Write formal minutes for a board or committee meeting
Accurate, formally structured minutes recording attendance, quorum, motions, resolutions, and actions - ready for chair review.
The prompt
Turn my notes from a board or committee meeting into formal minutes.
Organization and body: [e.g. "Board of Directors", "Audit Committee"]
Date, time, location/format: [DETAILS]
Present, apologies, in attendance (non-members): [NAMES AND ROLES]
Agenda: [PASTE]
My notes or transcript: [PASTE]
House style or previous minutes: [PASTE AN EXAMPLE IF AVAILABLE]
Write the minutes with:
1. Header, attendance, apologies, and quorum statement (mark [CONFIRM QUORUM] if I didn't record it).
2. Declarations of interest.
3. Approval of previous minutes and matters arising.
4. One numbered section per agenda item: a concise summary of the discussion (key points, not who said every word), and decisions recorded precisely - "RESOLVED that..." with the mover, seconder, and vote outcome if I noted them.
5. Action log: action | owner | due date.
6. Date of next meeting and time the meeting closed.
Rules:
- Record decisions and reasons, not verbatim debate. Neutral, past tense, third person.
- Never invent a vote, resolution wording, figure, or attribution. Use [CHECK WITH CHAIR] where my notes are unclear.
- Flag confidential or legally privileged items that may need separate minutes.
- Note anything the company secretary or counsel should review before circulation.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Meetings prompts
What to fill in
- e.g. "Board of Directors", "Audit Committee"
- DETAILS
- NAMES AND ROLES
- PASTE
- PASTE AN EXAMPLE IF AVAILABLE
- CONFIRM QUORUM
- CHECK WITH CHAIR
How this prompt is built
This prompt follows the RTF structure (Role, Task, Format). RTF tells the model who to be, what to do and what shape the answer should take. It is the quickest structure that still gives noticeably better results than a bare request.
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