These examples show a style, not a script. Replace the bracketed parts with facts from your meeting.
Opening
- The meeting was called to order at [time] by [name], [title].
- [Number] members were present, constituting a quorum.
- Apologies were received from [names].
- The minutes of the meeting held on [date] were approved as a correct record.
Discussion
- [Name] reported that [summary].
- The committee discussed [topic], including [issue].
- Concerns were raised about [issue]; it was agreed to revisit this at [meeting].
- [Name] declared an interest in [item] and [did/did not] take part in the discussion.
Decisions and motions
- It was resolved that [decision].
- [Name] moved that [motion]. The motion was carried [number for, number against].
- The proposal was approved subject to [condition].
- The decision was deferred until [date or condition].
Actions
- [Name] to [task] by [date].
- The team will [task]; [owner] will report progress at the next meeting.
Closing
- There being no further business, the meeting closed at [time].
- The next meeting will be held on [date] at [time].
Style tips
- Use the past tense and neutral verbs: reported, agreed, resolved, noted.
- Avoid adjectives that judge: “heated”, “pointless”.
- Write numbers, dates and names exactly as stated.
- Be consistent: if you say “resolved” in one place, use it throughout for formal decisions.