Do you dread the thought of writing meeting minutes after every team gathering? Do you find it tedious and time-consuming to summarize the discussions, decisions, and action items from the meeting? Don’t worry, you’re not alone. Many professionals feel the same way about this crucial yet often overlooked task.
That’s why we’ve created a meeting minutes email sample that you can use as a template for your future meetings. This sample contains all the necessary elements of an effective meeting summary, such as the date and time, attendees, agenda items, and outcomes. You can customize it to your specific needs and preferences, or simply use it as a starting point to create your own format.
With this meeting minutes email sample, you’ll be able to communicate the key takeaways from the meeting to your colleagues in a clear, concise, and professional manner. Whether you’re tasked with documenting a project update, a brainstorming session, or a status check-in, this sample will help you capture the essence of the meeting without losing sight of the big picture.
So why wait? Click on the link to access the meeting minutes email sample, and start improving your meeting documentation process today. Your team will thank you for it!
The Best Structure for Meeting Minutes Email Sample
If you’re tasked with taking meeting minutes, it’s important to know how to structure them in a clear and concise manner. A well-structured meeting minutes email can help ensure that everyone is on the same page and that important tasks and decisions are captured for follow-up.
1. Identify the Meeting Details
The first section of your meeting minutes email should include all relevant meeting details. This includes the date and time of the meeting, the location, and who attended. It’s also helpful to list any guests or absentees.
2. Summarize the Meeting Agenda
The next section should provide a brief summary of the meeting agenda. This helps ensure that everyone is on the same page and knows what topics were covered. For each agenda item, include a brief summary of the discussion points and any decisions made.
3. Record Action Items
Action items are the most important part of your meeting minutes email. These are the tasks that were assigned during the meeting and need to be completed before the next meeting. For each action item, include a brief summary of what needs to be done, who is responsible, and the deadline for completion.
4. Provide Follow-Up Information
If there are any follow-up materials or information that needs to be shared with attendees, make sure to include it in your meeting minutes email. This could include links to relevant documents or resources, contact information for individuals responsible for certain tasks, or updates on progress made since the meeting.
5. Review and Send
Before sending your meeting minutes email, make sure to review it for accuracy and completeness. You want to make sure that everyone who attended the meeting is accounted for, and that all important decisions and action items are captured. Once you’re confident that everything is correct, send your meeting minutes email to all attendees and any other relevant parties.
Overall, the best structure for meeting minutes email sample follows a clear and concise format that includes meeting details, a summary of the meeting agenda, action items, and follow-up information. By following this structure, you can ensure that everyone is on the same page and that tasks and decisions are being properly documented for follow-up.
Sample Meeting Minutes Emails
Meeting Minutes – Team Project Status Update
Dear Team Members,
During our meeting held on Wednesday, June 23, 2021, we discussed the progress of our ongoing project. We reviewed the milestones achieved, and also the challenges that we’ve encountered.
We resolved to increase our individual and collective input to our project, and also agreed that all reports shall be submitted on or before the set dates to ensure that we complete the project before the set deadline.
Thank you all for being present, and for contributing to the success of our team project.
Meeting Minutes – Budget Allocation
During our meeting held on Monday, June 7, 2021, we reviewed our budget estimates and reallocated some of our funds in accordance with our financial plans. We also discussed possible fundraising events that could help supplement the budgetary requirements.
Based on the budget review, we agreed to allocate more funds towards marketing, product enhancement, and staff welfare. We also agreed to increase our revenue targets as we strive for long term financial sustainability of the organization.
Thank you all for being present, and for your active participation in our decision-making process.
Meeting Minutes – Employee Performance Review
During our meeting held on Monday, May 17, 2021, we reviewed the performance of our staff members in the last appraisal period. We assessed the goals achieved, as well as areas where improvement is required.
Based on the review, we resolved to implement a training program to help the employees achieve the required level of competence, and also to motivate and reward high-performing employees.
We also discussed the need to continually monitor and evaluate the performance of our employees and to provide them with the necessary support and resources to improve their output.
Thank you all for being present, and for your invaluable contributions towards the progress of our organization.
Human Resource Manager
Meeting Minutes – Safety and Security Concerns
Dear Staff Members,
During our meeting held on Friday, April 2, 2021, we discussed the security risks that our organization may be exposed to, and how we can mitigate them. We also reviewed our current safety protocols and identified areas where improvements could be made.
Based on the deliberations, we instructed the security personnel to be more vigilant and to improve on their screening procedures. We also agreed to conduct regular fire drills to enhance our preparedness for emergency situations.
Thank you all for being present and taking part in our discussion on safety matters.
Chief Security Officer
Meeting Minutes – Customer Feedback
During our meeting held on Friday, March 19, 2021, we reviewed the feedback that we have received from our customers through various channels. We discussed the common issues that our clients have raised and their overall satisfaction levels.
