Record attendance, check quorum, capture motions with auto pass/fail & assign action items — then download audit-ready minutes
Minutes are the entity's official record and must name it.
Defaults to today — change as needed.
Establishes the official start.
Where members convened — physical address or video platform.
One name per line. Voting members present — feeds the quorum check.
One name per line.
Staff, counsel, manager or public — they do not count toward quorum or votes.
Director seats in office per bylaws — the quorum denominator.
Only used for Fixed number or Percent of seats.
Your bylaws and applicable state statute override these defaults — confirm your quorum rule before relying on the result.
First order of business under Robert's Rules. "None" hides this section.
Record what was DONE on each item — not the debate. Keep summaries factual.
Capture the exact wording of each motion. The tool computes PASSED / FAILED from your tally and threshold.
The most-skipped element. Every action item needs an owner and a due date.
Signs the minutes to authenticate the record.
PNG, JPG or GIF — up to 2 MB.
This free meeting minutes template turns a handful of inputs into a polished, audit-ready record of what a board, committee, nonprofit or HOA actually did at a meeting. It follows the standard order of Robert's Rules of Order (Newly Revised): heading, attendance & quorum, approval of prior minutes, reports/agenda, motions with votes, action items, adjournment, next meeting, and a signature block. As you type it checks quorum from your seat count, computes whether each motion PASSED or FAILED using integer-safe math, and shows a completeness checklist so you can close gaps before circulating. Everything runs 100% in your browser — nothing is uploaded.
A 7-seat HOA board meets. 5 directors are present, the quorum rule is majority of seats, and a motion to approve a $4,000 landscaping contract gets 4 For, 1 Against, 0 Abstain on a simple-majority threshold.
Notice the rules: the quorum denominator is total seats (not present), fractional thresholds round up, abstentions are not in the base, and a tie fails a majority vote.
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title="Meeting Minutes Template" loading="lazy"></iframe>Minutes record what was DONE, not what was SAID. Do not transcribe debate, opinions or discussion — record only motions, seconds, vote results, points of order/appeals and their disposition, and reports as filed. Abstentions are generally not counted in the base for a majority or two-thirds threshold (the base is votes cast = For + Against); if your statute or bylaws compute the threshold on "members present" or "directors in office," switch the base accordingly, as it can flip a result. For board votes, best practice (and fiduciary protection) is to record dissenting and abstaining directors by name.
This tool does not certify compliance. It does not verify notice, open-meeting (sunshine), or bylaws requirements — have counsel or the secretary confirm those. Vote-pass calculations use integer cross-multiplication to avoid floating-point rounding errors on borderline two-thirds or three-quarters votes. Minutes should be drafted promptly (ideally within a week and before the next meeting) and become the official legal record only after they are formally approved at the next meeting.
Meeting minutes are the official written record of what a deliberative body DID at a meeting — not what was said. Under Robert's Rules of Order the required elements are: the kind of meeting (regular, special, annual), the body's name, the date, time and place, who was present and absent, whether a quorum was met, the disposition of the previous minutes, every main and adopted motion with its exact wording, who moved and seconded it, the vote result, and the time of adjournment. Good practice adds an action-items list with owners and due dates and a signature block for the secretary.
Quorum is computed from the total number of voting seats on the body (the denominator), not the number present. A majority-of-seats quorum is floor(seats ÷ 2) + 1. A two-thirds quorum is ceil(seats × 2 ÷ 3); one-third is ceil(seats ÷ 3); a percent quorum is ceil(seats × percent ÷ 100); a fixed quorum is the stated number. Fractions always round UP because a fractional member cannot satisfy a quorum. Quorum is met when the number present is at least the required number.
The base is votes cast = For + Against (abstentions are not counted). For a majority threshold a motion passes only when For is greater than half the votes cast — a tie FAILS. Two-thirds, three-quarters, and custom-percent thresholds use integer cross-multiplication (For × denominator ≥ votesCast × numerator) to avoid floating-point rounding errors on borderline votes. A motion with no second is flagged "not before the body" and excluded from the pass/fail calculation.
No. Under the default "votes cast" base, abstentions are neither for nor against — they do not count toward the threshold and generally cannot defeat or pass a motion. They are recorded for the record (and, for board members, by name as fiduciary protection). Some statutes or bylaws instead compute thresholds on "members present" or "directors in office"; if yours does, the result can change, so reconcile with your governing documents.
A tie FAILS a motion that needs a majority, because a tie is not a majority — exactly half is not more than half. The tool labels this explicitly as "FAILED (tie)" rather than incorrectly showing it as passed.
No, this is not legal advice. The template encodes the general standard from Robert's Rules of Order (Newly Revised) plus common nonprofit, HOA and corporate practice. Your organization's bylaws and applicable state statute override these defaults — especially quorum percentages, vote thresholds, and signing rules. HOA member-meeting quorums in particular range from 25% to 51%. Always reconcile with your governing documents and have counsel or the secretary verify compliance with notice and open-meeting rules.
No. Under Robert's Rules minutes record what was DONE, not what was SAID. Do not transcribe debate, opinions, or discussion — record only motions, who moved and seconded them, vote results, points of order and appeals and their disposition, and reports as filed. Keep agenda summaries factual and brief.
No. The entire minutes document is built locally in your browser — no sign-up to preview, no server, nothing uploaded. That keeps confidential board information private. A free account is only needed to download the PDF so you can save your work across all tools.
Your minutes are built in your browser and saved only there. We don't store or sell your data.