How To Write Meeting Minutes In English

In this short lesson, you'll learn the most common vocabulary and phrases used to write meeting minutes in English. You'll also get lots of useful tips and a link to a free template.
Download the template instructions:
1. Click on the link below
2. Then click on “File” on the top-left of the page
3. To download the template, click on “Download”
docs.google.com/document/d/1j...
Get your FREE Professional English Phrase Booster here: bit.ly/phrasebooster
Find out about my online small talk course: derekcallan.com/small-talk-fo...
If you like my short lessons for busy people, and would like to support me, buy me a cup of coffee! Thanks! www.buymeacoffee.com/derekcallan
Find out more about me:
Website: derekcallan.com/
Visit me on Social Media:
Instagram: / derekcallan.english
Facebook: / derekcallan.english
Download the template instructions:
1. Click on the link below
2. Then click on “File” on the top-left of the page
3. To download the template, click on “Download”
docs.google.com/document/d/1j...
The vocabulary and phrases in this lesson:
Verbs for describing discussions:
mention, tell, propose, recommend, express concern about, explain, suggest, discuss, present, point out, agree, promise, request, emphasise, complain, ask, remind, report, summarise
Example sentences (use the past tense):
• TS pointed out that competition was getting tougher and requested an increase in the marketing budget.
• PW presented last month’s figures and underlined the importance of having a motivated sales team.
• HW explained the reasons for the increase in customer complaints.
• BN asked for more details about the new production line.
• RF expressed concern about the reliability of our new supplier.
• GD recommended hiring an external consultant to support us in the upcoming CRM project.
• WL complained about the lack of communication within the IT department.
• TR reminded us about the necessity of increasing our social media presence.
Examples of key decisions made (use the past simple passive - was/were + past participle)
• A vote was taken and the proposal was approved by 3 to 1.
• It was decided that the marketing budget will be increased by 10%.
• It was agreed that the current supplier screening policy needs to be reviewed.
• The budget for 2021 was finalised (please see attached document).
• The guidelines for the new recruitment drive were defined (see attachment).
• Alex Henders was selected to lead the ERP project.
Verbs for writing action items/points:
organise, contact, arrange, find out, review, update, create, draw up, order, reserve, send, identify, finalise, check, define
Examples of action items/points (start with a verb in the infinitive):
• Review current supplier screening policy
• Draw up guidelines for using the new software
• Contact Ben Walters and ask for a better price
• Update website with new branding
• Order 10 new printers
• Find out when Dencore are launching their new model
• Reserve conference room at ITB Trade Show
Music credits:
Intro music: Far Away by MK2
Background music: Honey and Milk by The 126ers

[@derekcallan-englishforpros]

Get your FREE Professional English Phrase Booster here: bit.ly/phrasebooster

[@MuhammadIqbal-om2yu]

Hi Derek I really appreciate your hard work and passion involved behind creating these awesome videos. I am really getting tons of value out of these amazing videos Please keep contributing and stay blessed forever

[@derekcallan-englishforpros]

Thanks so much for the lovely comment, Muhammad! So happy my videos are providing value to so many 😊😊

[@renatahoffmann643]

Derek, thank you very much for this well presented topic. I will be taking meeting minutes tomorrow as a part of a job application. The video is very clear and it clarified all of my doubts.

[@derekcallan-englishforpros]

Glad to help, Renata! Best of luck with your application 👍

[@pedarattaiahgadde2954]

Excellent, Dear Derek you have given very useful content and templets Sir. Thank you very much for your services. May God bless you abundantly.

[@derekcallan-englishforpros]

So glad you find it useful, Pedarattaiah! Many thanks to you for the positive feedback and kind words. Regards, Derek

[@irinrak01]

This video shows well-organized meeting minutes and how to summarize it for beginner. It helps a lot! Thank you so much.

[@derekcallan-englishforpros]

No problem!

[@jean-luctwite2565]

Very instructive. I have been asked to prepare a minute for an up coming meeting. I had no clue of what the minute should include. Thank you very much for the video.

