The agenda and the minutes should bear the name of the meeting which should relate to the subject of the meeting. If there have been previous meetings on the same subject, this should be indicated by putting a number to the meeting.

The date of the meeting, venue, time and length of the meeting, names of the participant members, should be stated in the agenda/minutes sent by the convenor.

Except for the Chairman & Managing Director and Deputy Managing Director, the (sur)names should be listed in alphabetical order. The name of the originator of the agenda and the minutes, along with the date, should be typed at the bottom left of the first page (agenda) bottom left of the last page (minutes) in lower case.

The minutes should record decisions taken and not give exhaustive details of discussions. While writing minutes there is no need to mention who said what. Keep the minutes to the points discussed and decisions taken. Mention who will take action and the time frame.

The points minuted would logically follow the sequence of the agenda.

Sample formats follow.