Writing agendas and minutes of official records and meetings

1. Agenda of a Meeting

An agenda is a written outline of topics to be discussed in a meeting. It helps participants prepare in advance and ensures that the meeting is conducted in an organized and time-bound manner.

Purpose of an Agenda

  • To provide a clear roadmap for the meeting.
  • To allocate time to each topic.
  • To keep discussions focused and avoid digressions.
  • To inform participants of their expected contributions.

Format of an Agenda

  1. Heading
    • Name of the organization/institution.
    • Type of meeting (e.g., Annual General Meeting, Departmental Meeting).
    • Date, time, and venue of the meeting.
  2. Title – “Agenda”
  3. List of Items (in order of discussion)
    • Confirmation of the previous meeting’s minutes.
    • Matters arising out of previous minutes.
    • New issues or proposals.
    • Reports (financial, technical, progress updates).
    • Miscellaneous items.
    • Closing/adjournment.
  4. Signature of the person issuing the agenda (e.g., Secretary/Chairperson).

Sample Agenda

ABC Engineering Ltd.
Agenda for the Project Review Meeting
Date: 5th September 2025
Time: 11:00 AM
Venue: Conference Hall, Head Office

  1. Welcome and introduction by the Chairperson
  2. Review and approval of minutes from the last meeting
  3. Progress report on ongoing projects
  4. Discussion on new project proposals
  5. Budget allocation for the next quarter
  6. Any other business with the permission of the Chair
  7. Vote of thanks and closure

Sd/-
Secretary

2. Minutes of a Meeting

Minutes are the official written records of the proceedings of a meeting. They provide a summary of discussions, decisions, and actions taken.

Purpose of Minutes

  • To serve as a legal and official record.
  • To remind participants of decisions taken.
  • To provide accountability for follow-up actions.
  • To maintain organizational transparency.

Format of Minutes

  1. Heading – Name of the organization and meeting type.
  2. Date, time, and venue of the meeting.
  3. List of participants (present/absent).
  4. Agenda items discussed with summaries of decisions.
  5. Resolutions passed (with voting results, if applicable).
  6. Action items (who is responsible for what and deadlines).
  7. Closing remarks and time of adjournment.
  8. Signature of Chairperson/Secretary.

Sample Minutes

ABC Engineering Ltd.
Minutes of the Project Review Meeting
Date: 5th September 2025
Time: 11:00 AM
Venue: Conference Hall, Head Office

Members Present:
Mr. Rakesh Sharma (Chairperson), Ms. Kavita Rao (Secretary), Mr. Amit Kumar, Mr. John Smith

Members Absent:
Mr. S. Gupta

Proceedings:

  1. The meeting was called to order by the Chairperson at 11:05 AM.
  2. Minutes of the previous meeting held on 10th August 2025 were confirmed.
  3. Progress reports on ongoing projects were presented. The Chairperson appreciated the timely completion of Phase I.
  4. New project proposals were discussed. It was resolved that a feasibility study would be conducted by the Technical Team by 30th September 2025.
  5. Budget allocation of ₹50 lakhs for the next quarter was approved unanimously.
  6. No other matters were raised.
  7. The meeting concluded at 1:00 PM with a vote of thanks to the Chair.

Sd/-
Ms. Kavita Rao (Secretary)

✅ Key Differences between Agenda and Minutes

  • Agenda = Before the meeting (plan of discussion).
  • Minutes = After the meeting (record of discussion and decisions).