[@derekcallan-englishforpros]

Brilliant! I love feedback like this, thanks for commenting 😃

[@mariagutierrez1951]

Ditto!!! Very helpful!!! Thank you

[@MuhammadUsman-ps4ry]

Stay Blessed Derek Callan, you are a gem.

[@derekcallan-englishforpros]

Thank you 😊

[@georginasouthcott1343]

This is such a great video!! You are so positive and I love how you summarised the key points in the description!!

[@trudythwala6876]

Great video lesson, thanks

[@derekcallan-englishforpros]

Glad you liked it!!

[@juliaterramiranda3884]

Thank you very much. The template is great. Your channel is the perfect way to learn professional English and improve not only our English but our professional skills on many different topics. Congrats

[@derekcallan-englishforpros]

Thanks so much for the lovely message, Julia 😊

[@janangagamage1706]

Thank you very much Sir. You are such a great soul in today's world. No hidden agendas. Only sharing your knowledge to the society. So grateful for this video. It helped me a lot. Thank you so much once again.

[@derekcallan-englishforpros]

Thanks so much for the lovely comment, Jananga 😊

[@olworaceasor8937]

I like it so much.

[@ochogaelijah229]

Great job you are doing.

[@baikokointheuk]

I love your videos. Perfect and helpful for my job. Thank you so much. Keep going! ❣

[@derekcallan-englishforpros]

That's so nice to hear! You're welcome!

[@amillionslikeme3030]

what i respect about your channel is the education syllabus that you follow, thanks a lot for your time and efforts

[@derekcallan-englishforpros]

It’s a pleasure!

[@geniebelleatacador4124]

Thanks, Derek! Your explanation is concise and indeed helpful :)

[@derekcallan-englishforpros]

You’re very welcome!

[@glendanhubunga1175]

Hi Derek, can you please make more of these videos because they are helping me for, I will star taking minutes at work.

[@tatiplays6182]

This was very helpful, excellent, I will be keeping this in mind. Amazing

[@elizabethaponte-cruz5673]

Thank you so much. As a native English speaker; unfortunately, my school did not teach me this very important skill. You make it easy to understand. Now I can use this for more than just my club meetings; can use it for my future chair meetings for my dream job! Thanks a ton, my friend!

[@derekcallan-englishforpros]

You’re very welcome, Elizabeth 👍

[@emilycarter8922]

You might want to check this out kzbin.info/www/bejne/e5jVandml7SHaNE

[@amani9532]

You are the Best teacher! You're helping us!

[@viragogemini7403]

Thank you for the detailed explanation on how to create minutes. I really appreciate you and work.

[@derekcallan-englishforpros]

No problem!

[@user-vk9zz7sx8r]

Great video Derek!

[@tingsu8661]

The most helpful and well-prepared minutes tutorial I have watched!

[@derekcallan-englishforpros]

Thanks so much for the positive feedback!

[@THEONE-du1nc]

A professor of Vellore Institute of Technology just gave this link and finished the topic Great work sir.

[@derekcallan-englishforpros]

Thank you!

[@kiyimbasam9297]

This will absolutely help me with today's minute writing, Thank you Sir

[@derekcallan-englishforpros]

Great! Hope it went well 👍

[@yousyous5742]

Thanks Derek for simplifying and clarification...keep it up

[@derekcallan-englishforpros]

No problem!

[@cynthiaakua8490]

This tutorials was very simple ,clear and fantastic.

[@derekcallan-englishforpros]

Glad it was helpful!

[@gordilox329]

Thank you for this.. i was tasked to do a meeting in minutes on a future call and i had no idea wth my boss was talking about! LifeSaver!

[@thabangraykutumane6639]

thanks for this video now do have a clear mind of what I should do on meetings and I'd love to learn more Business English

[@derekcallan-englishforpros]

Great, you’re welcome 👍

[@mahfujhossain1403]

Quality content Derek. Thanks for your help, mate.

[@derekcallan-englishforpros]

No worries!

[@ravikumarsettu8306]

Prefect. It’s really very useful. Thank You.