Based on our analysis, we resolved to implement some changes to improve customer satisfaction levels. These initiatives include improving our response times to customer inquiries, enhancing our product quality, and also training our frontline staff on customer handling skills.
Thank you all for your attendance and insightful contribution to the discussion.
Meeting Minutes – Procurement Update
Dear Procurement Team,
During our meeting held on Wednesday, February 24, 2021, we reviewed the procurement processes and discussed the progress made in the acquisition of the required supplies. We also highlighted the challenges encountered, and ways of improving our procurement efficiency.
Based on our review, we resolved to implement better negotiation strategies with our suppliers and also to explore the possibility of bulk purchases to achieve cost savings. We further agreed to streamline our procurement process to eliminate duplication of roles and increase transparency.
Thank you for your presence and contributions towards the success of the procurement department.
Meeting Minutes – IT Systems Upgrade
Dear IT Staff,
During our meeting held on Friday, January 15, 2021, we reviewed our current IT systems and discussed our plans for upgrading them to keep up with the ever-evolving technology. We also highlighted the challenges we have been facing and how we plan to address them.
Based on our review, we resolved to allocate more resources towards the upgrade and also agreed to conduct a system analysis before implementation. We further agreed to provide adequate training to our staff to improve their use of the new systems.
Thank you for your participation, and for your commitment to keeping our IT systems up to date.
Chief Information Officer
The Best Practices for Writing Meeting Minutes Email Sample
Meeting minutes are vital documents that summarise the discussions, decisions, and actions taken in a meeting. They provide an official record of what happened in the meeting and can be used to inform absentees, remind attendees of their action items, and inform stakeholders who were not in the meeting. Writing meeting minutes emails can be a challenge, but if you follow these best practices, you can create a clear and accurate document that serves its purpose:
1. Start with a header and a footer: A header should include the name of the organisation, date, time, and location of the meeting. The footer should have the name of the person who took the minutes, their email address, and phone number. This information helps in tracking minutes.
2. Begin with the attendees and apologies: Start the meeting minutes email by stating the names of those present and any apologies for absence. This information helps in keeping track of who was present and who needs to be informed later.
3. Capture key points and decisions: Get to the heart of the meeting in the first sentence. You should capture the most important points, issues, and decisions of the meeting. Keep the language simple, clear and concise. Use action verbs to describe what was discussed to engage the readers.
4. Don’t record everything: The aim is to capture the essence of the meeting, not transcribe everything. Summarise discussions and decisions rather than capturing every word spoken. Indicate any supporting documents and attachments instead of adding them to the minutes email.
5. Include action points and deadlines: List the actions that were agreed upon during the meeting alongside the deadlines for completing them; indicate who is responsible for each action, and create a column for progress updates to be reported in the next minutes. This helps in accountability and tracking progress.
6. Format the email well: Minutes should be formatted for easy reading with headings and subheadings. Bold key points and sub points, use bullet points and Numbered lists. This aids readability and helps the reader skim through the paragraphs.
Following these best practices when creating meeting minutes emails help in maintaining a clear, accurate and concise document that assists the organisation in its decision-making process. Using the correct tone that is appropriate for the meeting also helps in giving the reader insight into the meeting’s atmosphere. At the end of the email, always include any relevant Annexes or documents.
Meeting Minutes Email Sample
What are meeting minutes?
Meeting minutes are notes taken during a meeting that summarize the discussion, decisions, and actions taken.
Why is it important to send meeting minutes?
Sending meeting minutes provides a record of what was discussed and decided upon during the meeting, and serves as a reminder to participants of what needs to be done.
What should be included in meeting minutes?
Meeting minutes should include the date and time of the meeting, the names of attendees, a summary of discussion topics, decisions made, and any action items assigned.
When should meeting minutes be sent out?
Meeting minutes should be sent out as soon as possible after the meeting, ideally within 24 hours.
Who should receive meeting minutes?
Meeting minutes should be sent to all participants who attended the meeting, as well as any stakeholders who were not able to attend but should be informed of the discussions and decisions made.
How should meeting minutes be formatted?
Meeting minutes should be organized chronologically, with clear headings and subheadings to break up different sections of the summary.
What should you do if you notice a mistake in the meeting minutes?
If you notice a mistake in the meeting minutes, you should contact the meeting organizer or person responsible for sending the minutes and inform them of the error.
How should you follow up on action items in the meeting minutes?
Any action items listed in the meeting minutes should be followed up on by the assigned person(s) in a timely manner. It is also a good idea to include a status update on the action items in the next meeting’s minutes.
Is it appropriate to include personal opinions in the meeting minutes?
No, meeting minutes should be unbiased and objective, and should only include factual information related to the discussion and decisions made in the meeting.
That’s a wrap!
We hope this article on meeting minutes email samples has been helpful to you. Following the template provided will surely make your life easier when sending such emails. We would also like to thank you for taking the time to read this article. Remember to visit our website again for more helpful articles and tips. Have a fantastic day ahead!