Notes and Minutes of the Meeting –
1. Introduction to Meetings
Meetings are an important part of business communication. In every organisation, meetings are held to
discuss important issues, take decisions, and solve problems. To make meetings effective and useful, proper
records should be kept. These records are known as notes and minutes of the meeting.
2. What Are Notes of a Meeting?
Notes are short and quick points written during a meeting. They help in remembering the important
discussions. Notes are not complete sentences but key words, phrases, or bullet points.
For example, if a manager is talking about project deadlines, the note can be: “Project deadline – 30th July”.
Notes are usually written by the secretary or person responsible for recording.
3. Purpose of Notes
To capture the main points quickly
To help in writing final minutes later
To record key ideas or decisions
To avoid missing important topics
To stay focused during the meeting
4. What Are Minutes of the Meeting?
Minutes are the official, written record of what happened during a meeting. They are more detailed than
notes. Minutes include the list of attendees, the agenda, discussion summary, and final decisions taken.
Minutes are written in formal language and are shared with all members after the meeting.
5. Purpose of Minutes
To provide a permanent record of the meeting
To communicate decisions to absent members
To serve as evidence for future reference
To keep track of action points and follow-ups
To ensure transparency and accountability
6. Difference between Notes and Minutes
Basis Notes Minutes
Style Informal, short points Formal, full sentences
Timing Taken during the meeting Written after the meeting
Detail Brief and quick Detailed and structured
Purpose For memory and draft preparation For official record
Audience For personal or internal use For all concerned members
7. Format of Minutes of the Meeting
1. Heading:
Minutes of the Meeting of (Department/Committee Name)
Date: 10 July 2025
Time: 10:00 AM – 11:00 AM
Venue: Conference Room, SMD College
2. List of Members Present:
Mr. Sagar (Chairperson), Mr Jaffar (Principal), Mr. Fiaz, Ms.Chaitra, Ms.Shabnam etc
3. Agenda:
Review of last meeting
Approval of budget
Planning for annual event
4. Minutes:
The meeting started at 10:00 AM under the chairmanship of Mr.Ramesh.
The minutes of the previous meeting were read and approved.
The budget proposal was discussed and approved.
The annual event will be held in September. A committee was formed for the same.
The meeting ended at 11:00 AM with a vote of thanks by the Chair.
5. Signature:
Neha (Secretary)
8. Qualities of Good Minutes
Should be clear and complete
Use simple and formal language
Follow correct format
Must be free from errors
Should be written soon after the meeting
Neutral and objective tone (no personal opinions)
9. Guidelines for Writing Notes and Minutes
Listen carefully during the meeting
Write in short forms or keywords for notes
Avoid unnecessary details
Use past tense and third person in minutes
Include all important decisions, names, and dates
Get approval from the Chairperson before sharing
🔷 10. Importance in Business Communication
Notes and minutes help in improving clarity, coordination, and efficiency in organisations. They save time,
reduce confusion, and increase responsibility. Without proper records, important points may be forgotten or
misunderstood.
✅ Conclusion
Notes and minutes are essential tools for effective meetings. While notes are quick reminders, minutes are
the official records. Every student and future professional should learn how to write them properly.
Practicing these skills will help in both academic projects and workplace success.