[@derekcallan-englishforpros]

Ravikumar Settu Very happy to hear that, Ravikumar 👍👍👍

[@teacherkellyreis]

I'll show this to my English students. Thanks for your videos. Cheers from Brazil!

[@derekcallan-englishforpros]

Brilliant, thanks so much for sharing!

[@lennyp3046]

Thank you, really useful and straight to the point

[@agnieszkaaga6107]

Thank you Derek for your helpful tips.

[@derekcallan-englishforpros]

My pleasure!

[@magorzatakoksa7494]

Amazing lesson. Thank you!

[@derekcallan-englishforpros]

My pleasure!

[@lilyanisaac3241]

This couldn't be made any simpler Derek! Your positivity made it easier :)

[@derekcallan-englishforpros]

Thanks so much for the lovely comment, Lilyan 😊

[@alphinahmapfumari7073]

This is lovely...thank you!

[@derekcallan-englishforpros]

No worries!

[@SM-cc3nq]

Thank you so much From South Africa 🇿🇦

[@derekcallan-englishforpros]

You're very welcome!

[@ranashahzad5653]

Amazing , Sir really appreciated. You are a great teacher.

[@derekcallan-englishforpros]

So nice of you

[@jerenasmr1592]

Thanks for this! Needed this for my schoolwork 💕

[@derekcallan-englishforpros]

No worries!

[@rubinashaheen6376]

very comprehensive and very clear. Thanks . I am going to use the ideas in my next class. Thanks Darek

[@derekcallan-englishforpros]

My pleasure, Rubina! Hope the class goes well!

[@HuongNguyen-jd5hb]

