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Board Minutes Generator

Fill in the form to build formatted minutes. You can also download a blank template.

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1. The meeting
2. Attendance
3. Quorum

Leave seats empty to skip the quorum statement. The count present defaults to the names under Present.

4. Agenda items

Each motion needs a majority of votes cast unless you pick another vote threshold. Abstentions do not count as votes cast.

5. Close

Leave this empty until the body approves the minutes. The minutes then show as a draft.

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Your result is ready.

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Tell us about your meetings (optional)

We'll send you a confirmation email and notify you when the beta is ready. No spam, ever. We send only your email and the optional answers. Your tool inputs stay in your browser.

What you type in this tool stays in your browser. We record only anonymous usage data, such as which options you chose.

This template is general information, not legal advice. Check your bylaws and state law before you use it.

What to include in board meeting minutes

Minutes are the official record of a meeting. A good set of minutes has these parts.

  • The name of the body, the date, the time, and the place.
  • Who called the meeting to order, and the time.
  • Who was present, who was absent, and any guests.
  • A statement that a quorum was present.
  • Each motion, who moved it, who seconded it, and the result.
  • The decisions and the action items, with an owner and a due date.
  • The time of adjournment.
  • The signature of the secretary and the date the body approved the minutes.

How to use this generator

Fill in the form from top to bottom. Add one agenda item for each topic. Select Generate minutes. Join the waitlist to see the result. Then copy the text, print it, or download a DOCX file. The tool follows the usual form of minutes in Robert's Rules of Order Newly Revised.

A worked example

A 7-seat HOA board meets on October 6. Five directors attend. Dana Lee calls the meeting to order at 7:00 p.m. The first item is the agenda. Ana Ruiz moves to approve it, and Ben Cho seconds. The vote is 4 for, 1 against, and 0 abstaining. The generator writes that a quorum was present and that the motion carried. The motion also appears in the Decisions list. An action item for the secretary appears in the Action items table.

Common questions

Do minutes record discussion or only actions?

Minutes usually record what the body did, not who said what. A short note on the discussion is optional. Your bylaws or state law may ask for more.

Who approves the minutes?

The body that held the meeting usually approves the minutes at its next meeting. A motion and a vote make it official. The secretary then signs them. Until then, they are a draft.

What goes in executive session minutes?

Record that the body went into executive session, the time, and the general reason. Record the time it returned to open session. Do not put the private discussion in the open minutes. Some states require exact wording, so check your state law.

Can I get a blank template?

Yes. Use the blank template buttons above the form. The template has the same sections and the same approval block.

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