Capture what happened during the meeting before asking AI for a recap. This template keeps unapproved suggestions out of the decision record and shows missing owners or dates.

Prepare the source before you fill it

Launch remains September 18. Maya will send the QA report Friday. A customer email was suggested but not approved. The team will meet after QA; no date was chosen.

How to use this template

  1. Prepare the agenda and decision points

    List the questions the meeting needs to answer and the person who can approve each decision.

  2. Record claims with speaker or source

    Write short factual notes and preserve uncertainty. Do not turn a discussion point into agreement while taking notes.

  3. Confirm decisions and actions aloud

    Before closing, read back each decision, owner and date. Mark any missing field as not assigned or not set.

  4. Create the recap from approved notes

    After the meeting, use the confirmed record as the source for a summary. Keep the raw notes and final recap separate.

Copy the template

Download .md
# Meeting notes

## Meeting details
- Topic:
- Date and time:
- Facilitator:
- Note taker:
- Attendees:
- People absent who need the record:

## Purpose and agenda
- Outcome needed:
- Decision points:
- Agenda items:

## Notes by agenda item
### Item 1
- Confirmed facts:
- Discussion:
- Evidence or links:
- Risks or objections:
- Suggestion not yet approved:

## Decisions
| Decision | Approver | Source note | Effective date |
| --- | --- | --- | --- |
|  |  |  |  |

## Actions
| Task | Owner | Deadline | Dependency | Completion evidence |
| --- | --- | --- | --- | --- |
|  | Not assigned | Not set |  |  |

## Open questions
| Question | Owner to answer | Needed by | Blocking what |
| --- | --- | --- | --- |
|  | Not assigned | Not set |  |

## Suggestions awaiting approval
| Suggestion | Proposed by | Decision owner | Status |
| --- | --- | --- | --- |
|  |  | Not assigned | Not approved |

## Closing check
- Decisions read back:
- Actions and dates confirmed:
- Missing owner or date kept visible:
- Next meeting or review trigger:

Filled example

Purpose: confirm launch readiness.
Decision: launch remains September 18. Approver: project lead. Source: note 1.
Action: Maya sends the QA report. Deadline: Friday. Evidence: report link.
Suggestion awaiting approval: send a customer email. Decision owner: not assigned. Status: not approved.
Open question: when will the team meet after QA? Owner: not assigned. Needed by: not set.
Closing check: the launch and QA action were confirmed; the email and meeting date remain open.

Decision: launch remains September 18. Action: Maya sends QA report Friday. Suggestion: customer email, approval and owner missing. Follow-up meeting: date not set.

Review before you share it

  • Every decision has an approver or remains explicitly unconfirmed.
  • Every action has a task owner and date or uses the visible missing state.
  • Suggestions do not appear in the decision table before approval.
  • Private or regulated information is stored only in an approved system.
What the template cannot establish
  • Notes are not a transcript and may omit context.
  • The template does not establish consent for recording or automated transcription.
  • A recap still needs attendee or meeting-owner review when commitments matter.