Good minutes have the following features:
A. Title: This will include the following details about the meeting:
1. Place/venue/type of meeting
2. Date
3. Membership. This item should specify:
Those present and the total figure
Those absent with permission/apology
Those absent without permission and apology
B. Content: The content should show the issues or the matters arising from the previous meetings and other business(AOB) discussed at the meeting but not listed in the agenda should feature in the content. The presentation should follow the same sequence in which the items were listed on the agenda. Any modification in the agenda during the meeting should be reflected in the minutes. Corrections in the previous minutes should be embodied in the text of the minutes.
C. Signature: This should contain the signature of both the secretary and the chairman of the meeting.
Language forms in the writing of minutes
1. Passive construction:
It is agreed that … It was decided that … It was resolved that … It was observed that …
2. Constructions which begin with ‘on’ as an initial preposition could also be used to introduce resolutions as in the following:
On a motion by … On the request of … On the order of … On a motion for adjournment by …
Some common vocabulary associated with the language of minutes:
Absentees, abstain, dissent, eligible, majority, assent, unanimously, nullify, dissenting voices, minority etc
HAVE A FRUITFUL WEEK!
