# AI Meeting Minutes Template (Copy and Paste) > A fill-in meeting minutes template plus an AI prompt that fills it from a transcript, with Not stated for gaps. Works in ChatGPT, Claude and Copilot. Source: https://learn.ynteractive.com/content/blog/ai-meeting-minutes-template · Updated 2026-10-16 · Free from Stepthrough (https://learn.ynteractive.com) Quick answer An AI [meeting minutes](https://learn.ynteractive.com/content/glossary/meeting-minutes) template is a fixed set of sections that you ask an AI to fill from a transcript: meeting details, attendees, items discussed, decisions and motions, [action items](https://learn.ynteractive.com/content/glossary/action-items) and the next meeting. The free [Turn a Board Meeting into Minutes and Next Steps](https://learn.ynteractive.com/content/nonprofit-board-meeting-recap) lesson practices the same idea on a real-looking board transcript. Copy the template and [prompt](https://learn.ynteractive.com/content/glossary/prompt) below, then check every line against what happened. Last updated October 16, 2026 [Take the free module →](https://learn.ynteractive.com/courses/ai-for-operations/14)Module 14 of the free [AI for Operations Teams](https://learn.ynteractive.com/courses/ai-for-operations) course, about 9 minutes. No account needed. By [Robert Breen](https://learn.ynteractive.com/content/about) · Published October 16, 2026 · Updated October 16, 2026 · 4 min read ChatGPT · Claude · Meetings · Templates This is a first draft tool. If your bylaws, your state or your client require a certain format, follow that first. ## What goes in meeting minutes? Minutes record who met, what was decided and who does what, not every word said. They are shorter than a transcript and more formal than a recap. The [meeting minutes](https://learn.ynteractive.com/content/glossary/meeting-minutes) glossary entry and [Meeting Minutes vs Meeting Summary](https://learn.ynteractive.com/content/blog/meeting-minutes-vs-meeting-summary) explain the difference. ## What is the meeting minutes template? Copy this and keep it in a document: ```text MEETING MINUTES Meeting: [NAME OF MEETING] Date, time and place: [DATE, TIME, PLACE] Called to order by: [NAME] at [TIME] Present: [NAMES] Absent: [NAMES] 1. Items discussed - [Item]: short neutral summary 2. Decisions and motions - Motion: [WHAT]. Moved by [NAME], seconded by [NAME]. Result: [PASSED / FAILED / TABLED] 3. Action items | Task | Owner | Due date | 4. Next meeting: [DATE AND TIME] Minutes prepared by: [NAME]. Approved on: [DATE] ``` ## What prompt fills the template with AI? Paste the template, then the transcript, under this request: ```text Fill in the meeting minutes template above using only the transcript below. Keep it neutral: record what was decided and who is responsible, not who argued for what. Do not invent attendees, motions, vote counts, amounts or dates. If something is not said, write "Not stated". End with a list called Items to confirm. ``` For a board, there is a full version with a Role, Context, Task and Format layout on the [board meeting minutes prompt](https://learn.ynteractive.com/content/prompts/board-meeting-minutes-prompt) page. In the nonprofit lesson, a board's transcript includes a vote to replace a cooler, a mailing held until a set date and a volunteer count due on a set date. Those are the kinds of lines that belong under decisions and action items. ## What does a filled-in example look like? Using the board transcript from the nonprofit lesson, a filled template would read like this. The details are the made-up Riverbend Food Pantry's, and the lines marked "Not stated" are the ones you complete yourself: ```text Motion: Replace the walk-in cooler for up to $18,500 once more quotes are in. Moved by: Ana Whitcomb. Seconded by: Not stated. Result: Passed. Action: Send two more cooler quotes. Owner: Luis Ortega. Due: Not stated. Action: Hold the appeal mailing until November 9. Owner: Mei Tran. Next meeting: Not stated. Volunteer coordinator: add to the December agenda. ``` Notice what the AI could not know: who seconded, when the quotes are due and when the next meeting is. That is the point of the rule. A blank you can see is better than a date you did not agree to. ## What should I leave out of AI-drafted minutes? Leave out anything the group would not want in the permanent record: side conversations, jokes, personal remarks and confidential details such as donor names or pay. Do not paste material your organization has said stays out of AI tools. Minutes also should not assign blame or motives, so keep the "neutral" line in the prompt and delete any sentence that guesses why someone voted a certain way. ## How do I check the minutes before they go to the group? Check the parts that become the record. Compare each motion, vote and amount with the transcript or your notes. Fill every "Not stated" from the secretary's own record. Confirm who was present, since a transcript may not list quiet attendees. Remove side comments and anything confidential. Then send the draft to the group for approval, the way your meetings normally do. ## Which AI tool should I use for minutes? Any assistant your company approves. For tool-specific steps, see [Claude: Summarize a Meeting Transcript](https://learn.ynteractive.com/content/blog/claude-summarize-meeting-transcript) and [Microsoft Copilot in Teams: Meeting Recap](https://learn.ynteractive.com/content/blog/copilot-teams-meeting-recap). For the ChatGPT route, see [Turn a Meeting Transcript into Action Items](https://learn.ynteractive.com/content/blog/meeting-transcript-to-action-items). ## Which free lessons practice meeting minutes and recaps? - [Turn a Board Meeting into Minutes and Next Steps](https://learn.ynteractive.com/content/nonprofit-board-meeting-recap) - [Summarize a Meeting Transcript](https://learn.ynteractive.com/content/chatgpt-summarize-meeting-transcript) - [Summarize a Client Meeting](https://learn.ynteractive.com/content/chatgpt-client-meeting-recap-accounting-firm) - [Run a Weekly Ops Review Where Every Task Has an Owner](https://learn.ynteractive.com/content/chatgpt-weekly-operations-meeting-recap) For a fast recap instead of formal minutes, the [meeting recap email prompt](https://learn.ynteractive.com/content/prompts/meeting-recap-email-prompt) is shorter. ## Key takeaways - Minutes are a short, neutral record of attendees, items, decisions, motions and action items. - Give the AI a fixed template and tell it to use only the transcript. - "Not stated" and an Items to confirm list show you where to fill gaps yourself. - Check every motion, vote count, amount and date, because minutes become the record. - Follow your bylaws or client rules for required wording and approval. ## Frequently asked questions **Can AI write meeting minutes?** It can draft them from a transcript or notes using a template. A person must check them against what happened before they are approved. **What is the difference between minutes and a recap?** Minutes are a formal record, often approved by the group. A recap is a short message with decisions and action items for the people who must act. **Should minutes include who said what?** Usually not. They record decisions and responsibilities. The transcript keeps who said what. **Where should I keep the template?** In a shared document or your prompt library, so everyone uses the same sections every time. ## Build it yourself, free **Turn a Board Meeting into Minutes and Next Steps for Operations**. Turn the transcript of a nonprofit board meeting into the decisions, an action items table with owners and due dates, and a recap email to the board. You do every step yourself in a practice copy of ChatGPT, it checks your work as you go, and “Do it for me” finishes any step you get stuck on. Free, and nothing touches your real accounts. [Start the free lesson](https://learn.ynteractive.com/modules/nonprofit-board-meeting-recap) [Or read the full step-by-step guide](https://learn.ynteractive.com/content/nonprofit-board-meeting-recap) ## Free lessons in this post - [Turn a Board Meeting into Minutes and Next Steps for Operations](https://learn.ynteractive.com/content/nonprofit-board-meeting-recap): Turn the transcript of a nonprofit board meeting into the decisions, an action items table with owners and due dates, and a recap email to the board. - [Summarize a Meeting Transcript with ChatGPT](https://learn.ynteractive.com/content/chatgpt-summarize-meeting-transcript): Paste a long meeting transcript into ChatGPT and get the decisions, an action items table with owners and due dates, and a follow-up email ready to send. - [Turn a Client Meeting into Action Items and a Follow-Up Email (Accounting Firms)](https://learn.ynteractive.com/content/chatgpt-client-meeting-recap-accounting-firm): Turn the transcript of a client's quarterly review into the decisions, an action items table with owners and due dates, and a follow-up email to the client. ## Watch it in a free lesson: Choose the AI Assistant Your Team Should Use, Tested on ChatGPT, Claude, Gemini and Copilot ### Same Task, Four Assistants: ChatGPT vs Claude vs Gemini vs Copilot: video walkthrough Full walkthrough · 1:51 · with captions Give one real office task to ChatGPT, Claude, Gemini and Microsoft Copilot, check each answer on the facts, and pick the one to use at work. The whole lesson narrated step by step, recorded in Stepthrough’s simulated practice environment. [Watch it with chapters and the full transcript](https://learn.ynteractive.com/content/chatgpt-vs-claude-vs-gemini-vs-copilot-same-task#watch) From the free lesson [Choose the AI Assistant Your Team Should Use, Tested on ChatGPT, Claude, Gemini and Copilot](https://learn.ynteractive.com/content/chatgpt-vs-claude-vs-gemini-vs-copilot-same-task) ## Related terms Plain-English definitions, each with an example from a free lesson. [Meeting minutes](https://learn.ynteractive.com/content/glossary/meeting-minutes) · [Action items](https://learn.ynteractive.com/content/glossary/action-items) · [Prompt](https://learn.ynteractive.com/content/glossary/prompt) · [Accrual accounting](https://learn.ynteractive.com/content/glossary/accrual-accounting) · [AI governance](https://learn.ynteractive.com/content/glossary/ai-governance) · [AI note-taker](https://learn.ynteractive.com/content/glossary/ai-note-taker) · [AI summarization](https://learn.ynteractive.com/content/glossary/ai-summarization) · [Allowance