Template Overview
Meeting Information
Document the basics before the meeting starts
- Meeting Title: _________________________________
- Date & Time: _________________________________
- Location / Video Link: _________________________________
- Facilitator: _________________________________
- Note Taker: _________________________________
Attendees
Track who was present and who was absent
- Present: _________________________________
- Absent / Excused: _________________________________
- Guests / External Attendees: _________________________________
Agenda Items
List each agenda item with time allocation and discussion notes
- Agenda Item 1: _____________ (__ min) — Notes: _____________
- Agenda Item 2: _____________ (__ min) — Notes: _____________
- Agenda Item 3: _____________ (__ min) — Notes: _____________
- Additional Items (as raised): _________________________________
Key Discussion Points
Capture the substance of what was discussed
- Main topic discussed:
- Key points raised:
- Differing opinions or open questions:
- Data or evidence referenced:
Decisions Made
Record every decision clearly — who decided, what was decided
- Decision 1: _________________________________
- Decided by: _________________________________
- Decision 2: _________________________________
- Decided by: _________________________________
- Deferred decisions / items for next meeting: _________________________________
Action Items
Every action item needs an owner and a due date
- Action Item | Owner | Due Date
- _________________________________ | ________ | __________
- _________________________________ | ________ | __________
- _________________________________ | ________ | __________
- Follow-up required from external parties: _________________________________
Next Steps
Close the loop and set the next meeting
- Next meeting date/time: _________________________________
- Agenda items for next meeting: _________________________________
- Notes distributed to: _________________________________
- Notes distributed by (date): _________________________________
Frequently Asked Questions
What should a meeting notes template include?
An effective meeting notes template should include: meeting date/time/location, list of attendees, agenda items, key discussion points, decisions made, action items with owners and due dates, and next steps. The action items section is the most critical — unowned tasks never get done.
How do I format meeting notes?
Use a structured format with clear sections. Start with the basics (date, attendees), then agenda items, then decisions, then action items. Keep discussion notes brief — bullet points, not paragraphs. Action items should always include: the specific task, who owns it, and when it is due.
What is the difference between meeting notes and meeting minutes?
Meeting minutes are a formal, legal record of what happened in a meeting — often required for board meetings, AGMs, and official proceedings. Meeting notes are informal summaries focused on decisions and action items. For most team meetings, notes are sufficient and more practical than minutes.
How soon should meeting notes be sent?
Within 24 hours. After 24 hours, context fades and action items stall. Best practice is to send within the same business day, ideally within 2 hours. FifthDraft can auto-generate meeting notes from audio in under 2 minutes.
Tips for Effective Meeting Notes
Send Notes Within 24 Hours
Action items lose momentum fast. Send a summary within 24 hours while context is fresh.
Capture Decisions, Not Just Discussion
Most meeting notes fail because they record what was said, not what was decided. Focus on outcomes.
Every Action Item Needs an Owner
Unowned action items never get done. Assign a specific person, not a team.
Use a Consistent Format
A standard template makes notes scannable and searchable. Everyone knows where to find the decisions.
Skip the Template
FifthDraft auto-generates meeting notes from audio or a meeting bot — with decisions and action items already extracted.
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