How to Write Board Meeting Minutes

Introduction

Great minutes are clear, neutral, and actionable. They capture what was decided, why it was decided (briefly), and who will do what next—without over-transcribing discussion. Treat the Board as a unified body in the record. Avoid naming individual directors unless there is a presentation, a motion, a clearly assigned action, or clear opposition. Refer to the Manager as “the Manager.” Use past simple tense throughout (e.g., “The Manager presented a quote to the Board.”).

Confidential or sensitive items (resident/unit-specific, legal, HR/staff) belong in Confidential Minutes, not the standard minutes.

Before You Get Started: Use a Template

A consistent template makes your minutes faster to produce and easier for Boards, Managers, and residents to read. Pre-load the agenda titles or management report items into the template before the meeting so you’re ready to capture decisions, actions, and motions.

Download our ready-to-use templates here: Meeting Minutes Templates

Style reminders:

• Keep headings readable and consistent (e.g., Bold + Underline + Caps for top-level).

• Capitalize Board when referring to the entity’s Board of Directors.

• The Manager advises, recommends and suggests; the Board decides.

• Be concise. If in doubt, exclude sensitive detail or move to Confidential Minutes.

Core Sections 

Below are the sections you’ll see in nearly every set of board minutes, with quick “what to record” guidance and sample wording you can paste:

Call to Order and Quorum

What to record: Start time, who chaired, quorum status; note any material late arrivals/early departures.
Sample:

• Andy Smith, Chair, called the meeting to order at 7:02 p.m. Quorum was present.”

• “Director Lee joined at 7:12 p.m.” (Make sure to track participant entry and departure time)

Approval of Agenda

What to record: Motion and outcome.
Sample:

• “On a MOTION by [Mover], seconded by [Seconder], the agenda was approved as presented. All in favour. The motion carried.”

Approval of Past Minutes

What to record: Motion and outcome; identify the meeting date being approved.
Sample:

• “On a MOTION by [Mover], seconded by [Seconder], the minutes of September 10, 2025 were approved, as presented/amended. All in favour. The motion carried.”

Items in Progress / Completed / Requiring Board Review or Approval

What to record (each item):

1. Topic (match the agenda/management report title or vendor proposal name)

2. Decision & Why (keep high level)

3. Action (if any) with a responsible party

4. Motion (if applicable) that can stand alone (vendor, scope, amount)

Samples:

• Decision & Why: “The Board approved the lobby camera upgrade due to repeated service interruptions and favourable pricing.”

• ACTION: “The Manager to obtain a revised proposal from Carmichael reflecting the scope change.”

• Motion: “On a MOTION by J. Smith, seconded by R. Syed, the Board approved contracting Carmichael to replace the main control board and display for the domestic hot water boiler in the amount of $6,134.77, inclusive of HST. All in favour. The motion carried.”

• Consensus format (if no individual motions): “On a consensus of the Board, the project was approved as presented.”

Tip: Avoid naming individual directors in discussion. Use names only for movers/seconders, assigned actions, presenters, or recorded opposition.

In-Camera / Confidential / Resident Matters

What to record in Standard Minutes: A section reference only, if appropriate.
Sample:

• “This discussion is recorded in the Confidential Minutes.”

Confidential Minutes include: resident/unit-specific matters, legal strategy/advice, staff/HR items, and any sensitive content that could cause unnecessary concern or litigation risk. If unsure, place it in Confidential.

Other Business / New Business

What to record: Any additional items raised; keep to decisions, brief rationale, actions, and motions as above.
Sample:

• “The Board deferred the seasonal décor proposal pending two additional quotes. ACTION: The Manager to obtain quotes from two alternate vendors.”

Adjournment

What to record: End time; optional motion to adjourn if your procedure requires it.
Samples:

• “The meeting adjourned at 8:41 p.m.”

• “On a MOTION by [Mover], seconded by [Seconder], the meeting adjourned at 8:41 p.m. All in favour. The motion carried.”