Free Downloadable Templates

Save time and ensure compliance with these professionally-designed meeting minutes templates. Each template follows the 8-part format and includes all IRS-required elements.

4 Ready-to-Use Templates

1. Standard Board Meeting Minutes Template

Best for: Regular monthly or quarterly board meetings

Includes:

• Header with organization info
• Attendance tracking
• Committee reports section
• Old/new business sections
• Vote recording format
• Action items list

Download: Standard Meeting Minutes Template →

2. Annual Meeting Minutes Template

Best for: Annual board meetings and AGMs

Includes:

• Officer election section
• Annual report summaries
• Budget approval section
• Strategic planning notes
• Year-end review format

Download: Annual Meeting Minutes Template →

3. Special Meeting Minutes Template

Best for: Emergency meetings and special sessions

Includes:

• Meeting purpose statement
• Emergency authorization
• Single-issue focus format
• Quick decision recording
• Next steps section

Download: Special Meeting Minutes Template →

4. Committee Meeting Minutes Template

Best for: Committee meetings (Finance, Programs, etc.)

Includes:

• Committee name and purpose
• Recommendations to board
• Action items
• Timeline tracking
• Board report preparation

Download: Committee Meeting Minutes Template →

How to Use These Templates

Step 1: Choose Your Template

Select the template that matches your meeting type

Step 2: Customize Header

Fill in your organization name, date, time, and location

Step 3: Track Attendance

List all board members present and absent

Step 4: Record Decisions

Document motions, votes, and key decisions

Step 5: Add Reports

Insert summaries of committee and financial reports

Step 6: Proofread and Approve

Review for accuracy before board approval

Template Features

All templates include:

• IRS Form 990 compliance - All required documentation elements
• 8-part structure - Professional, consistent format
• Vote recording - Proper motion and voting format
• Conflict of interest tracking - Required disclosure sections
• Action items - Clear assignment and follow-up tracking

Tips for Using Templates Effectively

Do:

• Customize templates for your organization's needs
• Add your organization's logo and branding
• Update board member names in headers
• Include attachment references

Don't:

• Skip required sections
• Use templates without reviewing bylaws
• Forget to date and sign minutes
• Leave blank sections (mark "None" if nothing to report)

Digital vs. Paper Templates

Paper Templates:

• Print and fill out by hand
• Easy for small boards
• Sign physically
• Store in physical binders

Digital Templates:

• Type directly into document
• Easy to search later
• Email for review
• Store electronically (recommended)

Go Beyond Templates with Automation

Next Steps