Use reported speech when writing minutes and always use the past tense. Language to use when writing minutes Using the right tone of voice Number the pages using the format '1 of 4'. Lay the minutes out clearly so actions stand out to readers.
Write minutes in the order of the agenda, even if the actual discussion happened out of order. You should use a standard format and number all paragraphs. If the numbers start again each year, the meetings must have a unique number or date reference. Minutes numbering should run on consecutively from one year to another, so each number is unique. where an action is needed, or a special contribution is made or to record any particularly strong or dissenting views
They should be clear and concise, so use short sentences. They should give an accurate, impartial and balanced record of the meeting. Minutes can be used in external audits and legal proceedings. You are creating the permanent formal record or the 'memory' of the University. A variety of people external to the board or committee will read minutes, not just the colleagues who were there. You should write minutes so that someone who was not at the meeting can follow the decisions that were made.
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