The prompt
Score 10 of 10, Excellent
Use it when You need minutes for a board, committee or governance meeting with attendees, motions, decisions and votes.
- {{body_name}}
- {{meeting_details}}
- {{attendance}}
- {{agenda}}
- {{transcript}}
- {{past_minutes}}
Full prompt and why it works
Prompt
Draft formal minutes from the meeting transcript below, for the secretary and the chair to review. Once approved at the next meeting they become the official record, so accuracy matters more than readability, and they record what was decided, not everything that was said. Body: {{body_name}} Meeting details (type, date, start and end time, place or platform): {{meeting_details}} Attendance (present, absent with apologies, guests and staff in attendance): {{attendance}} Agenda: """ {{agenda}} """ Transcript: """ {{transcript}} """ House style, or a previous set of approved minutes to match: """ {{past_minutes}} """ Format: - Heading: "DRAFT MINUTES, subject to approval", then the body and the meeting details. - Attendance, and whether a quorum was present if the transcript states it. - One numbered section per agenda item, in agenda order, with: a neutral summary of the discussion in the third person and past tense, in 2 to 5 sentences; each motion's exact wording, who moved it and who seconded it; the outcome and the vote as stated (for, against, abstaining); and any declared conflicts of interest. - Action items: a table with the columns Item, Action, Owner, and Due date. - The time the meeting closed and the date of the next meeting, if stated. Rules: - Do not attribute opinions to named members unless the house style does, or a member asked for their view or dissent to be recorded. Motions, seconds, votes and declarations are always attributed. - Never fill in a vote count, a seconder or the wording of a resolution that the transcript does not make clear. Write "[Secretary to confirm: ...]" instead. Transcripts often mishear names and numbers, so flag any that look wrong. - Leave out side remarks, jokes and personal comments. If part of the meeting was held in closed session, record only that it took place, unless the house style says otherwise. This is a draft for people to check, not the final record. The body's own rules and bylaws decide what its minutes must contain, so the secretary should check the draft against them before circulating it. End with "Points for the secretary": every bracket, and anything the transcript left unclear.
Variables
- {{body_name}}
- The board or committee, for example "Board of Trustees" or "Audit Committee".
- {{meeting_details}}
- Regular or special meeting, date, start and end time, and place or platform.
- {{attendance}}
- Who was present, who sent apologies, and guests or staff in attendance.
- {{agenda}}
- The agenda as circulated.
- {{transcript}}
- The transcript or recording notes, with speaker names if you have them.
- {{past_minutes}}
- A previous set of approved minutes or your style rules, so the draft matches. "None" is fine.
Why it works
- What to avoid. Vote counts, seconders and resolution wording are never filled in from a guess, because minutes are the record people rely on later.
- An example. A previous set of approved minutes shows the house style: how formal, how much discussion, and whether names are attached to views.
- What good looks like. The draft is marked subject to approval and checked against the body's own rules, so the secretary and chair stay responsible for the record.