Meeting Notes Template: Free & Easy-to-Use Formats
Oct 30, 2025
Keeping track of what’s discussed in a meeting can get messy, especially when things move fast. That’s where meeting notes templates come in. They give you a ready-to-use format so you can focus on the conversation instead of worrying about how to organise everything. Whether you’re running the meeting or just attending, having a solid template helps you capture key points, action items, and follow-ups without missing anything. In this guide, you’ll find simple, clear templates that make note-taking easier and more effective.
Why Do Meeting Notes Matter
Meeting notes are important because they give you a clear record of what was discussed and decided. If you're in a board meeting or a client review, they help cover you legally by showing who said what and when. In regular team catch-ups or project updates, notes help make sure nothing slips through the cracks. You have something solid to refer back to, so decisions aren’t just based on memory.
They also make it easy to track progress and hold people accountable. When someone’s given a task, it’s written down. Everyone knows what needs to be done and who’s doing it. This keeps things moving and avoids confusion later. Whether you’re managing a team or just trying to stay organized, good notes make a big difference.
Essential Elements of Effective Meeting Notes
Here’s what you should always include to make your meeting notes actually useful:
Date, Time, and Location
Start by writing down when and where the meeting took place. This helps anyone looking back on the notes understand the context and timeline of the discussion.
Type of Meeting
Was it a regular weekly catch-up, a special planning session, or maybe an annual review? Mentioning the type of meeting helps clarify its purpose and sets the tone for what was discussed.
Attendees and Absentees
List everyone who was present and note down who couldn’t make it. This is helpful later if someone needs to follow up or be looped in on decisions they missed.
Agenda Items and Discussion Summaries
Go through each agenda point and give a short summary of what was discussed. You don’t need to write everything word-for-word. Focus on the core of the conversation and any useful insights that came up.
Decisions Made
Be sure to include any final decisions, including the outcomes of any votes taken. This creates a clear record of what was agreed upon and helps avoid confusion later.
Action Items with Assignees and Deadlines
This part is really important. Write down what needs to be done, who’s responsible for it, and when it’s due. Clear action items make sure the meeting leads to actual progress and not just talk.
Next Steps and Scheduled Meetings
Mention what’s coming next. Are there follow-up tasks? Is there a date set for the next meeting? Including this gives your notes a forward-looking direction.
Attachments or Links to Supporting Materials
If documents, slides, or reports were discussed, make sure you attach them or link to them in the notes. This saves time for everyone later and keeps all the information in one place.
Also Read: How to Write Meeting Minutes
Formal Meeting Notes Template (Board Meeting Minutes)
Date:
[Write the date of the meeting]Attendees:
[List the full names of everyone who attended]Absent:
[Full names of any members who couldn’t attend]1. Call to Order / Opening Remarks
Note the exact time the meeting started and who called it to order. You can also add any opening comments made by the chairperson or host.2. Approval of Previous Meeting Minutes
Motion: To approve the minutes from [Insert date] as shared (or with changes).
Moved By: [Full name of the person who made the motion]
Seconded By: [Full name of the person who seconded it]
Status: Carried / Defeated
3. Additions to the Agenda
List any topics suggested for discussion or for inclusion in the next meeting.4. Approval of the Agenda
Motion: To approve the agenda as presented (or with changes).
Moved By: [Full name]
Seconded By: [Full name]
Status: Carried / Defeated
5. Business Arising from the Previous Meeting
Summarize any old topics that were carried forward, including updates, ongoing issues, or resolutions.6. Topic #1
Discussion Summary: Briefly explain what was discussed.
Motions (if any): Note any motions passed.
Action Items: Mention who is responsible for what and by when.
7. Topic #2
Discussion Summary:
Motions:
Action Items:
8. New Topics or Additions
Include any additional discussions that were added to the agenda during the meeting.
