Pick the kind of meeting — team, board, committee, HOA, nonprofit or client — and the template starts with a sensible agenda. Fill in who was present, absent and visiting, then write a short summary under each item. When the group votes, record the motion, who moved and seconded it and the count; the template works out whether it carried. Action items get an owner and a due date, and the whole record downloads as a clean PDF with signature lines, or as a CSV of motions and actions.
The name of the group, the date, time and place, who chaired and who took the minutes, who attended, each agenda item, every motion with its result, the action items, and the time the meeting ended. Robert's Rules of Order puts the principle in one line: minutes are "a record of what was done at a meeting, not a record of what was said" (robertsrules.com FAQ, checked 2026-10-02). So summarize the discussion in a sentence or two and record decisions exactly.
For a motion, write the exact wording, who made and seconded it, the vote and whether it carried. That line is what people will look up months later.
Under Robert's Rules a majority vote means more than half of the votes cast, and abstentions have no effect because only votes cast count. A two-thirds vote means at least two thirds: the votes in favor must be at least double the votes against. Choose the rule for each motion; 5 for, 4 against and 3 abstaining carries by majority but fails a two-thirds vote. Your bylaws can set a different rule, so check them for anything that needs a larger vote.
Quorum — the number of members who must be present to do business — is set in your bylaws. Enter it and the template counts the names under "Present" and warns you if you're short, in which case no binding votes should be taken.
Send the draft to the chair within a day or two while memories are fresh, then have the group approve the minutes at the next meeting — the template has a box for that. Export the action items to a spreadsheet, or keep them alongside the meeting notes and action tracker so open items carry forward. A printed sign-in sheet is the easy way to capture attendance for a large meeting.
The date, time and place, who attended and who was absent, each agenda item with a short summary, every motion with who moved and seconded it and the vote, action items with owners and due dates, and the time of adjournment.
Record decisions, not conversations. Note who was present, summarize each item in a sentence or two, write motions word for word with the vote and result, and list action items. Then send the draft to the chair and approve it at the next meeting.
Not under Robert's Rules: a majority or two-thirds is measured against the votes cast, so abstentions don't affect the result. Your bylaws can say otherwise.
Yes. Choose the board, HOA or nonprofit preset, enter the quorum from your bylaws, and record each motion with the vote. The PDF includes secretary and chair signature lines.
In this browser only, so you can come back to a draft. Nothing is sent to us. Download the PDF to share and the CSV to keep the action items.
These templates do the same job as an editable document you can fill in again and again.