for doubtful accounts](https://learn.ynteractive.com/content/glossary/allowance-for-doubtful-accounts) [The full AI glossary](https://learn.ynteractive.com/content/glossary) ## Related prompts - [Action items table prompt](https://learn.ynteractive.com/content/prompts/action-items-table-prompt): Paste a meeting transcript or rough notes and get a table of every task, owner and due date, with "Not stated" wherever nobody… - [AR aging summary prompt](https://learn.ynteractive.com/content/prompts/ar-aging-summary-prompt): Turn an accounts receivable aging report into a one-page summary for the owner: what is overdue, who owes the most, and which… - [Board meeting minutes prompt](https://learn.ynteractive.com/content/prompts/board-meeting-minutes-prompt): Copy this ChatGPT prompt to turn a board meeting transcript into formal minutes: attendees, motions, votes and action items… - [Budget request memo prompt](https://learn.ynteractive.com/content/prompts/budget-request-memo-prompt): Write a one-page memo asking for next year's budget: the problem, the amount, what it buys, the options you weighed and how… [All free prompt templates](https://learn.ynteractive.com/content/prompts) ## More terms on this topic [Data retention policy](https://learn.ynteractive.com/content/glossary/data-retention-policy) · [Fixed asset](https://learn.ynteractive.com/content/glossary/fixed-asset) · [Meeting agenda](https://learn.ynteractive.com/content/glossary/meeting-agenda) · [Natural language processing (NLP)](https://learn.ynteractive.com/content/glossary/natural-language-processing) · [Prompt library](https://learn.ynteractive.com/content/glossary/prompt-library) · [Standup meeting](https://learn.ynteractive.com/content/glossary/standup-meeting) ## More prompts on this topic - [Customer feedback survey questions prompt](https://learn.ynteractive.com/content/prompts/customer-feedback-survey-questions-prompt): A ChatGPT prompt that writes a short, neutral customer survey: up to 7 questions tied to what you need to learn, an honest… - [Decision log prompt](https://learn.ynteractive.com/content/prompts/decision-log-prompt): Pull every settled decision out of meeting notes and messages into a dated log: who decided, why, and when to revisit, plus what… - [Meeting request email prompt](https://learn.ynteractive.com/content/prompts/meeting-request-email-prompt): Ask a busy client, vendor or partner for a meeting: what it will settle, a short agenda, a set length and real times, so saying… - [One-on-one meeting prep prompt](https://learn.ynteractive.com/content/prompts/one-on-one-meeting-prep-prompt): Prepare a one-on-one from your notes: what you owe them from last time, specific wins, questions that let them talk first, and… - [Project risk register prompt](https://learn.ynteractive.com/content/prompts/project-risk-register-prompt): List what could go wrong with a project from your notes: each risk with likelihood, impact, an early warning sign, a response… - [Survey results summary prompt](https://learn.ynteractive.com/content/prompts/survey-results-summary-prompt): Summarize survey responses into counted themes with exact quotes, standout comments and follow-up questions, without overstating… ## Visual guides The same ideas as quick visual guides: swipe through the slides, or read each one as text. - [Turn a client meeting into action items and a recap email](https://learn.ynteractive.com/content/visual/accounting-not-stated-dates): Most missing client documents start as a request said in a meeting and never written down with a date. - [Meeting notes myth: “summarize this” is all ChatGPT needs](https://learn.ynteractive.com/content/visual/summarize-this-myth): Myth: paste a transcript, type “summarize this”, done. Fact: ask for the decisions, an action items table with owners and dates, and open questions. - [Prompt of the Day: Summarize an Email Thread for a Handoff](https://learn.ynteractive.com/content/visual/prompt-summarize-an-email-thread): A visual prompt card: turn a long email thread into a short handoff with the situation, what was promised and each question marked Answered or Open. [All visual guides](https://learn.ynteractive.com/content/visual) ## Keep reading - [Claude: Summarize a Meeting Transcript Step by Step](https://learn.ynteractive.com/content/blog/claude-summarize-meeting-transcript): Upload or paste a meeting transcript into Claude and get a summary, decisions, action items with owners and dates, and open questions. Copy the request. - [Meeting Minutes vs Notes vs Summary: Which Do You Need?](https://learn.ynteractive.com/content/blog/meeting-minutes-vs-meeting-summary): Meeting minutes are the formal record, notes are your own, a summary is the short version. When to use each, with examples and ChatGPT prompts. - [Google Meet Transcript to Action Items with ChatGPT](https://learn.ynteractive.com/content/blog/google-meet-transcript-to-action-items): Turn a Google Meet transcript into action items with ChatGPT: where Meet saves the Google Doc, what to copy, and the request that avoids made-up deadlines. [All blog posts](https://learn.ynteractive.com/content/blog) · [All free tutorials](https://learn.ynteractive.com/content)