Minutes of board meetings are a vital aspect of governance. They’re not only an record of the discussions and decisions but also serve as a legal record in case of litigation. This is why it’s important to ensure they’re done correctly: a poorly written set of minutes can create gaps that expose your company to risk of liability. It’s easy to make body sections that minutes of the board meeting are simple, concise, and accurate with the appropriate tools.

In general your minutes should not express opinions or interpretations about what took place. It is also important to document all major decisions and actions and any follow-up work that has been agreed upon. Also, be sure to note all attendance information as well as an attendance list for non-voting attendees (such as guests or consultants) in your board’s minutes, indicating whether they’re in person, via the phone, or online.

Finally, be sure to include a statement of the time, date and the location of the meeting. It is helpful to mention the type of meeting, too–whether it’s a regular, annual or special board session. You should also include any details regarding the date and time of the meeting, how it was called, and the quorum. You should not record who voted in favor or against a motion however, you should record how the motion was considered and the outcome of that vote. In certain instances the board may be required to discuss sensitive or personal topics in closed sessions. These discussions will be recorded.