A general meeting is not complete without minutes. This official record summarises the session, confirms the votes and provides evidence of the decisions taken. Whether you represent a company, an association or another organisation, here is how to draft minutes that are clear and usable
What are minutes of a general meeting?
Minutes are the official written record of the meeting. They set out:
- the resolutions put to the vote;
- the decisions adopted or rejected;
- a factual summary of the discussions.
They inform members who were present, represented by proxy or absent, and they create a lasting record of the organisation’s decisions.
Why do they matter?
Minutes have legal value. They show that the meeting was properly held, that a quorum was present and that votes were recorded. Without them, decisions may be harder to prove and easier to challenge. In a dispute over a vote, the minutes are often the key document.
How to prepare the minutes: four steps
1. Take notes during the meeting: The secretary follows the agenda and records, for each item, the essential points raised, the exact wording of each resolution and the result of the vote.
2. Draft and review: After the meeting, the notes are turned into a formal document. A review helps correct errors and check that the text matches the agenda and the organisation’s rules.
3. Approve the minutes: Minutes are usually approved at the next general meeting, either by prior circulation or by being read out, then put to a vote.
4. Sign: Once approved, the document is signed by the chair and/or the secretary, or by any person designated in the articles or by-laws.
What to include
Requirements vary, but minutes commonly include:
- name and legal form of the organisation;
- type of meeting (ordinary/annual or extraordinary);
- date, time and place (or online platform);
- chair and secretary;
- members present and represented, and the number of votes;
- whether the quorum was reached;
- the agenda;
- documents and reports submitted;
- a factual summary of the debate;
- the text of each resolution and the result (for, against, abstentions);
- the time the meeting was closed;
- signatures.
If members attend remotely, record any technical issues that affected the meeting.
Writing tips
- Stay factual: record what was said and decided, not personal opinions.
- Use the exact wording of each resolution.
- For every vote, state the numbers for, against and abstaining.
- Attach the attendance sheet and any proxies.
- Keep the minutes in a register of general meetings, available to those entitled to consult them.
Sending and keeping the minutes
Sending minutes to every member is not always required by law. Check your articles or by-laws. Some organisations, such as co-ownerships in France, have specific time limits.
Minutes may be sent by post or electronically. Secure digital storage makes them easier to keep and to share.
