Create a record both sides can rely on, from kick-off calls to weekly status reviews.
Meetings with clients and vendors produce commitments: scope clarifications, delivery dates, approvals and open questions. A concise written record sent soon after the call prevents misunderstandings and creates a shared reference. Because the document often leaves your organization, a letterhead and a professional layout are worth having, and this format supports both.
Key sections
Participants: names, organizations and roles.
Status: progress against milestones.
Decisions and approvals: what was agreed or signed off.
Risks and issues: what could affect delivery and who is handling it.
Next steps: tasks, owners, dates.
Writing for two audiences
Keep the wording neutral so both sides can recognize it as accurate.
State dates and amounts exactly as discussed.
Invite corrections: “Please reply within two business days if anything here is inaccurate.”
Don't include internal-only comments in minutes you intend to share.
How to use it
Enter the meeting name and participants, including each person's organization.
Turn on the letterhead if you will send the minutes to the client.
Provide notes or a transcript and let the AI draft, or write manually.
Review decisions, risks and next steps; remove any internal-only notes.
Download the .docx and send it with a short cover email.
Frequently asked questions
Is it appropriate to send minutes to a client?
Often yes, and it is good practice, but follow your organization's policy and remove internal-only discussion first.
Do I need the client's approval of the minutes?
Not necessarily. Many teams ask for corrections within a set time and treat silence as acceptance; check your contract and policy.