![]() The plan for the meeting, usually laid out as a list of items to be discussedĪ modification to a motion that does not replace a motion but adds to itĪ notification that a member will be absent Key terms often used in corporate meetings include: You should understand these terms as you will probably have to use them in the official meeting minutes document. What board members attended the meeting and who was not presentĪcceptance and/or corrections to the previous meeting's minutesĮach agenda item that was discussed with decisions made or next steps to be takenĪs the person in charge of recording meeting minutes, you will become familiar with key terms often used throughout the meeting. Meeting minutes should include the following information: You will find that meeting minutes can be written in many formats, but they generally include similar key information. Many corporations have shifted to using a cloud-based platform that all board members can access to retrieve the meeting minutes.įor additional resources about how to write meeting minutes, It is common in most corporations for the chairperson to review and approve the meeting minutes for circulation.ĭistribution of meeting minutes can happen in several ways. Once the meeting minutes are completed, you must include your name as the person who submitted the minutes and have the minutes approved. Step 4: Submission and Approval of Meeting Minutes ![]() You will typically follow a professional template or format that your corporation has chosen for the meeting minutes. You will want to write the meeting minutes as soon as possible when the meeting is still fresh in your memory. Step 3: Writing the Official Meeting Minutes DocumentĪfter the meeting, using your detailed notes, you can now write the final draft of the meeting minutes. Some people who take notes for meeting minutes go a step further and record the meeting to refer to the recording when drafting the official document. If you are taking notes and miss something at any time, don't hesitate to ask for clarification or for someone to repeat what they have said. Your notes should be as detailed as possible so you don't miss anything when you draft the official meeting minutes document. As each topic is discussed during the meeting, you will be able to take organized, accurate notes.ĭuring the meeting, you will take notes and record all important actions and decisions. Using the agenda, you can prepare an outline with each agenda item already noted. Before the meeting, meet with the chairperson to discuss the agenda for the meeting. If you are tasked with recording minutes during a corporate meeting, planning ahead and creating an outline is a good first step. It is important that the structure is professional, and all key information from the meeting is included.įollow these steps to find out how to write meeting minutes accurately and professionally during a corporate meeting. Meeting minutes can be written in many ways, and there are several formats that can be used when preparing meeting minutes. To read more about meeting minutes and their purpose. These records are helpful to a board when they are making decisions about how to move forward with decisions or new projects. Meeting minute records should be retained for at least seven years and must be available to all board members upon request. In addition, if a board member missed the meeting, they can refer to the minutes to find out what happened. In some cases, the IRS will request minutes during an audit. ![]() ![]() This can provide your company with legal protection because it is a record of all actions taken by members. Meeting minutes are beneficial for a company because they detail: Holding annual meetings and recording meeting minutes (sometimes abbreviated to "MoM") are two requirements that must be fulfilled in most states.Įven if your state does not require recorded meeting minutes, businesses are encouraged to record minutes anyway. , and they are an essential part of corporate governance.Īre required to follow specific business laws to maintain their corporate status. During a corporation's annual meeting, it is required that someone in attendance, usually the Secretary to the Board, takes notes and records what events took place at the meeting.
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