Minutes of Meeting and Report Writing
PART I: MINUTES OF MEETING
1. Meaning of Minutes of Meeting
Minutes of Meeting (MoM) are the official written record of what happened and what was decided in a meeting.
They briefly record:
- Date and time of the meeting
- Place of the meeting
- Name of the chairperson
- Names of people present
- Agenda or purpose of the meeting
- Important points discussed
- Decisions taken
- Responsibilities assigned
- Date of the next meeting, if decided
Simple definition
Minutes are a written record of the important discussions, decisions and actions taken during a meeting.
2. Purpose of Minutes
Minutes are prepared for several reasons:
- Official record – They provide a permanent record of the meeting.
- Record of decisions – They show what decisions were taken.
- Future reference – They can be consulted later.
- Accountability – They make it clear who has been assigned which task.
- Communication – People who could not attend can understand the important outcomes.
- Follow-up – They help members check whether decisions have been implemented.
3. Main Features of Good Minutes
Good minutes should be:
1. Clear
The language should be easy to understand.
2. Concise
Only important information should be included.
3. Accurate
Names, dates, decisions and figures should be correct.
4. Objective
The writer should not include personal opinions.
5. Formal
Formal and professional language should be used.
6. Well-organised
The information should follow a logical order.
7. Complete
All important decisions and action points should be recorded.
4. Structure/Format of Minutes of Meeting
A standard format is:
MINUTES OF THE MEETING
Name of Organisation/Institution:
Date:
Time:
Venue:
Chairperson:
Members Present:
Members Absent:
Agenda
Proceedings/Discussion
- Point 1: __________________
- Point 2: __________________
- Point 3: __________________
Decisions/Resolutions
Action Taken/Action Points
| Task | Person Responsible | Deadline |
|---|---|---|
| ______ | ______ | ______ |
| ______ | ______ | ______ |
Next Meeting: __________
Prepared by: __________
Signature: __________
5. Important Language Used in Minutes
Some useful expressions are:
- The meeting commenced at...
- The chairperson welcomed the members.
- The minutes of the previous meeting were confirmed.
- The members discussed...
- It was decided that...
- It was agreed that...
- The committee approved...
- The members suggested...
- The matter was discussed at length.
- It was resolved that...
- The meeting concluded with...
- The meeting ended at...
6. Example of Minutes of Meeting
MINUTES OF THE MEETING
Name of Institution: ABC College
Date: 19 September 2026
Time: 11:00 a.m.
Venue: Principal's Office
Chairperson: The Principal
Members Present: Principal, Head of Department, teachers and student representatives
Agenda
- Preparation for the annual function.
- Distribution of duties.
- Arrangement of refreshments.
Proceedings
The meeting commenced at 11:00 a.m. The Principal welcomed all the members and explained the purpose of the meeting.
The members discussed the arrangements for the annual function. It was decided that the function would be held in the college auditorium.
Different duties were assigned to teachers and student representatives. The members also discussed seating arrangements, cultural programmes and refreshments.
Decisions
- The annual function will be organised in the college auditorium.
- Teachers and students will be given different responsibilities.
- A committee will supervise the arrangements.
- Refreshments will be arranged for the participants and guests.
The meeting ended with a vote of thanks at 12:15 p.m.
Prepared by:
Secretary
Signature: __________
7. Do's and Don'ts of Minutes Writing
Do's
- Write facts accurately.
- Mention the date, time and venue.
- Record important discussions.
- Record decisions clearly.
- Mention people responsible for tasks.
- Use formal language.
- Keep the minutes concise.
Don'ts
- Do not write personal opinions.
- Do not record every sentence spoken.
- Do not use emotional language.
- Do not add unnecessary details.
- Do not change the decisions of the meeting.
- Do not use informal language.
PART II: REPORT WRITING
1. Meaning of Report
A report is a formal written account of an event, situation, investigation, activity or problem.
Simple definition
A report is a systematic and factual presentation of information about an event, activity, situation or investigation.
Reports are generally written to inform, record, analyse or recommend.
2. Purpose of Report Writing
A report may be written to:
- Give information about an event.
- Describe an activity or programme.
- Present the findings of an investigation.
- Explain a problem.
- Analyse a situation.
- Suggest solutions.
- Help authorities make decisions.
- Maintain an official record.
3. Types of Reports
There are several types of reports.
A. Event Report
It describes an event such as:
- Annual function
- Seminar
- Workshop
- Sports day
- Cultural programme
- Educational tour
B. Newspaper Report
It reports an important event for a newspaper.
Examples:
- Road accident
- Flood
- Fire
- Sports event
- School/college function
C. Investigation Report
It presents the findings of an investigation into a problem or incident.
