenda.
w Learn taking down notes during meeting. 
w Explicate writing down minutes of meetings.
w Discuss ‘Action Taken Report’ .
w Write ‘ Action Taken Report’ .
  DEFINITION
According to Business Dictionary a meeting is dened as,  ‘Formal or informal deliberative assembly 
of individuals called to debate certain issues and problems, and to take decisions. Formal meetings 
are held at denite times, at a denite place, and usually for a denite duration to follow an agreed 
upon agenda. In a corporate setting, they are divided into two main groups. 
(1)  Organizational meeting: normally a regular meeting involving stockholders (shareholders) and 
management, such as a board meeting and annual general meeting (AGM). 
13
CHAPTER
MEETINGS
LEARNING OBJECTIVES
GOALS
13.2
BUSINESS CORRESPONDENCE AND REPORTING
(2)  Operational meeting: regular or ad hoc meeting involving management and employees, such as 
a committee meeting, planning meeting, and sales meeting.
  INTRODUCTION
Meetings are part and parcel of everyday life in work places in modern times. Meetings are conducted by 
people within an organization to resolve any problems and issues faced while completing any work, to 
chalk out new strategies to promote business/ increase protability, to exchange ideas and information, to 
ensure coordination on issues on the agenda and eective communication within the group/ organization. 
For any meeting to be successful, it needs the support of the group involved, or the organisation behind it 
and it must have the intention of achieving some goal or objective.
The Requisites for a Meeting are:  
1. Select the Right Participants: The participants in the meeting have to be chosen with extreme care. 
Often people are included because they belong to the department or are a part of the team, or because 
you don’t want to oend anyone. To engage in a purposeful meeting, participants must have a reason 
for attending; a point of view about the issue, the need to know, the authority to make a decision, or any 
useful information, that will dd value to the discussion and lead to some conclusion.
2. Send Intimation to all participants: The notice for the meeting should be sent by a proper authority at 
least2-3 days before the meeting so that participants have time to gather information and data required 
for it. It must have information about date, time, venue, names of participants and the agenda of the 
meeting. 
3. Set an Agenda: An agenda must be provided before the meeting. Agendas are the framework on 
which the meeting stands. It communicates the subject of the meeting, the speakers, time allotted to 
each speaker etc.
4. Appoint a Facilitator:  A facilitator is appointed to guide the meeting to its logical conclusion. His 
task is to aid the group in reaching a consensus in taking a decision. The members of the group are 
accountable and committed to the resolution taken by them. He ensures that the meeting stays on 
track, helps by providing a structure to a process, and enables cooperative decision-making without 
conict. 
5. Arrive at Clear Conclusions and Formulate Next Steps: Many times meetings fail to come to clear 
and unambiguous conclusions about the points under consideration. After deliberation on an agenda 
topic, it is necessary to summarize what was discussed; state lucidly the deductions arrived at, and 
decide on the future steps that need to be taken. At the conclusion of the meeting a briey recount the 
proceedings and summarize the future course of action.
6. Create Opportunities For Creativity and Participation: In most meetings the structure is top- centric, 
that is, the senior management speaks and the juniors only contribute when asked to give their input. 
When there is lack of free ow of ideas, information and opportunities to speak, the members fail 
to contribute perspective, curiosity, and creativity. In such a scenario the purpose of the meeting is 
defeated. A meetings should be opportunity to bring multiple perspectives into the room in order to 
collaborate, debate, decide, and perform the real work of a team.
  NEED FOR AN AGENDA
Agendas are the blueprints for building successful meetings. They are vital and essential as they:
a. State the objective/purpose of the meeting.
Page 3


To enable learners to: 
1. Learners understand the concept of a meeting. 
2. Gain knowledge of the components of meetings.
3. Learn to prepare agendas.
4. Are able to take down notes at meetings and write minutes of meeting.
5. Gain competency in compiling a ‘Action Taken Report’ .
w Dene meeting.
w Describe the format of a meeting.
w Explain requisites for conducting a meeting.
w Elucidate need for agenda.
w State elements that comprise an agenda.
w Discuss how to form an agenda.
w Learn taking down notes during meeting. 
w Explicate writing down minutes of meetings.
w Discuss ‘Action Taken Report’ .
w Write ‘ Action Taken Report’ .
