AI meeting minutes are written in two steps: speech recognition turns the recording into a transcript, then a language model turns the transcript into structured minutes with a summary, decisions, action items and open questions. You record the meeting (with everyone's agreement) or speak your own summary afterwards, pick a meeting goal in the app, and check the draft before you send it. The check is not optional: AI is good at structure and fast, but it can misspell names, give a task to the wrong person or turn "maybe" into a decision.
What minutes should contain, and in which format, is covered in our guide on how to write meeting minutes. This page is about letting AI write the first draft.
Three ways to feed the AI
| Input | When it works best | Watch out for |
|---|---|---|
| Record the whole meeting | In-person meetings where everyone agreed to the recording | Consent, crosstalk, people far from the phone |
| Import a recording | You already recorded with another app or a video meeting tool | The file must be an audio file you can reach on your phone |
| Speak your own summary afterwards | Nobody wants to be recorded, or the meeting was long | You need to remember owners and dates yourself |
The third option is often the best one. A two-minute summary spoken right after the meeting contains only what matters, and nobody else's voice is recorded.
Step by step with Retexta
Retexta is a cloud voice to text and AI writing app for Android.
- Open Retexta and tap New task.
- Under What do you want to do?, tap Summarize a meeting.
- Under Add your input, choose:
- Record audio: record the meeting or your spoken summary.
- Import audio: pick a recording in Android's file picker, for example the audio file of a video meeting. For Zoom, see how to transcribe a Zoom recording.
- Paste text: paste a transcript or notes you already have.
- Retexta transcribes the audio on its servers. You do not choose the spoken language beforehand: the app sends the audio for automatic language detection.
- Retexta writes the meeting protocol. It keeps the meeting's language, including the headings, unless you choose a different output language.
- From the result, create focused outputs if you need them: Generate action items, Generate decisions, Generate open questions, Generate next steps or a Follow-up email. Share summary, Share action items or Share everything send just the part you want; Export PDF saves it as a file.
- Check the draft (see the checklist below). Retexta marks every result with "AI-generated. Check important details."
Summarize a meeting, the meeting outputs and Import audio are part of Retexta Pro. Retexta is free to try: new users get a few free Pro results to view in the app. Copying, sharing, exporting and screenshots need Retexta Pro or credits, and so does everything after the free results.
What the AI draft contains
Retexta's meeting protocol is organized into these sections:
| Section | Always there? |
|---|---|
| Summary | Yes |
| Key points | Yes |
| Decisions | Yes |
| Action items | Yes; owners and dates are kept when someone mentioned them |
| Open questions | Yes |
| Participants, roles, protocol author, next meeting | Only if the recording clearly mentions them; the app is told not to invent them |
When a meeting comes back to an earlier topic, the app is instructed to merge the later remark into the earlier topic instead of listing it twice. That makes the draft read like minutes rather than a timeline of who spoke when.
Checklist before you send AI minutes
- Names. Are all names spelled correctly? Speech recognition often guesses unusual names.
- Owners. Does every action item belong to the right person? Was it really assigned, or only mentioned?
- Dates. Replace "next Friday" or "end of the month" with real dates.
- Decisions. Was it decided, or only discussed? AI tends to make a tentative "we could" sound final.
- Numbers. Amounts, budgets and counts: check them against your notes.
- Missing parts. Participants and the next meeting appear only if someone said them. Add them.
- Tone. Minutes stay neutral. Remove anything that sounds like an opinion about a person.
Consent and privacy
Record other people only with their agreement. Recording laws differ by country and, in the US, by state, and some require everyone's consent. Cloud AI apps, Retexta included, upload the audio to servers for processing, so tell people that too, and follow your organization's rules. This is information, not legal advice. Our guide on how to write meeting minutes has more on consent.
Example: a spoken summary and the result
We wrote this example ourselves. It shows what to say and roughly what comes back; it is not real app output, and your results will look different.
Spoken right after a team meeting:
Minutes for the product team, Thursday September 24. Sara, Tom, Mei and I were there. We decided the beta starts October 12, not the 5th, because the payment tests are not done. Tom finishes the payment tests by October 7. Mei writes the beta invitation email, draft by October 2. Still open: do we invite the waiting list or only existing customers. Sara decides that by Monday.
As a meeting protocol:
Summary
- The beta launch moves from October 5 to October 12 because the payment tests are not finished.
Decisions
- Beta starts on October 12.
Action items
- [ ] Tom: finish the payment tests by October 7
- [ ] Mei: draft the beta invitation email by October 2
Open questions
- Invite the waiting list or only existing customers? Sara decides by Monday.
Participants
- Sara, Tom, Mei, [note taker]
"By Monday" still needs a real date, and the note taker's name is missing because it was never said. That is exactly what the checklist is for.
Keep reading
For a template to paste the result into, use the meeting minutes template; for the task list, the action items template. If your meeting was on Zoom, read how to transcribe a Zoom recording. More about the app: Retexta, voice to text for Android.
Sources
Checked by FLAME Apps on September 25, 2026.
- Retexta: goal names, input options, meeting outputs, share and export actions, and plans as shown in the app (release 2026.1.23) and on its Google Play listing. Protocol sections, the "do not invent" rule for participants and next meeting, topic merging and the output language rule are from the app's meeting protocol instructions; automatic spoken-language detection is the app's default for recordings.
- Digital Media Law Project, Recording Phone Calls and Conversations: one-party and all-party consent in the US.
- Example: written by FLAME Apps for this page.
