Minutes are taken as a way of keeping a record of a business' or group's meeting. Minutes are usually recorded by one nominated person, although this can change from meeting to meeting. Meeting minutes are a useful reminder of agreements and decisions that are made.

Apart from the business content, the meeting minutes format does not usually change from meeting to meeting. The minutes should begin with the place that the meeting is held and the date of the meeting. The time of the meeting should also be recorded, along with the name of the business or association. The people who are in attendance at the meeting should be recorded, as well as those who are absent. The meeting minutes are usually distributed to both absent and present delegates.

The next point will be the approval of the last meeting's minutes. There should also be a section specifically for any matters that arise concerning the last meeting's minutes. Usually, members who were absent from the last meeting will have some points to bring up.

Next on the meeting minutes will be items on the agenda. These will take into account the principal points to be discussed at the meeting. Decisions and agreements made will also be recorded at this point.

Do not try to make a note of every point or discussion made at the meeting. Meeting minutes are not an exact copy of every word said. Only the important decisions and agreements need to be recorded. Remember to note the name of each person who makes a motion or business point. These names must be included in the meeting minutes.

Meeting minutes should include which participants were for or against certain decisions and agreements. If a vote on a certain issue is taken, record who voted for or against it. Also, record the names of the abstentions and the manner in which the vote was taken.

One of the final points should be the any other business motion. This gives people a chance to air views or put points to the other delegates. Finally, record the date, location and time of the next meeting and the name of the person who is taking the meeting minutes.

Meeting minutes should be typed up as soon as possible after the meeting. This will keep the points fresh in the mind of the person who has taken the minutes. A copy of the minutes should be distributed to all members of the meeting before the next meeting. This will give members adequate time to prepare.