  DEFINITION
According to Business Dictionary a meeting is dened as,  ‘Formal or informal deliberative assembly 
of individuals called to debate certain issues and problems, and to take decisions. Formal meetings 
are held at denite times, at a denite place, and usually for a denite duration to follow an agreed 
upon agenda. In a corporate setting, they are divided into two main groups. 
(1)  Organizational meeting: normally a regular meeting involving stockholders (shareholders) and 
management, such as a board meeting and annual general meeting (AGM). 
13
CHAPTER
MEETINGS
LEARNING OBJECTIVES
GOALS
13.2
BUSINESS CORRESPONDENCE AND REPORTING
(2)  Operational meeting: regular or ad hoc meeting involving management and employees, such as 
a committee meeting, planning meeting, and sales meeting.
  INTRODUCTION
Meetings are part and parcel of everyday life in work places in modern times. Meetings are conducted by 
people within an organization to resolve any problems and issues faced while completing any work, to 
chalk out new strategies to promote business/ increase protability, to exchange ideas and information, to 
ensure coordination on issues on the agenda and eective communication within the group/ organization. 
For any meeting to be successful, it needs the support of the group involved, or the organisation behind it 
and it must have the intention of achieving some goal or objective.
The Requisites for a Meeting are:  
1. Select the Right Participants: The participants in the meeting have to be chosen with extreme care. 
Often people are included because they belong to the department or are a part of the team, or because 
you don’t want to oend anyone. To engage in a purposeful meeting, participants must have a reason 
for attending; a point of view about the issue, the need to know, the authority to make a decision, or any 
useful information, that will dd value to the discussion and lead to some conclusion.
2. Send Intimation to all participants: The notice for the meeting should be sent by a proper authority at 
least2-3 days before the meeting so that participants have time to gather information and data required 
for it. It must have information about date, time, venue, names of participants and the agenda of the 
meeting. 
3. Set an Agenda: An agenda must be provided before the meeting. Agendas are the framework on 
which the meeting stands. It communicates the subject of the meeting, the speakers, time allotted to 
each speaker etc.
4. Appoint a Facilitator:  A facilitator is appointed to guide the meeting to its logical conclusion. His 
task is to aid the group in reaching a consensus in taking a decision. The members of the group are 
accountable and committed to the resolution taken by them. He ensures that the meeting stays on 
track, helps by providing a structure to a process, and enables cooperative decision-making without 
conict. 
5. Arrive at Clear Conclusions and Formulate Next Steps: Many times meetings fail to come to clear 
and unambiguous conclusions about the points under consideration. After deliberation on an agenda 
topic, it is necessary to summarize what was discussed; state lucidly the deductions arrived at, and 
decide on the future steps that need to be taken. At the conclusion of the meeting a briey recount the 
proceedings and summarize the future course of action.
6. Create Opportunities For Creativity and Participation: In most meetings the structure is top- centric, 
that is, the senior management speaks and the juniors only contribute when asked to give their input. 
When there is lack of free ow of ideas, information and opportunities to speak, the members fail 
to contribute perspective, curiosity, and creativity. In such a scenario the purpose of the meeting is 
defeated. A meetings should be opportunity to bring multiple perspectives into the room in order to 
collaborate, debate, decide, and perform the real work of a team.
  NEED FOR AN AGENDA
Agendas are the blueprints for building successful meetings. They are vital and essential as they:
a. State the objective/purpose of the meeting.
13.3
MEETINGS
b. Inform of issues/ topics to be discussed.
c. Keep the meeting focused on the issue. It does not allow speakers to deviate from the subjects and 
issues at hand. 
d. Give time to the participants understand and prepare for their roles.
e. Allot specic time to each speaker.
f. Inform the sequence in which the members speak.
