How to Write Corporate Minutes
If you want to write corporate minutes, you can follow this simple guide. The first paragraph usually contains the time, date, and the place where the meeting was held. On the last paragraph, a statement for an adjournment of the meeting is needed and the next meeting should already be determined.
The board should decide on the place and time before the meeting is adjourned.
Tips to Write Corporate Minutes
If you are the company secretary, it is your duty to write the corporate minutes of the board meeting. All meeting minutes will be compiled in the corporate records and will serve as reference. You can make use of this guide to create the minutes although you’re free to add some necessary items that transpired in the meeting. The first paragraph usually contains the time, date, and the place where the meeting was held. Indicate the purpose of the said meeting and if the notice to directors were given, required, or waived.
Prior to the start of the meeting, all the board members present should be listed and the person who presided the meeting, as well as the name of the person taking down the minutes. A short statement should be accomplished revealing if the previous meeting minutes were amended or approved. Take note of the actions of all the officers and it should be stated in the minutes. On the last paragraph, a statement for an adjournment of the meeting is needed and the next meeting should already be determined. The board should decide on the place and time before the meeting is adjourned.
Just in case an annual meeting is conducted (e.g. corporate meeting), the minutes should cover the election of the board and officers as well as the stock issuance to existing or new shareholders. All statements in the minutes should be accurate and only those that transpired in the meeting should be written. This will not cover the day to day activities of the company or corporation. Everything should be disclosed in the minutes and the minutes should be presented in the right manner. Observe correct grammar before you finalize the minutes.
The minutes should be kept together with other important documents of the company. You can jot down the important parts of the meeting and later on, you can rewrite it. That way, you can create a presentable and accurate corporate minutes. This is the primary duty of the company secretary and you should know what you’re doing. Make use of this guide and in no time, you can create the needed minutes. This is a standard operating procedure in all companies or businesses so you need to prepare an accurate document. Be prepared when attending the meeting. Aside from writing the minutes, you will also have to perform other duties prior to the meeting. Listen and be observant, these are the keys to creating a good corporate minutes.
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