Meeting Minutes Example, Writing Guide and Free Template
Meeting minutes are an official record of what was discussed and decided at a meeting. They serve as a reference and communicate the outcomes to those responsible for taking action. Well-prepared minutes have three parts: a header (meeting name, number, date, location and attendees), discussions arranged by agenda item, and a resolution at the end of each item. Below, you will find a complete example and a five-step writing guide you can use right away.
Table of Contents:
- Meeting Minutes Example, Writing Guide and Free Template
- What Are Meeting Minutes?
- What Should Meeting Minutes Include?
- Complete Meeting Minutes Example
- How to Write Meeting Minutes: 5 Steps for Beginners
- What Makes Good Meeting Minutes?
- What Skills Should a Minute-Taker Have?
- Meeting Minutes Examples and a Free Word Template: Key Takeaways
- Frequently Asked Questions About Meeting Minutes
What Are Meeting Minutes?
Meeting minutes record the views expressed by members and other participants, together with the resolutions reached. They provide evidence of decisions and actions and inform the relevant people of the outcomes and next steps.
This document differs from a meeting agenda in that an agenda is prepared before a meeting to outline what will be discussed, while minutes are prepared afterward to record what was discussed and concluded.
What Should Meeting Minutes Include?
The format commonly used by organizations is based on the Regulation of the Office of the Prime Minister on Official Correspondence, B.E. 2526 (1983), as amended. Although designed for government agencies, private companies can also adopt it. It includes the following sections:
| Section | What to Include | Example |
|---|---|---|
| Meeting minutes | Name of the meeting or committee | Human Resources Department Meeting Minutes |
| Meeting number | Meeting sequence number / year | Meeting No. 11/2026 |
| Date | Day, month and year of the meeting | Thursday, November 5, 2026 |
| Location | Meeting venue or online platform | Meeting Room 2, 5th Floor / Microsoft Teams |
| Members present | Names and positions of members attending | 1. Mr. A, HR Manager (Chair) |
| Members absent (if any) | Names, positions and reasons for absence | Ms. B, Recruitment Officer (annual leave) |
| Other participants (if any) | People attending who are not meeting members, such as those invited to provide information | Mr. C, Head of Accounting |
| Meeting start time | Actual time the meeting began | 10:00 a.m. |
| Agenda items and discussions | Topics discussed, in agenda order | Agenda Item 1: Announcements from the Chair |
| Resolutions | Decisions recorded at the end of each agenda item | Resolution: The meeting acknowledged the information. |
| Meeting end time | Time the meeting was adjourned | 11:30 a.m. |
| Minutes prepared by | Name and position of the minute-taker (some organizations also have a reviewer) | Ms. D, HR Officer |
Complete Meeting Minutes Example
This example uses summarized minutes for an internal HR department meeting. Simply adapt the names, dates and agenda items to suit your meeting.
Human Resources Department Meeting Minutes
Meeting No. 11/2026
Date: Thursday, November 5, 2026
Location: Meeting Room 2, 5th Floor
Members Present
1. Mr. A, HR Manager (Chair)
2. Ms. E, Payroll Officer
3. Ms. D, HR Officer
Members Absent
1. Ms. B, Recruitment Officer (annual leave)
Other Participants
1. Mr. C, Head of Accounting
The meeting began at 10:00 a.m.
Agenda Item 1: Announcements from the Chair
The Chair announced the November payroll cutoff and requested that all departments submit leave and overtime data by the 20th.
Resolution: The meeting acknowledged the information.
Agenda Item 2: Approval of Minutes from Meeting No. 10/2026
The meeting reviewed the previous minutes and proposed no amendments.
Resolution: The minutes were approved.
Agenda Item 3: Matters Arising
The Payroll Officer reported the results of a one-month trial of the online time attendance system. Employees completed 96% of their required attendance records.
Resolution: The meeting acknowledged the results and agreed to roll out the system to all departments from December.
Agenda Item 4: Matters for Consideration
The meeting considered the draft 2027 annual holiday calendar proposed by HR.
Resolution: The calendar was approved. HR was instructed to announce it to employees by the end of December.
Agenda Item 5: Other Business
None.
The meeting was adjourned at 11:30 a.m.
Ms. D, Minutes Prepared By
Mr. A, Minutes Reviewed By
Download the Meeting Minutes Template
Click to download >> Meeting Minutes Template (Word)
How to Use the Template
- Open the template link, then select File > Download > Microsoft Word (.docx) to save and edit it on your computer.
- Alternatively, copy the template content and paste it into Microsoft Word to edit it immediately.
How to Write Meeting Minutes: 5 Steps for Beginners
The key is to record information completely, accurately and concisely, following the agenda order. Use these five steps:
- Review the agenda before the meeting. Read the supporting documents for each item so you can identify key points and keep up with the discussion.
- Prepare the header in advance. Enter the meeting name, number, date, location and list of attendees.
- Listen carefully and take notes in agenda order. Keep the points for each agenda item separate and clearly organized.
- Summarize the key points and record a resolution for every agenda item. Keep summaries complete and meaningful, using accurate, clear language.
- Proofread before submitting. Check figures, names and resolutions for accuracy, then submit the minutes to the Chair or the meeting for approval.
What Makes Good Meeting Minutes?
Good minutes should be accurate, easy to read and quick to navigate. They should have the following qualities:
- The content accurately reflects the discussion, and resolutions are clear, correct and complete.
- The minute-taker should keep readers in mind and use clear, concise, straightforward language.
- Each topic has its own subheading so readers can find information easily and understand the subject at a glance.
What Skills Should a Minute-Taker Have?
A good minute-taker can summarize effectively, prepares in advance and stays focused throughout the meeting.
- Strong summarizing skills
- A habit of reviewing agenda materials before every meeting
- The ability to stay focused on the discussion throughout the meeting
- Does not rely solely on audio recordings or transcription files
Meeting Minutes Examples and a Free Word Template: Key Takeaways
Good meeting minutes include a complete header, discussions arranged by agenda item and a clear resolution for each item. They serve as a record of key points, suggestions, decisions and conclusions, and can help establish the facts if a dispute arises later. For beginners, the easiest approach is to start with a ready-made template and fill it in using the example in this article.
Frequently Asked Questions About Meeting Minutes
Q: How can meeting minutes be approved?
A: There are three methods: approve them during the same meeting, approve them at the next meeting, or circulate them to attendees for approval. Circulation is useful for urgent matters or when no further meeting is scheduled.
Q: What are the different ways to record meeting minutes?
A: There are three approaches: a detailed record of every statement and resolution; a summary of key statements and resolutions; or a record of only the reasoning and resolutions. Most private organizations use summarized minutes.
Q: What is the English term for meeting minutes?
A: The term is Minutes of Meeting, often abbreviated to MoM. Some organizations simply use Minutes.
Q: How do meeting minutes differ from meeting notes?
A: Meeting minutes are an official document that must be approved and retained as a record. Meeting notes are informal summaries used within a team, require no approval and have no fixed format.
Q: What should you do if approved minutes contain an error?
A: Do not change the original document yourself. Propose an amendment at the next meeting. Once approved, record the correction as a resolution.
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