An example of tabular agenda-
Time Topic Attendees Speaker Duration
9:00am Introduction Names of the participants Name of the speaker 15 minutes
9:15 am Discussing upcoming 
strategy for launch of new 
product
Names of the participants Name of the speaker 30 minutes
9:45 am Project Report Names of the participants Name of the speaker 30 minutes
10:15 am Tea break All members 20 minutes
10:35 am Market trends Names of the participants Name of the speaker 25 minutes
11:00 am Details on costing Names of the participants Name of the speaker 30 minutes
11:30 am Open house Questions and 
discussions from 
participants
20 minutes
11:50 am Thank you note All members Chairperson 10 minutes
Template for Meeting Agenda:
Source: Vertex42.com
Page 4


To enable learners to: 
1. Learners understand the concept of a meeting. 
2. Gain knowledge of the components of meetings.
3. Learn to prepare agendas.
4. Are able to take down notes at meetings and write minutes of meeting.
5. Gain competency in compiling a ‘Action Taken Report’ .
w Dene meeting.
w Describe the format of a meeting.
w Explain requisites for conducting a meeting.
w Elucidate need for agenda.
w State elements that comprise an agenda.
w Discuss how to form an agenda.
w Learn taking down notes during meeting. 
w Explicate writing down minutes of meetings.
w Discuss ‘Action Taken Report’ .
w Write ‘ Action Taken Report’ .
  DEFINITION
According to Business Dictionary a meeting is dened as,  ‘Formal or informal deliberative assembly 
of individuals called to debate certain issues and problems, and to take decisions. Formal meetings 
are held at denite times, at a denite place, and usually for a denite duration to follow an agreed 
upon agenda. In a corporate setting, they are divided into two main groups. 
(1)  Organizational meeting: normally a regular meeting involving stockholders (shareholders) and 
management, such as a board meeting and annual general meeting (AGM). 
13
CHAPTER
MEETINGS
LEARNING OBJECTIVES
GOALS
13.2
BUSINESS CORRESPONDENCE AND REPORTING
(2)  Operational meeting: regular or ad hoc meeting involving management and employees, such as 
a committee meeting, planning meeting, and sales meeting.
  INTRODUCTION
Meetings are part and parcel of everyday life in work places in modern times. Meetings are conducted by 
people within an organization to resolve any problems and issues faced while completing any work, to 
chalk out new strategies to promote business/ increase protability, to exchange ideas and information, to 
ensure coordination on issues on the agenda and eective communication within the group/ organization. 
For any meeting to be successful, it needs the support of the group involved, or the organisation behind it 
and it must have the intention of achieving some goal or objective.
The Requisites for a Meeting are:  
1. Select the Right Participants: The participants in the meeting have to be chosen with extreme care. 
Often people are included because they belong to the department or are a part of the team, or because 
you don’t want to oend anyone. To engage in a purposeful meeting, participants must have a reason 
for attending; a point of view about the issue, the need to know, the authority to make a decision, or any 
useful information, that will dd value to the discussion and lead to some conclusion.
2. Send Intimation to all participants: The notice for the meeting should be sent by a proper authority at 
least2-3 days before the meeting so that participants have time to gather information and data required 
for it. It must have information about date, time, venue, names of participants and the agenda of the 
meeting. 
3. Set an Agenda: An agenda must be provided before the meeting. Agendas are the framework on 
which the meeting stands. It communicates the subject of the meeting, the speakers, time allotted to 
each speaker etc.
4. Appoint a Facilitator:  A facilitator is appointed to guide the meeting to its logical conclusion. His 
task is to aid the group in reaching a consensus in taking a decision. The members of the group are 
accountable and committed to the resolution taken by them. He ensures that the meeting stays on 
track, helps by providing a structure to a process, and enables cooperative decision-making without 
conict. 
5. Arrive at Clear Conclusions and Formulate Next Steps: Many times meetings fail to come to clear 
and unambiguous conclusions about the points under consideration. After deliberation on an agenda 
topic, it is necessary to summarize what was discussed; state lucidly the deductions arrived at, and 
decide on the future steps that need to be taken. At the conclusion of the meeting a briey recount the 
proceedings and summarize the future course of action.
6. Create Opportunities For Creativity and Participation: In most meetings the structure is top- centric, 
that is, the senior management speaks and the juniors only contribute when asked to give their input. 
When there is lack of free ow of ideas, information and opportunities to speak, the members fail 
to contribute perspective, curiosity, and creativity. In such a scenario the purpose of the meeting is 
defeated. A meetings should be opportunity to bring multiple perspectives into the room in order to 
collaborate, debate, decide, and perform the real work of a team.
  NEED FOR AN AGENDA
Agendas are the blueprints for building successful meetings. They are vital and essential as they:
a. State the objective/purpose of the meeting.
