Meeting Minutes Email Sample: A Simple Guide to Writing Effective Meeting Minutes

Have you ever been tasked with taking meeting minutes and then wondered how to communicate them effectively to the rest of the team? Look no further! In this article, we’ve got you covered with a meeting minutes email sample that you can use as a template to write your own. Not only will you save time, but you’ll also ensure that everyone is on the same page and there are no misunderstandings. And the best part is, you can find many examples online and edit them as needed to fit your company’s style and tone. So let’s dive in and make your next meeting minutes email a success!

The Best Structure for Meeting Minutes Email Sample

As a busy professional, attending meetings is inevitable. After each meeting, a report has to be sent to the attendees for documentation purposes. This report is referred to as meeting minutes, and it is essential that it captures all the important information discussed. A well-structured meeting minutes email sample can save time and help everyone stay aligned.

Here are the components of a structured meeting minutes email sample:

1. Heading: The email should have a clear and descriptive subject line, indicating the name of the meeting and the date. This will help attendees quickly locate the email and identify the purpose of the meeting.

2. Attendance list: The email should include a list of attendees present and absent, including their names, titles, and organizations. This ensures that everyone who was supposed to attend the meeting is properly documented.

3. Agenda: The email should contain the meeting agenda, outlining the topics discussed, the order in which they were discussed, and the time allocated for each agenda item. This helps to keep everyone on track and enables the attendees to prepare adequately for the meeting.

4. Discussion Points: The meeting minutes email should capture the main discussion points for each agenda item. It is essential to specify the exact details discussed, and the decisions made, including any agreed-upon action items. This helps attendees to understand the outcome and their responsibilities.

5. Next steps: The meeting minutes should specify the next steps for each action item, including who is responsible for it, the expected completion date, and any updates that should be communicated to the relevant parties. This ensures that the decisions made are executed properly.

6. Closing Remarks: Lastly, the email should include any closing remarks, thanks, or acknowledgments from the chairperson or the attendees. This helps to maintain a positive and collaborative relationship between the attendees.

Overall, a well-structured meeting minutes email sample can save time, ensure accountability, and increase productivity. By following the above components, you can create a meeting minutes email that captures all the important information discussed, enabling attendees to stay aligned and productive.

Meeting Minutes Emails Templates

Meeting Minutes – Agenda Preparation

Dear Team,

I am writing this email to discuss the agenda for our next meeting. As per our discussion, our main focus for the next meeting is to review the progress of the ongoing projects. We also need to discuss the issues that we are facing while completing the project. We should also allocate the responsibilities for the upcoming tasks.

I would appreciate if everyone can come prepared and share their views during the meeting so that we can come up with a solution. If anyone has any other point to add to the agenda, kindly let me know so that we can include it.

Thank you,


Meeting Minutes – Project Completion

Dear Team,

I am writing this email to inform you about the successful completion of our project. The project was completed on time, and we were able to achieve all the objectives and goals that were set at the start of the project.

I would like to take this opportunity to thank everyone who was involved in the project for their hard work and dedication. I would especially like to thank the project manager, who did an excellent job in leading the team and ensuring that the project was completed successfully.

I believe that this project has set a high benchmark for all future projects, and I hope that we can continue to work together in the same way to achieve even greater success in the future.



Meeting Minutes – Conference Call

Dear Team,

I am writing this email to inform you that we will be having a conference call tomorrow to discuss the progress of our project. The conference call will take place at [time] and will last for approximately [duration].

During the conference call, we will be reviewing the current status of the project and discussing any issues that have arisen. We will also be discussing the upcoming tasks that need to be completed and assigning responsibilities to team members.

Please ensure that you are available at the specified time and have a stable internet connection. The conference call will take place on Zoom, and the link to join the call has been shared in the calendar invite.

Best regards,


Meeting Minutes – Request for Additional Resources

Dear [Manager Name],

I am writing this email to request additional resources for our project. Currently, we are facing some challenges with the project, and we believe that additional resources can help us in overcoming these challenges and completing the project within the given deadline.

The resources that we require include [resources details], and we believe that allocating these resources to our project will increase the efficiency and productivity of our team. We understand that allocating additional resources may require additional budget, and we are willing to provide a detailed analysis of how the additional resources can benefit the project.

We would appreciate your consideration on this matter, and we are available for any further discussion or clarification regarding this request.



Meeting Minutes – Change of Meeting Schedule

Dear Team,

I am writing this email to inform you that the schedule for the upcoming meeting has been changed. The meeting, which was initially scheduled for [Date and Time], has been rescheduled to [New Date and Time].

