Guides › Planning & Productivity
Write formal board minutes from your rough notes
Turn scribbled notes or a transcript into properly formatted minutes with decisions, actions and owners, ready for the chair to approve.
When to use it
After every board or committee meeting
Step by step
Gather your notes and the agenda
Put the agenda, your notes and any transcript together. If your video app produces a transcript or recap on your plan, you can use that too.
Ask for minutes in your house style
Paste everything into your AI assistant with this prompt.
Prompt to copyI'm an executive assistant writing formal minutes for a [board / committee] meeting held on [date]. Here is the agenda: [paste agenda]. Here are my notes: [paste notes]. Write minutes with: attendees, apologies, declarations of interest, then one section per agenda item with a short summary of discussion, any decision in bold starting 'RESOLVED:', and actions in a table (Action, Owner, Due date). Use formal, neutral language in the past tense. Don't attribute opinions to individuals unless my notes do. Mark anything unclear as [CHECK].Check every [CHECK] and decision
Go through each flagged point and every decision with your notes, and confirm wording with the chair or secretary where needed.
Send for approval
Paste into your minutes template and send the draft to the chair to approve before wider circulation.
What you get
Item 4: Office lease renewal. The Board discussed the two options presented by the Finance Director. RESOLVED: to renew the lease for five years. Action: Instruct solicitors (Finance Director, 30 Nov).
Tips
- Board papers can be confidential. Use the AI tool your organisation has approved for board material.
- Keep a saved prompt with your organisation's minute style so each set looks the same.