13.3
MEETINGS
b. Inform of issues/ topics to be discussed.
c. Keep the meeting focused on the issue. It does not allow speakers to deviate from the subjects and 
issues at hand. 
d. Give time to the participants understand and prepare for their roles.
e. Allot specic time to each speaker.
f. Inform the sequence in which the members speak.
An example of tabular agenda-
Time Topic Attendees Speaker Duration
9:00am Introduction Names of the participants Name of the speaker 15 minutes
9:15 am Discussing upcoming 
strategy for launch of new 
product
Names of the participants Name of the speaker 30 minutes
9:45 am Project Report Names of the participants Name of the speaker 30 minutes
10:15 am Tea break All members 20 minutes
10:35 am Market trends Names of the participants Name of the speaker 25 minutes
11:00 am Details on costing Names of the participants Name of the speaker 30 minutes
11:30 am Open house Questions and 
discussions from 
participants
20 minutes
11:50 am Thank you note All members Chairperson 10 minutes
Template for Meeting Agenda:
Source: Vertex42.com
13.4
BUSINESS CORRESPONDENCE AND REPORTING
  MINUTES OF A MEETING
Minutes, also known as protocols or, informally notes, are the instant written record of a meeting or hearing. 
They typically describe the events of the meeting and may include a list of attendees, a statement of the 
issues considered by the participants, and related responses or decisions for the issues.(Wikipedia)
The Reasons for writing meeting minutes: Writing minutes is extremely important as-
 a. Various participants may have dierent recollections of the meeting.
 b. Diverse interpretations of action plan possible.
 c. Important tasks can be forgotten.
 d. Dates of submission of subject matter/ report/ action taken plan overlooked/ achievement of 
specied tasks pushed forward.
 e. A written record is always available for ready reference.
 f. Used as reminders for oneself and others.
 g. Can be required for legal reasons.
Steps in writing meeting minutes:
Points to be kept in mind while writing minutes of meeting:
1. Pre-Planning- It is essential in taking appropriate and complete notes of the meeting.
 • Use a copy of meeting agenda as a guideline to take notes and prepare the minutes. 
 • Use a similar order and numbering of items as on the agenda for the meeting. 
 • Note down the names of all people attending the meeting in advance.
 •  All documents and handouts used or given in the meeting should be led for future reference and 
to be shared with others.
 • Get clear instructions of the expectations of your role during the meeting, as well as the type of 
details expected in the minutes. 
2.  Record taking at the meeting- Understand the type of information you need to record at the meeting. 
Though several organizations have their own structures in place, there are several points which are 
common to all:
 • Mention date and time of meeting.
 • Names of all attending the meeting and also of the absentees.
 • The correction and amendments made with reference to the previous meeting minutes.
 • The decisions taken about each agenda item.
 • The necessary steps taken or will be taken with reference to the issue.
 • The future plan of action.
 • Date and time of next meeting, if decided.
Page 5


To enable learners to: 
1. Learners understand the concept of a meeting. 
2. Gain knowledge of the components of meetings.
3. Learn to prepare agendas.
4. Are able to take down notes at meetings and write minutes of meeting.
5. Gain competency in compiling a ‘Action Taken Report’ .
w Dene meeting.
w Describe the format of a meeting.
w Explain requisites for conducting a meeting.
w Elucidate need for agenda.
w State elements that comprise an agenda.
w Discuss how to form an agenda.
w Learn taking down notes during meeting. 
w Explicate writing down minutes of meetings.
w Discuss ‘Action Taken Report’ .
w Write ‘ Action Taken Report’ .
  DEFINITION
According to Business Dictionary a meeting is dened as,  ‘Formal or informal deliberative assembly 
of individuals called to debate certain issues and problems, and to take decisions. Formal meetings 
are held at denite times, at a denite place, and usually for a denite duration to follow an agreed 
upon agenda. In a corporate setting, they are divided into two main groups. 
(1)  Organizational meeting: normally a regular meeting involving stockholders (shareholders) and 
management, such as a board meeting and annual general meeting (AGM). 