D. Progress Report
It describes the progress of a project, programme or activity.
E. Survey Report
It presents the results of a survey or study.
F. Annual Report
It gives information about the activities and achievements of an organisation during a year.
G. Incident Report
It records an unusual or unexpected incident.
4. Qualities of a Good Report
A good report should be:
1. Accurate
All facts should be correct.
2. Clear
The reader should easily understand the information.
3. Concise
Avoid unnecessary information.
4. Objective
Personal feelings and unsupported opinions should be avoided.
5. Well-structured
Information should be presented in a logical order.
6. Factual
Important statements should be based on facts.
7. Formal
Use appropriate formal language.
8. Complete
All necessary information should be included.
5. Basic Format of Report Writing
A general report format is:
TITLE
REPORT ON __________
Introduction
Briefly explain:
- What happened?
- Why was the report prepared?
- When and where did it happen?
Main Body
Give details about:
- Participants
- Activities
- Important events
- Findings
- Problems
- Discussions
Conclusion
Give the final outcome.
Recommendations
If required, give suggestions for improvement.
Submitted by:
Name
Designation/Class
Date
6. Example: College Function Report
REPORT ON ANNUAL FUNCTION
Introduction
The Annual Function of ABC College was organised on 15 September 2026 in the college auditorium. The programme was organised to celebrate the achievements of students and provide them with an opportunity to display their talents.
Main Events
The programme began at 10:00 a.m. with a welcome address by the Principal. The chief guest delivered a speech and appreciated the achievements of the students.
Various cultural programmes, including songs, dances and short performances, were presented by the students. Prizes and certificates were distributed among students who had performed well in academics, sports and other activities.
Conclusion
The programme concluded with a vote of thanks. The event was attended by teachers, students and invited guests.
Submitted by:
ABC
Student Representative
Date: 16 September 2026
7. Newspaper Report Format
A newspaper report usually contains:
1. Headline
A short and attractive title.
2. Byline
Name of the reporter.
3. Dateline
Place and date.
4. Introduction/Lead
The most important information should come first.
5. Body
Detailed information about the event.
6. Conclusion
The final development or present situation.
Example
COLLEGE ORGANISES CLEANLINESS DRIVE
By Staff Reporter
Anantnag, 19 September 2026:
A cleanliness drive was organised by ABC College on Friday to create awareness about cleanliness and environmental responsibility.
Students and teachers participated in the programme. The participants cleaned the college campus and nearby areas. They also displayed posters and raised awareness about proper waste disposal.
The Principal appreciated the participation of the students and encouraged them to maintain cleanliness regularly.
8. Investigation Report Format
An investigation report generally contains:
Title
Introduction
Reason for the investigation.
Background
Relevant information about the matter.
Method of Investigation
How information was collected.
Findings
What the investigation discovered.
Conclusion
What can be concluded from the findings.
Recommendations
Suggested steps or solutions.
Name and designation of the reporter/investigator
9. Useful Expressions for Report Writing
Introduction
- The purpose of this report is to...
- This report presents...
- The report deals with...
- The event was organised on...
- The programme was held at...
Presenting information
- According to the information collected...
- It was observed that...
- The participants reported that...
- The programme included...
- The major findings were...
Conclusion
- It can be concluded that...
- In conclusion...
- The event was successfully conducted.
- The findings indicate that...
Recommendations
- It is recommended that...
- The authorities should...
- It is suggested that...
- Further steps should be taken to...
10. Difference Between Minutes and Report
| Minutes of Meeting | Report Writing |
|---|---|
| Records a meeting | Presents information about an event, situation or investigation |
| Mainly records discussions and decisions | May describe, analyse and present findings |
| Usually prepared by a secretary or designated person | May be prepared by a reporter, investigator, officer or student |
| Contains agenda and decisions | Contains introduction, main body and conclusion |
| Usually follows the order of the meeting | Structure depends on the type of report |
| Mainly used for official record and follow-up | Used for information, analysis, findings or recommendations |
11. Important Exam Points
For an examination, remember these points:
Minutes of Meeting
Remember:
Date + Time + Venue + Members + Agenda + Discussion + Decisions + Action + Signature
Report Writing
Remember:
Title + Introduction + Main Body + Conclusion + Recommendations
Quick Revision
Minutes
Meaning: Official record of a meeting.
Main focus: Discussion and decisions.
Style: Formal, brief, factual and objective.
Report
Meaning: Formal written account of an event, activity, situation or investigation.
Main focus: Facts, details, findings and sometimes recommendations.
Style: Formal, clear, factual, organised and objective.
Most important difference:
Minutes tell us what happened in a meeting and what was decided, whereas a report gives a systematic account of an event, activity, situation or investigation.
