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The daily operations are an organization’s lifeblood. Employees play their respective roles by performing their share of tasks diligently. When official meetings take place and you’re in charge of preparing the corporate minutes, you’re responsible for preserving important information. Company minutes kept by the secretary serve as a documentation of the governance of your company, like official board meetings. That’s why it’s important to make note of this information while it happens.

What are the minutes of corporate meetings?

Corporation minutes refer to a document which contains the topics and issues discussed during formal meetings. A secretary usually records the minutes of a corporate meeting. The report is a summary of the most important decisions made, and it doesn’t have to contain minute details.

There are several elements you should include in your corporate minutes template in order to remember the most important points discussed at the meeting. To make the document effective, you should include the following information:

◉ The time, place, and date of the meeting
◉ All those who were present at the meeting (take note of those who arrived late or left early)
◉ Who led the meeting
◉ The reason for the meeting is to discuss
◉ The points to be discussed at the meeting
◉ The results of a vote (for this part, you have to go into detail)
◉ When the meeting ended

Corporate Minutes Examples

How to write a meeting minutes example?

Most of the time, the law requires corporate minutes to be kept of every meeting. This is a very important document which you can use as a reference or in lawsuits. Whether or not you use a corporate minutes template, you should know how to write the document properly. Here are some pointers that can guide you:

During the meeting

◉ To take notes during the meeting, bring a notepad in which to write down everything you see and hear.
◉ Make a list of everyone present at the meeting, including uninvited guests and consultants who attended. Also, take note of those who didn’t attend but should have been there.
◉ There are several reasons why meetings take place; you should write down the purpose of your current meeting.
◉ Check to see if the attendees accepted the notes of the prior meeting. This item should appear at the top of the agenda. If you are attending a meeting, and you have been to the previous meeting, get a copy of the minutes from those who made that meeting.
◉ As the participants begin to discuss the agenda items, listen carefully and take thorough notes. Your document should include a summary of the discussions that occurred for each agenda item. If you want to be accurate, you should focus on what you’re doing and listen carefully to the people who are talking.
◉ If any of the participants distribute documents for review, take note of the documents and include the title and date. You should attach a copy of the distributed document to your corporate minutes.
◉ If a vote took place during the meeting, be sure to note the results. Record how many people voted for something, how many voted against it, and how many abstained.

After the meeting

◉ If possible, type out the minutes for the meeting immediately afterwards. This will ensure that you remember all the details of the meeting and that you can later make a complete report. Use complete sentences and standard grammar when typing the minutes.
◉ Identify the basic details of the meeting including the date, time, location, and list of participants.
◉ Start by paying attention to when the person who called for the meeting started it, then note whether or not they accepted the minutes of the previous meeting.
◉ Make sure to include the presentations or reports given during the meeting. In some meetings, people share information through reports; in others, one person gives a presentation to address an agenda item.
◉ Summarize the topics discussed about the items on the agenda. Pay close attention to actions or resolutions taken regarding these items. Use simple language. Avoid cluttering your document with extra adjectives or words. If you have any documents relevant to your claim, identify them as well.
◉ For the most important agenda items, provide a longer summary than you do for less significant issues. Some items require special care, especially when there’s a possibility of legal issues arising as a result of a decision made during the meeting.
◉ After creating a draft of your document, print it out and distribute the printout to those in charge of reviewing and approving it. When writing corporate minutes, make sure to follow the policies of your company.
◉ In cases where the Board of Directors makes comments or asks for revisions, incorporate all of these.
◉ After you’ve finalized the documents and gotten the final approval from the board, don’t make any further changes to it. The only changes you can make are spotting typos, wrong spelling, and minor mistakes.
◉ Keep a copy of the approved and finalized document in your file. The best place to store this document is in a file cabinet with all the other corporate or official records.
◉ If some documents were distributed during the meeting for review, make a copy and attach it with the corporate minutes before filing.
◉ Finally, throw away any notes or draft versions of the document after it has been approved and finalized.

Company Corporate Minutes

Do I need to file corporate minutes?

Corporate minutes are the official and legal record of any major company decisions and activities. Even if your company is owned by one person, he needs to keep all of these documents in his file for future reference. As per the law in the location of your company, you need to be aware of a corporate meeting’s requirements. It is usually required of companies to have one annual meeting every year. These are important times, and when they happen, you must take notes.

As corporate minutes are considered legal documents, you should keep them in a secure location along with your other documentation. It doesn’t have to be a complicated system. Simply print the copy of the document and put it in a folder or binder. You can also save the file on another disk, flash drive, or cloud storage service in case you need to refer to it again or print out another copy.

How long should corporations keep their minutes?

You should take notes during the meeting itself if you’re in charge of writing the company minutes. Make sure you write down everything discussed so that you don’t forget any key details. You don’t have to write down every word said, especially if it isn’t relevant. To make things easier on yourself, find a template that can be used as a corporate minutes template.

No matter how many people talk during a meeting, you must pay close attention. Then write down any important points or key phrases on the template. If an argument breaks out, take note of the main points, indicating whether the people arguing concurred or not in the end. You usually don’t have to write down everything said during an argument.

Following the meeting, it would be best for you to type everything you’ve written on your computer and then print it. If you type the minutes on your computer and save the file, you can furnish a copy to anyone who needs it.

Although a corporate minutes sample doesn’t have to contain all of the details of the meeting, it should include the main points. If the document becomes official, the corporation’s Board of Directors should first approve it. This is essential, since you can use it to prevent any legal issues.

This document serves as written proof of the decisions made during the meeting. Keeping this document in your files would be dependent upon company policies. Usually, it’s recommended to keep meeting minutes for seven years.

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