There are 3 main ways of producing minutes of a meeting.
1 Verbatim Minutes
2 Minutes of Resolution
3 Minutes of Narration
These are used primarily in court reporting, where everything is recorded word for word.
Minutes of Resolution
The discussions that took place are not recorded, only the main conclusions. The exact wording of any resolutions passed should be recorded, as in the following example:
PURCHASE OF PHOTOCOPIER
The Company Secretary submitted a report from the Administration Manager containing full details of the trial of the Canon photocopier.
IT WAS RESOLVED THAT the Canon photocopier be purchased at a cost of RM3,750.
Minutes of Narration
These minutes will be a concise summary of all the discussions which took place and the conclusions reached.
PURCHASE OF PHOTOCOPIER
The Company Secretary submitted a report from the Administration Manager containing full details of the trial of the Canon Photocopier which had been used for a period of 4 weeks in the Printing Room. The machine’s many benefits were pointed out, including reduction/enlarging facilities and collating. After discussion, it was agreed that such a machine would be extremely valuable in the Company.
The Company Secretary was asked to make the necessary arrangements for the photocopier to be purchased at the quoted price of RM3,750.
Example of A Complete Minutes
SABAH ENGINEERING SDN BHD
MINUTES OF A MEETING OF THE SPORTS & SOCIAL CLUB COMMITTEE HELD IN THE REFECTORY ON TUESDAY 15 FEBRUARY 200- AT 1800 HOURS
Mr Charles Wee (Chairman)
Ms Connie Chen (Secretary)
Mrs Alison Chin (Treasurer)
Mr Fandi Jadi
Mr James Tan
Mrs Wendy Moo
ABSENT WITH APOLOGIES
Mr Ahmad Zulkarnain
Ms Chia Sok Huang
1 APOLOGIES FOR ABSENCE
Apologies were received from Mr Ahmad and
Ms Chia. Both are currently attending business
2 MINUTES OF LAST MEETING
The minutes were approved and signed by the
Chairman as a correct report.
3 MATTERS ARISING
There were no matters arising.
4 CHAIRMAN’S REPORT
The Chairman pointed out that over the last 6 months
membership had fallen by 20%. He suggested a circular
to be sent to all staff who were not members of the Club.
A tear-off slip would be included for interested staff
to indicate their areas of interest. FJ
5 HOSPITAL VISIT
Mrs Alison took flowers to QE hospital.
A letter of appreciation has been received from QE.
A barbeque will be held on 1 May 200-. Mrs Wendy
will meet with her committee on 1 Mar 200- to discuss
further details. WM
Our company emerged the champion in a friendly match
with other engineering companies in KK.
8 ANY OTHER BUSINESS
There was no other business.
9 DATE OF NEXT MEETING
It was agreed that the next meeting would be held on
Tuesday, 15 March 200-
16 February 200-