Download the Word template. It also opens in Google Docs: File > Open > Upload.
The template
[Organization name] annual general meeting minutes Date, time, place: [date], [time], [place or link] Present: [names, or number of members]. Apologies: [names]. Proxies held: [number] Quorum: [yes / no, number present of number required]. Notice sent on: [date]
- Welcome and apologies. [Chair] opened the meeting at [time].
- Minutes of the last AGM. Approved [as written / as corrected]. Proposed by [name], seconded by [name].
- Chair's report. [Summary of the year.]
- Treasurer's report and accounts. The accounts for the year ending [date] were [received / adopted]. [Key figures.]
- Election of officers and committee.
| Role | Nominated | Proposed by | Seconded by | Result |
|---|---|---|---|---|
| Chair | [name] | [name] | [name] | Elected |
| Secretary | [name] | [name] | [name] | Elected |
| Treasurer | [name] | [name] | [name] | Elected |
- Resolutions. [Exact wording, mover, seconder, result, with the votes.]
- Any other business. [Item, short summary.]
- Date of next AGM. [date]. The meeting closed at [time].
Minutes taken by: [name]. Approved on: [date]. Signed: Chair ______ Secretary ______
What is different about an AGM
An AGM is a members' meeting, so the minutes record more than a committee meeting does. Note that proper notice was given, that a quorum was present, and how many votes each resolution got. Record the result of every election and who was elected to each role. If members voted by proxy, say so. Accounts are usually "received" or "adopted" by a vote, so write the motion down.
Your constitution or governing documents say how much notice is needed, what the quorum is and what must be on the agenda. Those come first. This is a practical layout, not legal advice.
Committee minutes
Ordinary committee minutes are shorter. Use the same header, then apologies, minutes of the last meeting, matters arising, reports, decisions and actions. The meeting minutes template covers it.
Fill it from a recording
Record the meeting in My notes and a few minutes after you stop, the transcript appears with speaker labels and times. Ask AI can draft the minutes from it in the shape above. It is a first draft: you check the names, numbers and votes against the transcript before it goes anywhere. There is no bot for online meetings, and no Word export. Copy the text into the template. Nothing is for sale right now: every account that signs in has Pro free until January, up to 10 hours of transcription a month.
More: meeting minutes hub, minutes template, how to take meeting minutes.