In short
- Every template ends in the same three things: decisions, actions, open questions.
- Keep templates short; if one takes longer than the meeting's pauses to fill, nobody uses it.
- Put the date first in the title so notes sort themselves.
- Copy the plain-text versions below into any notes app or doc.
1. General meeting
[Date] · [Meeting name] Attendees: Goal of this meeting: Notes by agenda item - Item 1: - Item 2: Decided: Actions (owner · task · due): Open questions:
2. One-on-one
One-on-ones run over many weeks, so the template carries things forward.
[Date] · 1:1 · [Name] Carried over from last time: How things are going (their words): Topics they raised: Topics I raised: Feedback given / received: Actions (owner · task · due): To raise next time:
3. Client or sales call
[Date] · [Company] · [Call type] Attendees and roles: Their situation, in their words: What they need / what's blocking them: Numbers mentioned (exact): Objections or concerns: Agreed next step and date: Actions (owner · task · due):
Write numbers and quotes exactly. "We're spending 40 lakh a year on this" is worth more in three months than "big budget".
4. Project kick-off
[Date] · Kick-off · [Project] Goal and what "done" looks like: In scope / out of scope: Owners by area: Key dates: Risks raised: Decided: Actions (owner · task · due):
5. Interview
[Date] · [Candidate] · [Role] · [Round] Interviewer: · Focus area: Question → what they said (key phrases verbatim): Evidence for each criterion: Concerns: Recommendation and why:
Write evidence, not impressions. "Led the migration, cut costs 30%, owned the vendor call" beats "seemed strong".
6. Board or investor meeting
[Date] · Board meeting · [Company] Present: · Apologies: · Quorum: yes/no Items and resolutions: - Item: Discussion summary: Resolution / decision: Approvals given: Actions (owner · task · due): Next meeting:
Formal board minutes have legal requirements in many countries; this is a working draft. See meeting minutes versus notes for what changes.
Making a template stick
- Fill the header before the meeting starts.
- Delete any section you leave blank three meetings in a row.
- Read the actions aloud in the last two minutes, so everyone hears their name.
Questions people ask
What is the best format for meeting notes?
A short structure that ends in decisions, actions with owners and dates, and open questions. Pick a template for the meeting type rather than one format for everything.
Is there a free meeting notes template?
Yes. All six templates on this page are free to copy into any notes app, document or email.
What is the difference between a meeting agenda and meeting notes?
The agenda is written before the meeting and lists what will be discussed. Notes are written during and after, and record what was decided and who will do what.
How do I write one-on-one meeting notes?
Carry over open items from last time, capture topics each person raised, note feedback, and end with actions and topics for next time. Keep the same document across meetings so history stays in one place.
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