Meeting Minutes Approval Process

When to use this

Codifies who drafts, who reviews, when minutes are tabled for approval, and what counts as the final record. Especially useful for committees that need formal minutes.

# Meeting Minutes — Approval Process

## Roles
- **Note-taker** — drafts within 2 working days
- **Chair** — first reviewer; corrects within 1 working day
- **Secretary** — circulates and stores

## Workflow
1. Note-taker drafts minutes within 2 working days.
2. Draft sent to Chair only for review.
3. Chair returns corrections within 1 working day.
4. Note-taker finalises and sends to all attendees marked DRAFT.
5. Attendees have 5 working days to flag factual corrections.
6. Minutes tabled at next meeting for formal approval.
7. Once approved, marked FINAL and stored in [location].

## Standard sections
- Date, time, location, attendees, apologies
- Quorum confirmed
- Approval of previous minutes
- Matters arising
- Substantive items in agenda order
- AOB
- Date of next meeting

## What we don't put in minutes
- Verbatim arguments
- Personal opinions of attendees
- Anything privileged or confidential without flagging it as such

## Retention
- Draft minutes: until approved
- Approved minutes: per the company's record-retention schedule