13
CHAPTER
MEETINGS
LEARNING OBJECTIVES
GOALS
13.2
BUSINESS CORRESPONDENCE AND REPORTING
(2)  Operational meeting: regular or ad hoc meeting involving management and employees, such as 
a committee meeting, planning meeting, and sales meeting.
  INTRODUCTION
Meetings are part and parcel of everyday life in work places in modern times. Meetings are conducted by 
people within an organization to resolve any problems and issues faced while completing any work, to 
chalk out new strategies to promote business/ increase protability, to exchange ideas and information, to 
ensure coordination on issues on the agenda and eective communication within the group/ organization. 
For any meeting to be successful, it needs the support of the group involved, or the organisation behind it 
and it must have the intention of achieving some goal or objective.
The Requisites for a Meeting are:  
1. Select the Right Participants: The participants in the meeting have to be chosen with extreme care. 
Often people are included because they belong to the department or are a part of the team, or because 
you don’t want to oend anyone. To engage in a purposeful meeting, participants must have a reason 
for attending; a point of view about the issue, the need to know, the authority to make a decision, or any 
useful information, that will dd value to the discussion and lead to some conclusion.
2. Send Intimation to all participants: The notice for the meeting should be sent by a proper authority at 
least2-3 days before the meeting so that participants have time to gather information and data required 
for it. It must have information about date, time, venue, names of participants and the agenda of the 
meeting. 
3. Set an Agenda: An agenda must be provided before the meeting. Agendas are the framework on 
which the meeting stands. It communicates the subject of the meeting, the speakers, time allotted to 
each speaker etc.
4. Appoint a Facilitator:  A facilitator is appointed to guide the meeting to its logical conclusion. His 
task is to aid the group in reaching a consensus in taking a decision. The members of the group are 
accountable and committed to the resolution taken by them. He ensures that the meeting stays on 
track, helps by providing a structure to a process, and enables cooperative decision-making without 
conict. 
5. Arrive at Clear Conclusions and Formulate Next Steps: Many times meetings fail to come to clear 
and unambiguous conclusions about the points under consideration. After deliberation on an agenda 
topic, it is necessary to summarize what was discussed; state lucidly the deductions arrived at, and 
decide on the future steps that need to be taken. At the conclusion of the meeting a briey recount the 
proceedings and summarize the future course of action.
6. Create Opportunities For Creativity and Participation: In most meetings the structure is top- centric, 
that is, the senior management speaks and the juniors only contribute when asked to give their input. 
When there is lack of free ow of ideas, information and opportunities to speak, the members fail 
to contribute perspective, curiosity, and creativity. In such a scenario the purpose of the meeting is 
defeated. A meetings should be opportunity to bring multiple perspectives into the room in order to 
collaborate, debate, decide, and perform the real work of a team.
  NEED FOR AN AGENDA
Agendas are the blueprints for building successful meetings. They are vital and essential as they:
a. State the objective/purpose of the meeting.
13.3
MEETINGS
b. Inform of issues/ topics to be discussed.
c. Keep the meeting focused on the issue. It does not allow speakers to deviate from the subjects and 
issues at hand. 
d. Give time to the participants understand and prepare for their roles.
e. Allot specic time to each speaker.
f. Inform the sequence in which the members speak.
An example of tabular agenda-
Time Topic Attendees Speaker Duration
9:00am Introduction Names of the participants Name of the speaker 15 minutes
9:15 am Discussing upcoming 
strategy for launch of new 
product
Names of the participants Name of the speaker 30 minutes
9:45 am Project Report Names of the participants Name of the speaker 30 minutes
10:15 am Tea break All members 20 minutes
10:35 am Market trends Names of the participants Name of the speaker 25 minutes
11:00 am Details on costing Names of the participants Name of the speaker 30 minutes
11:30 am Open house Questions and 
discussions from 
participants
20 minutes
11:50 am Thank you note All members Chairperson 10 minutes
Template for Meeting Agenda:
Source: Vertex42.com
13.4
BUSINESS CORRESPONDENCE AND REPORTING
  MINUTES OF A MEETING
Minutes, also known as protocols or, informally notes, are the instant written record of a meeting or hearing. 
