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Writing minutes

How to circulate the minutes?

You’ve just been asked to circulate the minutes, what should you write and what is expected of you?

Circulate simply means to send the minutes to the attendees.

 

It is your job to make sure that the following people have a copy of the minutes as written up:

1. Attendees – everyone who was present at the meeting

2. Apologies – everyone who did not make the meeting but gave their apologies

3. Invitees – everyone who was invited to the meeting but did not make it, nor did they give their apologies to be entered into the minutes.

 

You can send the minutes in whatever form is appropriate. These days it is typical to send them via email.

A few things to bear in mind with the email you are sending:

  1. Subject – the subject should be “Minutes of {name} meeting held on {date}”
  2. Body – in the body of the email you should write:
    Please find attached / below the minutes of the {name} meeting held on {date} at {location}.
    Please read the minutes and if you have any questions regarding them please contact me before {date}.
  3. Attach the minutes – you can either do this with a document link (to a Google Document), as part of the body of the email (in text) or as a PDF file (attachment).  It is never a good idea to send the minutes as a Microsoft Word document (or similar format). This is because not everyone has Microsoft Word or if they do they might have different versions. A PDF file or a Google Document is a much better, universally readable, alternative.

It is always important to give everyone the opportunity to query particular parts of the minutes. The minutes are the shared record of the meeting and should be as accurate as possible, only as detailed as necessary and with no additional items added later.

If someone does query the minutes and you need to make a correction, simply update the minutes document and re-circulate to all the meeting attendees. You might want to change the subject title to Minutes of meeting etc Updated.


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