Hi everybody! Hope you're all doing well. In this business english meetings lesson, you'll learn everything you need to know about writing meeting minutes in English. ​Welcome back to English for professionals. I'm Derek, and I'm here with another short lesson for you busy people. Before we get started, just a quick reminder to subscribe to my channel. Hit the red button and click on the little bell. That way, you'll be notified every time I upload a new lesson. And don't forget to join my email list. Every two weeks, I send out my free vocabulary email with additional business English words from the news and everyday English for you to learn. The link is in the description below. ​And now let's get started with the lesson. So in this lesson, we're going to do four things. First, I'll show you my top tips for writing minutes, then we look at a template and what to include. After that, we look at the type of language used to write the minutes. And at the end of the lesson, I'll give you some additional tips. ​Let's start with my top tips. First tip: Keep it simple. The minutes are not a word for word transcription of what was said in a meeting. They are a concise summary of discussions had, decisions made, and actions agreed. The second tip is to use bullet points. Bullet points make it easier for the reader to find important information. Tip number three: Ask for clarification if you miss or don't understand something. Tip four: Don't include unnecessary information. The fifth tip: Be objective. Don't include personal opinion. And finally, be well prepared. Know the agenda and use a template to save time. Great! Now, let's move on to the second part of the lesson, where we look at our template and what to include. So the first things on our template are the meeting objective, who called it, the date, time, and location. Then include the meeting agenda. If you're wondering what AOB stands for, it's any other business, and this is often the last item on the agenda and it gives the participants time to discuss any other important or relevant business. In this section on the right, we include the attendees present and absent. And if it's a conference call, it could also be relevant to include their location. And before we move on to the next section, I just want to mention that this is one version. There are many other types of template, and sometimes people include other things. It really depends on your company or organization and the types of meetings you attend. Now, let's look at the next section. Often at the start of a meeting, the minutes from the last meeting are reviewed. Any changes made or important information relating to them can be noted here. And next, we have one of the most important parts of our template. For each agenda item, we have three sections. Notes, where we make notes about the discussion. Make sure to have plenty of space here on your template, much more space than you can see here. Then we have key decisions made, where we make notes about the decisions. Again you need to have more space here. And the last section is action items, where we write down the action to be taken, who it was assigned to, the owner, and here we use the initials and the date it should be completed by, the deadline. In the next part of our template, we have items to be held over. This section can be used to make notes about things that come up in the meeting but are not related to the meeting. It may be necessary to arrange a separate meeting if many items are held over. Next, we have any other business, and this part should have the same three sections as each agenda item. At the end of our notes, it's a good idea to have a summary of the key decisions made, and I haven't included it here but you could also include a summary of the action points. Finally, if a follow-up meeting was agreed on; the date, time, and location should be included here. A link to this template is included in the video description. Excellent! So that's our template and what to include. Now let's take a look at the type of language used to write the minutes. These are some of the most common verbs used to make notes. You can find this list in the video description below. And now, let's take a look at some of those verbs in example notes. TS pointed out that competition was getting tougher and requested an increase in the marketing budget. PW presented last month's figures and underlined the importance of having a motivated sales team. HW explained the reasons for the increase in customer complaints. BN asked for more details about the new production line. RF expressed concern about the reliability of our new supplier. To express concern about is another way to say that someone is worried or unsure about something. GD recommended hiring an external consultant to support us in the upcoming CRM project. The verb recommend is often followed by a gerund or ing form. WL complained about the lack of communication within the IT department. TR reminded us about the necessity of increasing our social media presence. Notice how all of the notes are written using the past simple form. Great! Now, let's look at some different ways to write about key decisions made. A vote was taken and the proposal was approved by three to one. It was decided that the marketing budget will be increased by 10 percent. It was agreed that the current supplier screening policy needs to be reviewed. The budget for 2021 was finalized. Please see attach document. The guidelines for the new recruitment drive were defined. See attachment. Alex Henders was selected to lead the ERP project. Notice that the past simple passive form is used in each example. We form this by using was or were followed by the third form of the verb, the past participle. Excellent! Now let's look at how to write the action points. Here are some verbs which are often used in action points. This list is also included in the video description. And now let's look at some of those verbs in some example action points. Review current supplier screening policy. Draw up guidelines for using the new software. To draw up means to prepare and write something such as a document or a plan. Contact Ben Walters and ask for a better price. Update website with new branding. Order 10 new printers. Find out when Den Core are launching their new model. Reserve conference room at ITB Trade Show. Notice that all action points start with a verb in the infinitive form. And now we'll go back to our template for a moment and try it out. RF expressed concern about the reliability of our new supplier. Now there would probably be additional notes made on this agenda item. This is just one example. It was agreed that the current supplier screening policy needs to be reviewed. Review current supplier screening policy. SE september 22nd. So we're almost at the end of our lesson. But before we finish, here are some additional tips which you might find helpful. At the end of the meeting, complete your notes and clarify points if necessary. Proofread carefully, even ask a colleague who speaks better English. If needed, send the draft to the meeting leader before sharing with other attendees, especially for most formal meetings such as board of directors or committee meetings. And finally try to send out the minutes as soon as possible to let everyone know their next projects or actions. So, that brings us to the end of another lesson. I hope you found it helpful. And if there are any other areas of business English I can help you with, let me know in the comments and I'll do my best to cover them in an upcoming lesson. If you like this lesson, hit the like button and share with your friends and colleagues. Subscribe to my channel if you haven't done that already and don't forget to join my email list. Every two weeks, I send out my free vocabulary email with additional business English, words from the news and everyday English for you to learn. The link is in the description below. Thanks a lot for watching and see you soon.

[@adeseidemudia3397]

This was very useful! I hardly subscribe channels ..... the examples of verbs and sentences were outstanding! Thank you 😊

[@derekcallan-englishforpros]

Thanks so much for the positive feedback, Idie! Glad you found it helpful.

[@Terzet1]

Thank you for you work!

[@derekcallan-englishforpros]

My pleasure!

[@artwithjoy0920]

This is so great! Thanks Derek!

[@derekcallan-englishforpros]

No worries!

[@cosamchibela7504]

Simple and straight to the point, thanks.

[@derekcallan-englishforpros]

No worries!

[@mariateresafrancisco2852]

Thank you for sharing your knowledge I will use your template it helps me a lot. Same with Ms. Garrett it is very awkward doing things that I am not used to it. God bless.

[@derekcallan-englishforpros]

You're welcome!

[@ezrakipkoech1425]

This is excellent work. I have learnt alot 🔥🔥

[@derekcallan-englishforpros]

Great! Thank you very much!

