Considering Factors / Principles of Drafting Minutes
Minutes are the written and formal documents of discussion in the meeting. Therefore, the minutes should be drafted methodically and carefully. The followings are some of the guiding principles / factors in drafting minutes:
Appropriate heading: The minutes of the meeting must contain the name of the meeting styled as “Minutes of the Annual General Meeting”, “Minutes of the Extra-ordinary General Meeting”. “Minutes of the Board Meeting” etc.
Name and address of the company: The minutes should clearly specify the name and address of the company concerned.
Mentioning the date, time and place of the meeting: The minutes must contain the date, time and place of holding meeting.
Mentioning the serial number or the stinting: Title of the minutes are sometimes written by mentioning the serial number of the meeting.
Mentioning the names of the participants along with the name of the chairperson: A well-drafted minute also contain the names and signatures of the participants along with the name and signature of the chairperson.
Drafting minutes immediately after closing the meeting: The minutes should be drafted immediately after closing the meeting session. It prevents error or omission of any issue from the minutes.
Using simple language: The minutes should be drafted by using simple, definite, unambiguous and clear-cut language so that everyone regardless of their level of education can understand it.
Taking chairman’s approval and signature: When minutes are drafted by the secretary, it should be checked and approved by the chairperson before finalizing. After writing the final draft the minutes should be signed by the chairperson.