They typically describe the events of the meeting and may include a list of attendees, a statement of the 
issues considered by the participants, and related responses or decisions for the issues.(Wikipedia)
The Reasons for writing meeting minutes: Writing minutes is extremely important as-
 a. Various participants may have dierent recollections of the meeting.
 b. Diverse interpretations of action plan possible.
 c. Important tasks can be forgotten.
 d. Dates of submission of subject matter/ report/ action taken plan overlooked/ achievement of 
specied tasks pushed forward.
 e. A written record is always available for ready reference.
 f. Used as reminders for oneself and others.
 g. Can be required for legal reasons.
Steps in writing meeting minutes:
Points to be kept in mind while writing minutes of meeting:
1. Pre-Planning- It is essential in taking appropriate and complete notes of the meeting.
 • Use a copy of meeting agenda as a guideline to take notes and prepare the minutes. 
 • Use a similar order and numbering of items as on the agenda for the meeting. 
 • Note down the names of all people attending the meeting in advance.
 •  All documents and handouts used or given in the meeting should be led for future reference and 
to be shared with others.
 • Get clear instructions of the expectations of your role during the meeting, as well as the type of 
details expected in the minutes. 
2.  Record taking at the meeting- Understand the type of information you need to record at the meeting. 
Though several organizations have their own structures in place, there are several points which are 
common to all:
 • Mention date and time of meeting.
 • Names of all attending the meeting and also of the absentees.
 • The correction and amendments made with reference to the previous meeting minutes.
 • The decisions taken about each agenda item.
 • The necessary steps taken or will be taken with reference to the issue.
 • The future plan of action.
 • Date and time of next meeting, if decided.
13.5
MEETINGS
Suggestions for Taking Notes:
a. Have a format/ structure ready. Note down main points to be discussed in the agenda so that you 
simply jot down the all details of discussions, decisions etc. under each main/ sub point. Include 
space below each item on your outline for your hand-written notes which can be printed later.
b. Keep a record of attendees –ensure that the names of all people attending the meeting are noted.
c. Mention all absentees at the meeting.
d. Make notes on all items for discussion on agenda side by side to ensure accuracy.
e. Ask for any clarication if there is ambiguity at any point.
f. Do not try to capture it all as it is impossible to write down the complete proceedings of the 
meeting. Therefore, write (or type) just the decisions, assignments, action steps, etc. simply, clearly 
and concisely.
g. Record it –you can also record the meeting (e.g., on your smart phone, iPad, recording device, etc.). 
However, all participants must know that the proceedings are being recorded. The recording is 
useful if you need clarications.
3.  The Minutes Writing Process- 
After the meeting is over; you have to write the minutes. 
	 •	 A c cur a t e	r ec or ding	depends	on	wr iting	the	r epor t	while	you 	can	r ecall	all	tha t	happened .
	 •	 	Go 	thr ough	y our	work 	again.	 Y ou	may 	decide	to 	add	some	details	and	delet e	some	ma tt er .
	 •	 R echeck	 with	 all	 c onc er ned	 t o	 ensur e	 tha t	 all	 decision,	 r esolutions	 and	 motions	 ar e	 c or r ec tly	 not ed.
	 •	 Ensur e	 tha t	 all	 r equir ed	 details	 ar e	 not ed, 	 especially	 if	 the	 meetings	 ar e	 length y	 and	 long	 dr awn 	
deliberations have taken place.
	 •	 A ll	not es	should	be	br ief	and	clear .
	 •	 Ensur e	pr oper	sequenc e ,	flow 	and	g r amma tical	ac cur ac y .
	 •	 D o	not	include	any 	c onflic ts	or	personal	c ommen ts .
	 •	 Any 	r ef er enc e	ma t er ial	can	be	a ttached	in	the	appendix	or	men tion	wher e	it	can	be	f ound .
4.  Circulating/Sharing Minutes of the Meeting- 
 If you have to circulate the minutes of the meeting, be sure that the appropriate authority has reviewed 
and	 appr o ved 	 the	 minut es. 	 Y ou	 can	 either	 send	 har d	 c opies	 or	 shar e	 the	 minut es	 (if	 the	 author ities	
permit it) via an email.
5.  Filing/Storage of Meeting Minutes- 
After the nal approval, the minutes need to be stored for future reference. The minutes can be stored 
online, in hard drives or printed and put in les.
Example of minutes of meeting:
Minutes
Date: 5th Dec, 2016
Meetings started at 9: 00 am.