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Meeting minutes template (free, copy and use)

In short: A meeting minutes template has seven parts: meeting details, attendees, the agenda, decisions under each item, action items with one owner and a due date, open questions, and the next meeting. Copy the blank template below, fill it in during the meeting, and send it to everyone who attended the same day.

The template

Meeting minutes

Meeting details
  • Meeting title:
  • Date:
  • Start and end time:
  • Place or call link:
  • Chair:
  • Note-taker:
  • Recording: yes / no (if yes, everyone was told and agreed at the start)
Attendees
  • Present:
  • Apologies:
  • Guests (for which item):
Agenda
  • 1.
  • 2.
  • 3.
Discussion and decisions
  • Item 1:
  • Key points (two or three lines):
  • Decision:
  • Item 2:
  • Key points:
  • Decision:
Action items
  • Task / Owner / Due date
  • Task / Owner / Due date
  • Task / Owner / Due date
Open questions
  • Question / Who follows up / By when
Next meeting
  • Date and time:
  • Items carried over:

When to use it

Use this template for any regular meeting where something gets decided: weekly team syncs, project check-ins, department meetings and committee meetings. It works the same for a meeting in a room or on Zoom, Google Meet or Microsoft Teams.

Agree on one note-taker before the meeting starts, ideally someone who is not chairing, because running a discussion and recording it well are two different jobs. Paste the agenda into the template beforehand so you only fill in blanks during the meeting. Formal minutes with motions and votes, such as those of a board, need a few more fields. For a full walkthrough, read how to write meeting minutes.

Filled-in example

Weekly product sync, 14 October

Meeting details
  • Meeting title: Weekly product sync
  • Date: Wednesday 14 October
  • Start and end time: 10:00 to 10:45
  • Place or call link: Meeting room 3 and Google Meet
  • Chair: Layla (Product lead)
  • Note-taker: Noor (Design)
  • Recording: yes, everyone agreed at the start
Attendees
  • Present: Layla, Omar (Engineering), Noor (Design), Khalid (Customer support)
  • Apologies: Sara (Marketing)
  • Guests: none
Agenda
  • 1. Release date for version 2.4
  • 2. Feedback on the new onboarding screens
  • 3. Support tickets about Arabic search
Discussion and decisions
  • Item 1: Release date for version 2.4
  • Key points: testing on older phones is not finished; two crash reports are still open.
  • Decision: Version 2.4 moves from 20 October to 27 October.
  • Item 2: Onboarding screens
  • Key points: testers liked the shorter flow; the Arabic copy on screen 2 is cut off.
  • Decision: Keep the three-screen flow and fix the Arabic copy before release.
  • Item 3: Arabic search
  • Key points: customers get different results when they type a word with or without “al-” at the start.
  • Decision: No decision yet; see open questions.
Action items
  • Tell Marketing about the new release date / Layla / 14 October
  • Share the test plan for version 2.4 / Omar / 16 October
  • Fix the Arabic copy on onboarding screen 2 / Noor / 21 October
  • Send the ten most common search complaints / Khalid / 15 October
Open questions
  • Fix Arabic search in 2.4 or wait for 2.5? / Omar to estimate the effort / 21 October
Next meeting
  • Date and time: Wednesday 21 October, 10:00
  • Items carried over: Arabic search

Tips

Frequently asked questions

What is the difference between meeting minutes and a transcript?

A transcript records every word that was said. Minutes record the outcome: what was decided, who will do what and by when, and what is still open. Most people will never read a transcript, but they will read one page of minutes, so keep the discussion short and the decisions clear.

What format should meeting minutes be in?

Any format your team already reads works: a shared document, an email or a page in your project tool. What matters is the structure, with the same sections in the same order every time, so people know where to look for decisions and their own action items.

Do meeting minutes need to be approved?

For team meetings, sending the minutes and inviting corrections within a day or two is usually enough. Formal bodies such as boards and committees normally approve the previous meeting’s minutes at the start of the next one. Follow your organisation’s own rules for formal minutes.

Can Echo fill in this template for me?

Echo records the meeting on iPhone or Android, or on Mac from the menu bar without a bot joining the call, then writes a transcript, a summary with the key points and decisions, and a to-do list. Its Standard template lays the note out as minutes (summary, topics, decisions, action items, open questions and next steps) that you can edit and export to PDF or Word. Echo is free for 30 minutes of recording a month.

Echo writes these notes for you from a recording. Free for 30 minutes a month.

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