[@frozenamnow1536]

Thank you for this. I am a fresh graduate and no idea how to do meeting minutes. This video saves my life

[@derekcallan-englishforpros]

You’re welcome! Good luck with the meeting 👍

[@jeetendra4638]

Very helpful Derek Callen, Love your tips

[@derekcallan-englishforpros]

Glad to hear it!

[@phumezamabongo8129]

Thank you so much Sir, I have learnt a lot of things, thanks so much 🙏

[@derekcallan-englishforpros]

Great! You’re very welcome 👍

[@Jennifer-xt2no]

This video is the best, it’s simple and to the point, thank you

[@derekcallan-englishforpros]

No problem!

[@FatumahNante]

Thank you

[@user-zu3qx7xp8b]

Thankful 🤝

[@braimohebunoluwa4518]

This is so amazing! Thank you so much

[@derekcallan-englishforpros]

No worries, Braimoh!

[@pearlhonorio109]

Great help! Thank you so much!

[@derekcallan-englishforpros]

No worries!

[@erikaschafer8954]

Thanks for this short but very useful presentation

[@derekcallan-englishforpros]

You’re very welcome, Erika!

[@wongjoey3005]

Thank you Derek

[@derekcallan-englishforpros]

No worries, Joey!

[@Lverty]

Thanks really good overview on how a secretary should take notes for a committee meeting, very helpful.

[@derekcallan-englishforpros]

Glad it was helpful, Robert!

[@marygreen4481]

Thanks you go over the board ,wow

[@talesofmouni]

Great videos ...every video adds some value in your learning... appreciate your efforts 👍👍👍

[@derekcallan-englishforpros]

Glad to hear that!

[@buyasir1967]

Thank you sir i really love your videos as its simple to understand and also useful as well.

[@TiaraAyuwardani]

thank you so much Derek your videos are amazing

[@derekcallan-englishforpros]

No problem, Tiara!

[@antygona-iq8ew]

Great video. Concise and informative.

[@derekcallan-englishforpros]

Glad it was helpful!

[@tizzdale285]

Thanks 👍

[@agharajubin7027]

Excellent! Would be great if you can cover some tips around how to effectively introduce yourself and build presence to remote team. With WFH building presence and influence is they key if you can share some tips around!

[@derekcallan-englishforpros]

Very interesting suggestion, Aghara. I'll put that on my list.

[@abigaillee9402]

This was very helpful. Thank you so much!

[@derekcallan-englishforpros]

Glad it was helpful!

[@claravaz4677]

Thank you for this video. Very helpful.

[@derekcallan-englishforpros]

No worries, Clara 👍

[@cabarsejho7273]

Thank you so much Sir Derek.

[@derekcallan-englishforpros]

Don’t mention it!

[@velaphitshabalala2912]

Very helpful. Thank you very much.

[@derekcallan-englishforpros]

Great to hear, Velaphi! My pleasure!

[@chemifactor2785]

It was a very good session...and i learnt writing mechanics of minutes in a very gud manner....tq so much...and keep going😊

[@derekcallan-englishforpros]

That's great to hear! Thanks for the feedback.

[@chesconkwera2005]

Thanks

[@muhammadyaqoob9846]

Really very interesting and appreciatable learning videos. Thank you Boss

[@coachkagiso1773]

Thanks for this !!!

[@derekcallan-englishforpros]

No worries!

[@sabaaxcumar5752]

Thanks you very much teacher this lesson is very importants because I get more advantage at side prepared for the meeting

[@derekcallan-englishforpros]

No problem!

[@inafarooleak3691]

Thanks, Derek, this is really helpful.

[@derekcallan-englishforpros]

Glad to hear that 😊👍

[@omkarteli678]

Thank you so much for this video. I used your tips in my presentation. I highly recommend all to watch this video in case you want to understand this topic in depth!

[@derekcallan-englishforpros]

Delighted to hear that, Omkar! Hope your presentation went well!

[@omkarteli678]

@@derekcallan-englishforpros yeah it did. Infact my faculty liked it a lot. I have recently started watching your videos and they are very informative. Thank you! 😀

[@derekcallan-englishforpros]

@@omkarteli678 brilliant!

