Download the Word template. It also opens in Google Docs: File > Open > Upload.
The template
[School name] PTA meeting minutes Date, time, place: [date], [time], [place] Present: [names or number]. Absent: [names]. Quorum: [yes / no]
- Call to order. Called to order at [time]. Minutes of [date] approved [as written / as corrected].
- Principal's report. [Summary.]
- Treasurer's report. Balance: [amount]. Spent since last meeting: [amount and purpose].
- Committees and fundraising. [Event, date, who is leading, goal.]
- Motions.
| Motion | Moved by | Seconded by | Result |
|---|---|---|---|
| [exact wording] | [name] | [name] | Carried / failed |
- Action items.
| Task | Owner | Due |
|---|---|---|
| [task] | [name] | [date] |
- Next meeting. [date, time, place]. Adjourned at [time].
Minutes taken by: [name]. Approved on: [date]. Signed: President ______ Secretary ______
Tips
- Write the amount in every spending motion. Parents will ask later.
- Name the person who volunteered for each task.
- Keep minutes factual. They may be read by any member and sometimes the school.
- See a filled version in the examples of meeting minutes.
Your PTA's bylaws and any district rules decide what the minutes must include. This is a practical layout, not legal advice.
What to leave out
Minutes are not a story of the evening. Skip who said what, side conversations and anything about individual children or families. If a parent raises a concern about a student or a teacher, write that a concern was raised and who will follow up, not the details. A good set of PTA minutes fits on one page and lets a parent who missed the meeting see what was decided, how much money was spent and what help is needed next.
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.