Meeting Minutes Templates
Three meeting minutes formats for weekly team standups, board meetings, and client sessions. Each captures decisions, action items, and owners — so every meeting produces accountability, not just conversation.
Weekly Team Standup Notes
Best for: recurring internal team syncs, sprint reviews, and weekly leadership check-ins
Meeting Header
Team: [Team Name] | Date: [Date] | Facilitator: [Name]
Attendees
Present: [Name 1, Name 2, Name 3] | Absent: [Name]
Updates & Blockers
[Name 1]: [Update. Blocker: None / Blocked on X]
[Name 2]: [Update. Blocker: Waiting on Y]
[Name 3]: [Update. Blocker: None]
Action Items
[Task description] — Owner: [Name] — Due: [Date]
[Task description] — Owner: [Name] — Due: [Date]
Next meeting: [Date & Time]
Board Meeting Minutes
Best for: formal board meetings, investor updates, and governance-level decisions requiring a legal record
Board Meeting Header
Minutes of the [Q1 / Annual / Special] Board Meeting of [Company Name]
Meeting Called to Order
Called to order at [Time] by [Chairperson Name]. Quorum confirmed: [X] of [Y] directors present.
Approval of Prior Minutes
Minutes from the [prior date] meeting were reviewed. Motion to approve: [Name]. Seconded: [Name]. Approved unanimously / [X to Y].
Key Agenda Items
[Item 1]: Discussion summary. Resolution: [Description]. Vote: [Unanimous / X for, Y against]. [Item 2]: Discussion summary. Tabled to [next meeting date].
Action Items & Resolutions
[Resolution text]. Effective: [Date]. Responsible party: [Name / Role].
Adjournment
Meeting adjourned at [Time]. Next meeting: [Date]. Minutes recorded by: [Secretary Name].
Client Meeting Notes
Best for: agency-client calls, account reviews, and project kick-off meetings shared externally
Meeting Summary Sent to Client
Subject: Meeting Summary — [Meeting Topic] | [Date]
Hi [Client Name], thanks for the call today. Here's a summary for your records:
Topics Discussed
1. [Topic 1 — brief summary of discussion] 2. [Topic 2] 3. [Topic 3]
Decisions Made
• [Decision 1: specific outcome agreed upon] • [Decision 2]
Action Items
Your team: [Client action] by [Date]. Our team: [Agency action] by [Date].
Next Steps
Next call: [Date & Time]. Agenda: [Topic for next meeting]. Questions? Reply to this email or reach [Account Manager] at [email].
How to Use These Templates
Choose the right format
Standup notes are lightweight and internal. Board minutes are formal and legal records. Client notes are professional and external-facing. Match the format to the audience.
Fill in during the meeting
The best meeting notes are taken in real time, not reconstructed afterward. Designate a note-taker before the meeting starts so everyone else can focus on the discussion.
Capture every action item with an owner
An action item without a name is not an action item. Every task must have one person responsible. "We" owns nothing. "Sarah" owns something.
Send within 2 hours
Distribute meeting notes while the meeting is still fresh for attendees. This dramatically improves action item completion and reduces "I don't remember that" disputes.
Customize in Dewx
Inside Dewx, Dew joins your meetings automatically, transcribes the conversation, extracts decisions and action items, and distributes formatted meeting minutes to all attendees within minutes. Action items are created as tasks in the CX Hub with deadlines and owners pre-assigned — no manual work required.
Related Templates
Frequently Asked Questions
What should meeting minutes always include?
Every set of meeting minutes should include: meeting name and date, attendees (present and absent), agenda items discussed, decisions made (with the decision, not just that a decision was made), action items (each with an owner and due date), and next meeting date. The action items section is the most important — it is where accountability is created.
Who should take meeting minutes?
A designated note-taker who is not also running the meeting produces the best minutes. The facilitator cannot simultaneously lead discussion and capture nuanced decisions. Rotate the role among team members or appoint a dedicated admin. In Dewx, Dew can transcribe and summarize meetings automatically so no human has to take notes.
How quickly should meeting minutes be distributed?
Send meeting minutes within 24 hours, ideally within 2 hours while memory is fresh. Late minutes are less useful for accountability and create ambiguity about what was decided. In Dewx, minutes are auto-generated and distributed immediately after the meeting ends.
How does Dewx automate meeting notes and follow-up?
Dewx Portal integrates with your calendar and video conferencing tools. Dew joins your meetings, transcribes the conversation, extracts decisions and action items, formats them into structured meeting minutes, and sends them to all attendees within minutes of the meeting ending. Action items are automatically created as tasks with due dates assigned to the right people.
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Dewx Portal transcribes your meetings, extracts action items automatically, and distributes structured notes — so your team always knows what was decided and who owns what.