What this template is for

Senior and board-level minutes need to be clear, balanced and reliable. They do not need to capture every word spoken, but they do need to show what matters: who was present, whether the meeting was properly convened, what papers were considered, what decisions were made, what actions were agreed, and what should be followed up.

At this level, good minutes are part of good governance. They provide continuity, protect the organisation’s record, and support confidence in decision-making.

How to use it effectively

Before the meeting

• Prepare a well-structured agenda and circulate papers in good time.
• Ensure the chair is fully familiar with the agenda and understands where decisions, approvals or formal resolutions are expected.
• Confirm attendance, apologies, conflicts of interest and any quoracy requirements in advance where possible.
• Make sure the minute taker understands how actions, decisions and formal points should be captured for each agenda item.

During the meeting

• Record the key point of the discussion in a balanced way, without trying to create a transcript.
• Capture resolutions, approvals, delegated authority and follow-up actions clearly.
• Note declarations of interest, abstentions or procedural points where relevant.
• Check the wording of complex decisions before the meeting moves on.

After the meeting

• Review the minutes promptly for clarity, accuracy and tone.
• Check that all actions, owners and deadlines can be easily identified.
• Issue the draft minutes or actions in line with your organisation’s governance timetable.
• Retain the record in accordance with your governance, retention and confidentiality requirements.