Summary:
Motions/Follow-ups:
9. Adjournment
Mention the time the meeting ended: [Time]10. Next Meeting
Date decided for the next meeting: [Date]
Informal Team Meeting Notes Template
Date:
[Insert meeting date]Attendees:
[List everyone who joined the meeting]Agenda & Notes
Item 1
Main Discussion Points:
[Summarize what was discussed]Decisions Made:
[Write any conclusions or agreements]Next Steps:
[List who’s doing what and by when]Item 2
Main Discussion Points:
Decisions Made:
Next Steps:
Item 3
Main Discussion Points:
Decisions Made:
Next Steps:
Meeting Notes Templates by Type
Team Meeting Minutes Template
Meeting Title:
Weekly Team Sync – [Project Name or Department]
Date: [Day, DD Month YYYY]
Time: [Start Time – End Time]
Location: [Meeting Room / Video Call Link]Facilitator: [Full Name]
Minute-Taker: [Full Name]Attendance
Present: [List of team members present]
Absent: [List of members who couldn’t attend]
Opening Remarks
Meeting started at [Time]
Previous meeting notes were reviewed and approved
Quorum confirmed
Progress Updates
Completed Since Last Meeting: [Brief summary]
Ongoing Work: [Current updates]
Any Blockers: [List of challenges or issues]
Key Discussions
Topic 1: [Discussion summary and outcomes]
Topic 2: [Discussion summary and outcomes]
Decisions Made
[Clearly list out any decisions taken]
Action Items
[Task] — Assigned to: [Name] — Due by: [Date]
[Task] — Assigned to: [Name] — Due by: [Date]
Announcements
Deadlines Coming Up: [Details]
Other Reminders or Events: [Details]
Next Meeting
Scheduled for [Day, DD Month YYYY] at [Time] via [Location or Link]
Adjournment
Meeting ended at [Time]
Minutes will be shared by [Name] within [X days]
Signature:
[Facilitator Name] — [Date]Attachments:
[Slide decks, documents, or reference material if any]Annual General Meeting (AGM) Template
Meeting Title:
Annual General Meeting – [Company Name] – [Fiscal Year]
Date: [Day, DD Month YYYY]
Time: [Start – End]
Location: [Venue or Video Call Link]Chairperson: [Name]
Minute-Taker: [Name]Attendance
[List of Shareholders, Board Members, Management Attending]
Apologies/Absent: [Names]
Quorum Confirmation:
Confirmed at [Time]Opening Remarks:
Purpose and goals of the AGM were outlinedApproval of Previous AGM Minutes
[Confirmation or any edits noted]Reports Presented
Chairperson’s Report
CEO’s Report
Financial Report
Auditor’s Report
Resolutions Passed
[List resolutions with outcomes — Passed/Rejected]Election of Directors
[Summary of election process and results]Appointment of Auditor
[Name of auditing firm and result of vote]Other Business Discussed
[Any other matters raised during the meeting]Action Items
[Description] — Assigned to: [Name] — Deadline: [Date]
[Description] — Assigned to: [Name] — Deadline: [Date]
Closing
Meeting closed at [Time]Next AGM:
[Proposed Date/Time/Location]Signature:
[Chairperson’s Name] — [Date]Attachments:
[Statements, Reports, Supporting Documents]Marketing Meeting Minutes Template
Meeting Title:
Marketing Strategy Session
Date: [Day, DD Month YYYY]
Time: [Start – End]
Location: [Office Room or Video Call Link]Facilitator: [Name]
Minute-Taker: [Name]Attendance
Present: [List]
Absent: [List]
Opening
Meeting started at [Time], previous notes approvedCampaign Review
Performance Metrics: [Click-through rates, ROI, engagement]
Channel Breakdown: [Social, Email, PPC, etc.]
Lead Generation
Volume and Quality Updates
Funnel Performance Trends
Content and SEO
New Assets and Content Topics
Ranking and Traffic Insights
Launch & Promotions
Timeline for Product/Service Launch
Core Messaging & Creative Planning
Budget & Resources
Current Spending Overview
Additional Needs Identified
Decisions Made
[Summarize decisions clearly]Action Items
[Task] — Assigned to: [Name] — Deadline: [Date]
Next Meeting
[Day, DD Month YYYY] at [Time] via [Location or Link]Adjournment
Meeting ended at [Time]Signature:
[Facilitator Name] — [Date]Attachments:
[Dashboards, Creative Briefs, Performance Reports]Sales Meeting Minutes Template
Meeting Title:
Weekly Sales Review
Date: [Day, DD Month YYYY]
Time: [Start – End]
Location: [Meeting Room or Online Link]Facilitator: [Name]
Minute-Taker: [Name]Attendance
Present: [List]
Absent: [List]
Opening
Meeting kicked off at [Time]. Previous minutes approved.Pipeline Overview
Active Opportunities
Deal Stage Updates
Risks Identified
Revenue Performance
Closed-Won Deals
Quota Status
Revenue Growth vs Target
Sales Activities
Demos, Calls, Follow-ups
Outreach Cadence Analysis
Wins and Losses
Deal Stories
Reasons for Closing or Losing
Forecast Updates
Adjusted Projections
Confidence Levels
Training and Support Needs
Skill Gaps Identified
Resource Requests
Decisions Made
[What was agreed upon]Action Items
[Task] — Assigned to: [Name] — Deadline: [Date]
Next Meeting
[Day, DD Month YYYY at HH:MM] at [Location or Link]Adjournment
Meeting closed at [Time]Signature:
[Facilitator Name] — [Date]Attachments:
[Sales Reports, Dashboards, Training Slides]Project Meeting Minutes Template
Meeting Title:
Weekly Status Review – [Project Name]Date:
[Day, DD Month YYYY]Time:
[Start Time – End Time]Location:
[Meeting Room / Video Call Link]Facilitator:
[Name]Minute-Taker:
[Name]Attendance
Core Team Members Present: [Names]
Stakeholders Present: [Names]
Absent: [Names]
Opening
Meeting started at [Time]
Previous meeting notes were reviewed and approved
Project Status Overview
Overall Status: [Green / Amber / Red – based on project health]
Completed Work Since Last Meeting: [Brief summary]
Upcoming Tasks: [What’s scheduled next]
Milestones & Deliverables
[Mention completed, pending, or revised milestones and delivery dates]
Issues & Risks
[Summarize any problems, blockers, or risks discussed]
[Include any mitigation plans if applicable]
Resources & Budget
[Updates on staffing, budget changes, or resource allocation]
Decisions Made
[Clearly list the decisions or approvals made during the meeting]
Action Items
[Task or Item] — Owner: [Name] — Due by: [Date]
[Task or Item] — Owner: [Name] — Due by: [Date]
Next Meeting
Scheduled for: [Day, DD Month YYYY at HH:MM]Adjournment
Meeting ended at [Time]Signature:
[Facilitator’s Full Name] — [Date]Attachments:
[Links to project plans, roadmaps, reports, or any other shared materials]
Best Practices for Writing Meeting Notes
Keep it Concise, But Not Vague
You don’t need to write down every single word. Focus on capturing the key decisions, action items, deadlines, and any points of debate. Avoid recording small talk or off-topic remarks. Striking a balance between too little and too much is what makes your notes actually useful.
