How to write a school report, an assembly report or for other events. The guide shows you through some steps how to write it correctly.Minutes are documents, written in an objective manner, which serve to record in writing something that has been declared orally in a meeting or assembly.
The purpose of this guide is none other than to illustrate, through very clear steps, how to write a report in a precise manner . Here is how to proceed without obstacles, in order to reach the final objective as soon as possible, that is, a very clear drafting of a report that can concern different areas and different situations.
Specify the type of report
The first thing to do is to write the subject specifying the type of minutes you are going to make. After that you can start writing them. You start by writing the place, date, start and end time of the meeting, the list of participants and absentees. You must then indicate the secretary who writes the minutes, and the chairman of the meeting. Do not forget that the signatures of the latter must be placed at the end of the minutes.
Check the agenda
The agenda follows, which is of great importance, as it concerns the fundamental reasons why the meeting is being held; this must be composed of three points but can vary according to needs. Everything that does not concern the points on the agenda must be transcribed in “any other business”.
Contents that must be present
Below is a summary of the contents that generally must be present in the minutes, some are mandatory, others are not.
- Where and when the meeting takes place, the participants, the absentees, the name of the person presiding and that of the secretary taking the minutes.
- The issues/problems still unresolved.
- The topics put up for discussion on the agenda.
- The most significant interventions represented in chronological order.
- The suggestions, proposals, conclusions and decisions taken.
- The tasks assigned to each person with an indication of their respective and possible deadlines.
- The topics to be discussed at the next meeting.
Drafting of the minutes
Finally, you need to double-check what you have written because many rules are often overlooked due to pure distraction. Each page must be numbered and the presentation must be concise; even if the minutes are written after the meeting or assembly, the tenses must be in the present because they are intended to be drawn up at the very moment the discussion takes place. No deletions are allowed. At this point, there is nothing left to do but roll up your sleeves to write the minutes.
