Here are four meeting minutes templates you can copy right now: a formal template with motions and votes for boards, committees and LLCs, a meeting notes template for everyday team meetings, an email template for sending the minutes, and a filled-in example made from a spoken summary. All of them are plain text, so they paste cleanly into Word, Google Docs or a notes app. Replace everything in square brackets and delete what you do not need.
| Template | Use it for | Records |
|---|---|---|
| Formal minutes | Boards, committees, associations, LLC member meetings | Attendance, quorum, motions, votes, approval |
| Meeting notes | Team meetings, check-ins, one-off discussions | Key points, decisions, to-dos |
| Minutes by email | Sending the result to the group | Decisions and action items in the email body |
| Filled-in example | Seeing what a finished page looks like | A real-looking set of minutes built from a recording |
New to minutes? Our guide on how to write meeting minutes explains what to include and how to stay neutral, and types of meeting minutes compares the formats. This page is the toolbox.
Formal meeting minutes template (motions and votes)
Use this one when a group makes formal decisions: a board, a committee, a club, an association or LLC members. It records who moved and seconded each motion and how the vote went. If your group has bylaws, an operating agreement or a standing template, those come first.
MINUTES OF THE [NAME OF GROUP] [REGULAR / SPECIAL] MEETING
Date: [Month Day, Year]
Time: Called to order at [time] by [Name, role]
Location: [Address, room or video link]
Present: [Names]
Absent: [Names]
Guests: [Names, if any]
Quorum: [Yes / No, number present]
Minutes taken by: [Name]
1. APPROVAL OF PREVIOUS MINUTES
The minutes of [date] were [approved as read / approved as corrected: correction].
2. REPORTS
[Report name], presented by [Name]: [one or two sentences on the key facts].
3. [AGENDA ITEM]
Summary: [one or two sentences on the outcome].
Motion: [Name] moved that [exact wording of the motion].
Seconded by: [Name]
Vote: [For] in favor, [Against] opposed, [Number] abstaining. Motion [carried / failed].
4. [AGENDA ITEM]
Summary: [one or two sentences on the outcome].
Motion: [Name] moved that [exact wording of the motion].
Seconded by: [Name]
Vote: [For] in favor, [Against] opposed, [Number] abstaining. Motion [carried / failed].
ACTION ITEMS
- [Task], owner: [Name], due: [date]
- [Task], owner: [Name], due: [date]
NEXT MEETING
[Date, time, location]
ADJOURNMENT
The meeting was adjourned at [time].
Submitted by: [Name], [date]
Approved on: [date]
Tip: write the motion exactly as it was voted on. If the wording changed during the discussion, record the final version, not the first draft.
Meeting notes template (informal)
For most team meetings you do not need motions or a quorum line. A meeting notes template keeps the three things people look for later: what was decided, what is still open, and who does what by when.
MEETING NOTES: [Topic or team]
Date: [Month Day, Year]
Attendees: [Names]
Notes by: [Name]
Goal of the meeting: [One sentence]
Key points
- [Point]
- [Point]
- [Point]
Decisions
- [What was agreed]
- [What was agreed]
Open questions
- [Question], follow-up by [Name]
Action items
- [ ] [Task], [Name], by [date]
- [ ] [Task], [Name], by [date]
Next check-in: [Date and time]
If your notes app has checklists, turn the action item lines into one so you can tick them off. For a longer list of to-dos with status and priority, use our action items template.
Meeting minutes email template
Most people read the email and never open the attachment. So put the decisions and action items in the body and attach the full minutes only if they are long.
Subject: Minutes: [Meeting name], [Month Day]
Hi all,
here are the minutes from today's [meeting name]. The full minutes are attached.
Decisions
- [Decision]
- [Decision]
Action items
- [Task]: [Name], by [date]
- [Task]: [Name], by [date]
Open questions
- [Question], [Name] will follow up by [date]
Next meeting: [Date, time, place or link]
Please send any corrections by [date].
Thanks,
[Your name]
The template filled in from a recording
This example was written by us to show the idea. The meeting, names and dates are made up, and it is not real app output.
What the note taker said into the phone right after the meeting:
Okay, minutes for the Maple Street tenants' association, September 24, started at seven. Present were Lena, Omar, Priya and me, Ben is absent. We approved last month's minutes, no changes. First item, the broken front door lock. Omar moved that we ask the landlord in writing to fix it within two weeks, Priya seconded, all four in favor. Omar writes the letter by Friday. Second item, the summer party. No vote, but Lena will check if the courtyard is free on October 18. Next meeting October 22, same time. We finished at seven forty.
The same content in the formal template:
MINUTES OF THE MAPLE STREET TENANTS' ASSOCIATION REGULAR MEETING
Date: September 24, 2026
Time: Called to order at 7:00 pm
Location: Community room
Present: Lena, Omar, Priya, [note taker]
Absent: Ben
Minutes taken by: [note taker]
1. APPROVAL OF PREVIOUS MINUTES
The minutes of August 27 were approved as read.
2. FRONT DOOR LOCK
Summary: The front door lock is broken.
Motion: Omar moved that the association ask the landlord in writing to repair the lock within two weeks.
Seconded by: Priya
Vote: 4 in favor, 0 opposed, 0 abstaining. Motion carried.
3. SUMMER PARTY
Summary: No vote. Lena will check whether the courtyard is free on October 18.
ACTION ITEMS
- Write the letter to the landlord, owner: Omar, due: September 26
- Check courtyard availability for October 18, owner: Lena, due: next meeting
NEXT MEETING
October 22, 2026, 7:00 pm, community room
ADJOURNMENT
The meeting was adjourned at 7:40 pm.
Notice two things. "By Friday" became a real date, because "Friday" means nothing a month later. And the note taker's own name is still a placeholder: say your name in the recording, or fill it in yourself.
Fill the template from your voice with Retexta
Retexta is a cloud voice to text and AI writing app for Android. Its Summarize a meeting goal turns a recording, an imported audio file or pasted notes into a meeting protocol.
- Open Retexta and tap New task.
- Under What do you want to do?, tap Summarize a meeting.
- Under Add your input, choose Record audio to speak your summary (or record the meeting, with everyone's agreement), Import audio for a recording you already have, or Paste text for existing notes.
- Retexta transcribes the audio on its servers and writes the protocol with sections such as Summary, Key points, Decisions, Action items and Open questions. Participants, the protocol author and the next meeting appear only when they are clearly mentioned in the recording.
- Copy the result into your template and check every name, number, date and vote. Retexta marks results with "AI-generated. Check important details."
Formal details such as motions, seconds and vote counts are only as good as what you say. Say them clearly: "Omar moved, Priya seconded, four in favor."
Summarize a meeting 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.
Recording other people
Only record a meeting if everyone agrees. Laws differ by country and, in the US, by state. The safe option is to speak your own summary after the meeting, like the example above. More in our guide on how to write meeting minutes.
Keep reading
Before the meeting, build the agenda with our guide on how to write a meeting agenda; its items become the numbered sections of your minutes. For the to-dos, use the action items template. To let AI write the first draft from a recording, read AI meeting minutes from a 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 protocol sections and plans as shown in the app (release 2026.1.23) and on its Google Play listing. Section list from the app's meeting protocol instructions; copy and share lock from the app's result screen.
- Templates and example: written by FLAME Apps for this page.
