write minutes
It is also a good idea to include a short
Minutes are a record of what took place at
a meeting, such as decisions and actions.
This fact sheet contains information and
advice on how to write good minutes for
your meetings.
Record of meetings
At meetings, the accuracy and approval of
the minutes from the previous meeting is
always one of the first items of business.
In some organisations, after the minutes
have been approved, the Chairperson
signs them. The Secretary keeps the
signed copy for the organisation’s files.
Minutes do not need to be very long, they
must however contain:
• What decisions were made;
• Who proposed and supported items for
decision;
• The result of any votes (the numbers in
favour, against and any abstentions);
• What action was agreed;
• Who was given responsibility to carry out
the action and by when.
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summary of the opinions raised during the
discussion, along with the reason why the
organisation arrived at a certain decision.
The minutes should also state the type of
meeting that was held, along with the date
and the names of those who attended and
those who gave their apologies for
absence.
Accurate
Good minutes are accurate, brief and
clear. They should always follow the same
order as the agenda. The draft minutes
should be approved by the Chairperson
and then circulated to members as soon
as possible after the meeting.
During the meeting, if the person writing
the minutes is unsure of a decision or
action, they should ask the Chairperson
for clarification so that their notes are
accurate.
Consistency
Minutes should be written in a consistent
style, from one meeting to the next. This is
usually the Secretary’s responsibility;
good minutes will help your organisation
make decisions.
 Minutes of Anytown Youth Council Meeting on 25 January 2004
Present: T Car (Chair), K Sink, B Plug, P Custom, K Product

Apologies for absence: L Unit

Chair’s opening remarks: T Car opened the meeting, welcoming those in attendance.

Action By whom
Minutes of the last meeting: These were passed as a true and
correct record. Signed T Car
Matters arising: In response to a question from K Sink, K
Product informed the meeting that the letter had been written to
the Leader of the Council. To chase a response K Product
Correspondence: T Car circulated copies of correspondence
received since the last meeting.
Keep youth
Youth council activity: B Plug reported back on a recent B Plug
council informed
consultation on a proposed youth Mayor for Anytown.
Financial Report: P Custom informed the meeting that the
Christmas party made a £150 profit.
Reports: P Custom gave an update on the last meeting of the
Finance and General Purposes Committee.
T Car gave an update on the last meeting of the Leisure and Arts
Committee.
Any other business: T Car reminded all members to submit
Submit articles All members
their reports for the newsletter by February 12th.
Date of next meeting: 25 March 2004

Source: BYC’s Essential Guide

How 2’s five top tips to

write minutes

1. Don’t write everything down, just the main points of a

discussion, decisions and actions.
2. Produce rough notes shortly after the meeting and check
them with the Chairperson.
3. Give each item a separate heading, ensuring the minutes
follow the same order as the agenda.
4. Write the minutes in a consistent style.
5. Retain copies of the minutes in a file for future reference.

BYC’s How 2 guides is a series of fact sheets for young people and youth organisations, which
explain the steps they need to take to develop their organisation and arrange activities.
For further copies in the How 2 series, visit www.byc.org.uk or call BYC on 0845 458 1489.