Meeting minutes template: from recording to clean minutes
Someone has to take the minutes, and it is usually the person who also needs to talk in the meeting. Record it or jot quick notes instead. This prompt has your agent transcribe the audio, sort what was said into decisions and action items with owners and due dates, and send formal minutes in Word that you can approve and share.
The prompt
- Write the minutes for our [MEETING NAME] held on [DATE] from the attached [RECORDING OR NOTES]. Use this template: meeting title, date, time, location or call link, chair, note taker, attendees and apologies, agenda items in order, for each item a short summary of discussion, decisions made, and votes if any. Then an action items table with task, owner, due date. Keep it factual and neutral, no word-for-word transcript, and no opinions attributed to people unless they are decisions. Flag anything unclear as "to confirm". Deliver it as a Word file in [STYLE] style, and email it to [WHO GETS THE MINUTES] after I approve it.
What to change
- [MEETING NAME]: e.g. "Board meeting", "Weekly product sync", "PTA committee".
- [DATE]: When it took place, e.g. "October 6, 2026".
- [RECORDING OR NOTES]: Attach the audio or video recording, a transcript, or a photo of handwritten notes.
- [STYLE]: "formal" for boards and committees, or "short" for internal team meetings.
- [WHO GETS THE MINUTES]: Email addresses, or "just me" if you will share them yourself.
Example result
- Minutes: Riverside Community Garden Board Meeting
- Date: October 6, 2026, 7:00 to 8:10 pm
- Location: Community center, room B, and video call
- Chair: Helen Park | Note taker: Omar Reyes
- Present: H. Park, O. Reyes, J. Lindqvist, M. Osei, T. Brandt
- Apologies: S. Kaur
- 1. Approval of previous minutes
- Minutes of September 1 approved without changes. Proposed by J. Lindqvist, seconded by M. Osei.
- 2. Treasurer's report
- M. Osei reported a balance of $4,820 and $650 in plot fees still unpaid. Reminder letters will go out this month.
- 3. Winter water shut-off
- Discussion on timing. The city shuts off garden taps on November 15.
- Decision: Members must remove hoses by November 10. Approved unanimously.
- 4. Tool shed repair
- Two quotes received ($1,200 and $1,650).
- Decision: Accept the $1,200 quote from Brandt Carpentry. T. Brandt abstained as a related party.
- 5. Spring plant sale
- Ideas discussed for date and location. Date to confirm at next meeting.
- Action items
- • Send unpaid plot fee reminders | M. Osei | October 15
- • Email members about hose removal by Nov 10 | O. Reyes | October 12
- • Confirm repair start date with contractor | H. Park | October 20
- • Propose two dates for the plant sale | J. Lindqvist | next meeting
- Next meeting: November 3, 2026, 7:00 pm
- Minutes approved by: ____________ (Chair) Date: ________
How to do it with todo.is
- Copy the prompt and replace the brackets with the meeting name, date, style and recipients.
- Paste it into todo.is and attach the recording or notes. Long recordings up to 50 MB work.
- Your agent transcribes, fills the template and sends you the Word file to review.
- Approve it and your agent emails it, or ask "send me this format after every Monday meeting".
Tips for a better result
- Record decisions, not conversations. Minutes are a record of what was agreed, not who said what.
- Every action item needs one owner and a date. "Team to look into it" never gets done.
- Share an agenda before the meeting; your agent can match the minutes to it item by item.
- For boards and associations, note who proposed and seconded motions and any abstentions or conflicts.
meeting minutes template: FAQ
- What should meeting minutes include? Date, time, attendees and apologies, the agenda items, decisions and votes, and action items with owners and due dates. Formal minutes also note who chaired and who took notes.
- What is the difference between meeting notes and minutes? Notes are informal and personal. Minutes are the official record of a meeting, usually approved at the next meeting.
- Can my agent join the call and take minutes? No, it does not join live calls. Record the meeting with your call tool or phone and attach the file afterwards.
- Should minutes be word for word? No. Minutes summarize discussion briefly and record decisions exactly. A full transcript can be kept separately if needed.
JavaScript is required to use the todo.is app.