[@josephmwenya1718]

Excellently taught by Derek

[@derekcallan-englishforpros]

Thank you!

[@amayasubasinghe455]

Thank you so much

[@derekcallan-englishforpros]

No problem 😌

[@NabiryeDoreen-de5mq]

So helpful ❤

[@JoyceMuthoni-fi3pb]

This has been such a helpful one. Thanks. Cheers

[@derekcallan-englishforpros]

Glad it was helpful!

[@ronaldotavares3808]

Thanks - So useful. Great Job!

[@derekcallan-englishforpros]

Cheers, Ronaldo 👍

[@justinemjkang7504]

Great lesson! It really be helpful for me! Thanks alot:)

[@derekcallan-englishforpros]

Glad to hear that, Justine!

[@gayanichandrasiri5543]

Great lesson. Thak you very much.

[@derekcallan-englishforpros]

No worries!

[@miltonoweiagba9877]

Thank you so much.

[@derekcallan-englishforpros]

You're welcome!

[@azeem8799]

Excellent session

[@derekcallan-englishforpros]

mohammed azeemulla Thanks Mohammed 😊

[@SP787PD1]

most useful all over world thanks a lot

[@derekcallan-englishforpros]

My pleasure!

[@gemandpips1503]

THANKYOU SIR!❤

[@derekcallan-englishforpros]

No worries!

[@shopece8807]

This was really helpful as somehow who's somehow worked on a Mid-to-Exec level a good chunk of my career yet never had to worry about taking minutes until a position i'm currently pursuing (might get into it by January 2025).

[@derekcallan-englishforpros]

Glad you found it helpful. Best of luck with that position you’re pursuing 👍

[@tp9619]

Hello Teacher, Many thanks for this video.

[@derekcallan-englishforpros]

You are welcome!

[@christinesheikh9336]

Thank you!

[@derekcallan-englishforpros]

You're welcome!

[@SuperTongthong]

Thank you very much for this great video used for my class.

[@isabell.2625]

Many thanks!!! Glad I found your channel!! Great video & tips!! A new subscriber!

[@derekcallan-englishforpros]

Hi Isabel! Thanks for subscribing 😊👍

[@angufibodavid7666]

thank you very much!

[@derekcallan-englishforpros]

No problem!

[@aliciaespiritu3654]

Very helpful! Thank you very much

[@derekcallan-englishforpros]

No worries 😊

[@Mishu-wm3pb]

Excellent. You are good teacher. It is clear voice.

[@derekcallan-englishforpros]

Thank you! 😃

[@kosalmey5028]

Thank you very much that i really looking for

[@derekcallan-englishforpros]

You’re welcome, Kosal!

[@Videtor]

Thanks for the lesson shared. It is helpful.

[@derekcallan-englishforpros]

Glad it was helpful!

[@sabaaxcumar5752]

Thanks you very much teacher this lesson is very importants

[@derekcallan-englishforpros]

You’re very welcome!

[@cameshaslater8274]

This was very very helpful. Thank you.

[@derekcallan-englishforpros]

Glad it was helpful!

[@mariasogen7890]

Good lesson to learn. Thanks so much.

[@derekcallan-englishforpros]

My pleasure!

[@berthamalupande3539]

This has helped, thank you

[@derekcallan-englishforpros]

Great!

[@liangbenjapolkul]

Thank you so much. This video helps me a lot.

[@derekcallan-englishforpros]

You’re very welcome!

[@mohamedomarali1164]

I am sending you a massive thank you from Somalia 🇸🇴to Canada 🇨🇦or Australia 🇦🇺 I have learned a lot from you. Can you please show us,report writing? Thank you so much for being transparent with us again.

[@derekcallan-englishforpros]

Hi Mohamed! You're very welcome! I'm actually from Ireland 🇮🇪 but I live in Austria 🇦🇹 I already have one lesson report writing: kzbin.info/www/bejne/m53KiXd8g7mBe8U Hope you find it helpful. I'll try my best to add more on this topic in future.