Meeting Minutes

The Meeting Minutes document is not only crucial for companies of all sizes, but it's also a legal requirement for corporations incorporated in all states. Even in an informal meeting, taking note of everything happening in a meeting can be immensely useful.

For a corporation, the Meeting Minutes are an invaluable tool that will ensure the company runs smoothly. Even though, in theory, this document is relatively simple, knowing how to keep good Meeting Minutes can be a skill in its own right.

What Are Meeting Minutes?

The best way to look at the Meeting Minutes is as a more formal term for notes. These notes do require a specific format, however. It's imperative not to leave out any crucial information for the document to be valid.

That's why this task is usually assigned to the company's secretary. They will pay extra attention to details at the meeting and write down all the relevant information during and after the meeting. It's also their job to distribute the document when it's available.

Other Names for Meeting Minutes

Depending on your state, a Meeting Minutes may also be known as:

• Minutes

• Minutes of the Meeting

• MoM

• Notes

• Protocol

Who Needs Meeting Minutes

Corporations are required by law to take Meeting Minutes for safekeeping in the minute book. It's for all formal and board meetings. There are no clear rules about what the document has to contain or the exact format. LLCs are not required to record Meeting Minutes, but they can choose to do so if they think it might be beneficial.

Why Use Swyft Forms for Your Meeting Minutes

Customized for you, by you

Create your own documents by answering our easy-to-understand questionnaires to get exactly what you need out of your Meeting Minutes.

Specific to Your Jurisdiction

Laws vary by location. Each document on Swyft Forms is customized for your state.

How to Create a Meeting Minutes with Swyft Forms

When writing down everything that happens in a formal meeting, you want to make sure to capture everything. Having an outline right in front of you will make the process easier and ultimately faster.

Let Swyft Forms help with our extensive library of attorney-vetted legal forms. The process is fast and easy. All you have to do is fill out our easy-to-understand questionnaire. Once complete, simply download your form as a PDF or Word document from your secure online account.

What Information Will I Need to Create My Meeting Minutes?

To create your document, please provide:

• Company details: Legal name of the company, the state where it was established, and the official address

• Date and location: Date and location of the meeting

• Body: Shareholders and directors

• Attendees: List of people present at the meeting

• Absentees: List of people not present at the meeting but properly notified

• Chairperson: Name of the person chairing the meeting

• Method of notice: How the attendees and absentees were invited to a meeting

• Start time: The time when the meeting started

• End time: The time when the meeting ended

• Signature: The secretary's signature

Meeting Minutes Terms

• LLC: Limited liability company

• Corporation: A company structure authorized by the state to act as a separate entity

• Agenda: A list of topics and activities set to take place in a meeting

• Annual Meeting: A meeting where the shareholders meet once a year

• Shareholder: A person who owns shares in a company

• Board of Directors: A group of people that act on behalf of a corporation's shareholders

• Chairperson: The leader of the board of directors presiding over the meeting

• Secretary: A person in a senior position in a company with a wide range of duties

Meeting Minutes Signing Requirements

The most important step before signing the Meeting Minutes document is to review it carefully. Because the company's secretary ensures that the document is flawless, they should also make sure it contains everything that happened in the meeting. With that done satisfactorily, the secretary will sign the document. There's no need for anyone else's signature. It's also unnecessary to notarize the Meeting Minutes, but you can choose to do so regardless.

What to Do with Your Meeting Minutes

After the company's secretary signs the Meeting Minutes, they're in charge of distributing it. Hard copies can be kept on file and shared with the chairperson of the board. Also, a digital copy should be available in some form. Having the Meeting Minutes readily available is essential if there's ever a need to show evidence that the meeting took place to a third-party such as a bank.

Some corporations choose to keep the record of their Meeting Minutes on their websites. That's particularly true of non-profit and charity organizations.