Stick to Neutral Language
Meeting notes should stay objective. Avoid inserting personal opinions, emotional language, or unclear terms. Just write what was discussed, what was decided, and who is responsible for what. This keeps the record professional and easy to follow later.
Use a Consistent Format
Following the same format across all meetings helps people know where to find what they need. Whether it’s bullet points under headers or a structured table with sections for decisions and next steps, consistency saves time and keeps everyone aligned.
Review Before You Send
needed, get them approved by someone who led the meeting or a team lead. A quick review avoids confusion later and ensures nothing important is left out.
Use Digital Templates and Automation Tools
Why start from scratch every time? Use ready-to-go templates that you can quickly fill in during or after the meeting. Even better, try smart tools like Audionotes.app that make this process faster and more accurate.
Also Read: How to Take Better Notes in Meetings
Automate Your Meeting Notes with Audionotes.app
Let’s be honest. Manually taking notes during a meeting is tiring and you often end up missing half the conversation. Audionotes.app takes that off your plate.
Here’s how it can help:
Records and Transcribes Your Meetings Automatically
No more scrambling to write things down. Audionotes captures everything for you and turns it into clean, readable transcripts.Custom Meeting Minutes, Just the Way You Need
Every meeting is different. Whether it’s a weekly check-in, a status update, or a review meeting, you can tailor your minutes with templates that actually match your needs.Share Instantly
Once the meeting is done, just click to share the notes with your team. Even those who missed the meeting can catch up within minutes.
If you’re tired of unclear, incomplete, or delayed meeting notes, give Audionotes.app a try and enhance your meetings today!
Frequently Asked Questions
What is a minute of meeting template?
A minute of meeting template is a ready-made format that helps you quickly record what was discussed in a meeting. It usually includes sections like the date, attendees, agenda items, discussion notes, decisions made, and action items. Using a template saves time and keeps things consistent across meetings.
How do I duplicate a Slite meeting minutes template?
To duplicate a meeting minutes template in Slite, just open the template you want to use, click the three-dot menu or “More options,” and select “Duplicate.” This creates a copy that you can edit and fill in with your current meeting details. It’s a simple way to reuse a layout that already works for you.
Where do I find templates in my workspace?
In your Slite workspace, templates can usually be found in the sidebar or under a dedicated “Templates” section. If you're part of a team, check whether your workspace has shared templates. You can also search for templates by name using the search bar to find what you need quickly.
Can I create a template in my workspace?
Yes, you can. If you have a meeting format that you use often, just set it up once and save it as a template. In Slite, you can do this by creating a new document, formatting it the way you want, and then choosing the “Save as template” option. It’s handy for keeping things consistent and saving time.
How can I reuse the same template for recurring events?
To reuse a template for regular meetings, duplicate it each time you need it. You can also schedule your recurring events in a calendar and link or attach the duplicated template in advance. This helps you stay organized and ready before the meeting even starts.
What is the format for writing a meeting minutes template?
A typical format includes these sections:
Meeting title and date
List of attendees
Agenda points
Discussion summaries
Decisions taken
Action items with deadlines
Next meeting date (if any)
You can adjust this based on the type of meeting or your team’s style. Keep it simple and easy to scan.
What types of meetings should use meeting minutes templates?
Almost any type of meeting can benefit from a template—team meetings, project updates, board meetings, client check-ins, or even quick stand-ups. If decisions are being made or action items are being assigned, a meeting minutes template can help track everything properly.
How do I write an effective meeting agenda?
Start by clearly defining the purpose of the meeting. Then list the key discussion points in order of priority. Keep it focused and realistic, so you don’t run out of time. Sharing the agenda in advance also helps everyone come prepared and stick to the plan.
How do you create tasks based on action items from the meeting?
When you list action items in your minutes, make sure each one is assigned to a specific person with a clear due date. In Slite or other project tools, you can turn these action items into tasks right away and track them in your team’s workflow. This helps ensure follow-through and keeps everyone accountable.
How can a meeting minutes template help me run more efficient and effective meetings?
A good template keeps your meetings on track. It ensures nothing important gets missed, helps everyone stay focused, and makes it easy to follow up afterward. You spend less time figuring out what to write and more time capturing the things that matter. Over time, it makes your meetings more productive and your team more aligned.