We had to reschedule the meeting due to [Reason for Change]. We understand that this might cause inconvenience to some of you, but we request you to kindly adjust your schedule accordingly.

The agenda for the upcoming meeting remains the same, and we hope to receive your active participation in the meeting.



Meeting Minutes – Performance Evaluation

Dear [Name],

I am writing this email to provide you with feedback on your performance during the last quarter. As per our evaluation process, your performance has been outstanding, and you have exceeded the expectations set for your role.

Your contribution to the team has been significant, and your dedication towards completing the assigned tasks has been noticed. Your ideas and suggestions have been valuable in achieving the goals of the team and the organization.

We appreciate your hard work and dedication towards your role, and we look forward to your continued contribution towards the success of the team and the organization.

Best regards,

[Manager Name]

Meeting Minutes – Termination of Contract

Dear [Name],

I am writing this email to inform you of our decision to terminate your contract with our organization. This decision has been made after careful consideration and evaluation of your performance during the probationary period.

We understand that this news may come as a surprise to you, and we would like to offer our support during this transition period. We will provide you with a written termination letter and your final paycheck, which will include any outstanding payments due to you.

We wish you all the best for your future endeavors, and we hope that you will have a successful career ahead.


[Manager Name]

How to Write Effective Meeting Minutes Emails

Meeting minutes emails are an essential component of business communication. They allow you to document the critical decisions, actions, and conclusions made during the meeting and communicate them to the attendees and other stakeholders. Here are some useful tips to help you create effective meeting minutes emails:

  • Begin by documenting the meeting details. At the beginning of the email, include the date, time, and location of the meeting. List the attendees, including anyone who may have joined via teleconference or video conference.
  • Summarize the main points discussed during the meeting. It is essential to capture all the critical information, including the key decisions and actions taken. Record any questions or concerns raised by the attendees and the responses to them.
  • Use a clear structure and format. Use bullet points or numbered lists, headings, and subheadings wherever possible to make the text easy to read and follow. Divide the email into sections to structure the content and aid comprehension.
  • Proofread and edit before sending the email. Make sure that the meeting minutes are accurate, objective, and free from grammatical errors or typos. Ensure that all names, dates, and figures are correct.
  • Include any relevant attachments. If there were any slides, reports, or documents discussed during the meeting, attach them to your email. This will help the recipients refer back to the information during future discussions.
  • Use a professional tone. Avoid using slang or colloquial language. Write in a professional tone suitable for business communication. Address everyone by their full name, and avoid using nicknames or abbreviations.
  • Send the email promptly. Ensure that you send the meeting minutes email as soon as possible after the meeting. This will help to ensure that everyone is aware of the decisions and actions taken, and allow them to act accordingly.

By following these tips, you can create effective meeting minutes emails that document and communicate all the essential information from your business meetings.

FAQs Related to Meeting Minutes Email Sample

What are meeting minutes?

Meeting minutes are the written record of the activities and discussions that take place during a business meeting.

What should be included in meeting minutes?

Meeting minutes should include the date, time, location, attendees, agenda, and a summary of the discussion and decisions made at the meeting.

What is the purpose of meeting minutes?

The purpose of meeting minutes is to provide an accurate and comprehensive record of what was discussed, decided upon, and the next steps to be taken during a meeting.

Who is responsible for taking meeting minutes?

Usually, the organizational administrative assistant is designated as responsible for taking meeting minutes in corporate set up, where as in a non-corporate setting- anyone who volunteers or is assigned can take minutes.

What is the best format for meeting minutes?

The best format for meeting minutes is clear and concise, chronological order and contains relevant and actionable information.

When should meeting minutes be distributed?

Meeting minutes should be distributed as soon as possible after the meeting, usually within 24-48 hours.

Who should receive the meeting minutes?

The attendees of the meeting and other stakeholders involved in the meeting should receive the meeting minutes.

What is the importance of sending meeting minutes via email?

Sending meeting minutes via email is an easy and efficient way to ensure that everyone who needs to see them receives them in a timely manner and access easily as an evidence for reference.

What should be noted while writing meeting minutes?

It’s important to keep the meeting minutes objective, concise and factual, using clear and simple language and in an organized format.

What is the significance of follow-up action items in meeting minutes?

Follow-up action items in meeting minutes are essential to ensure that the decisions and agreed upon plans from the meeting are executed timely, effectively, and everyone is held accountable.

That’s a wrap!

Thanks for reading about the meeting minutes email sample. I hope this was helpful in crafting your own perfect meeting minutes email. Remember to keep it concise and clear, but also friendly and personable. And if you’re ever in need of more tips and tricks, come back and visit us again. Cheers to productive meetings!