04/10/2026
HOW TO WRITE MINUTES OF A MEETING
A standard minute should contain the following:
1. Name of the organisation/group
2. Title of the meeting
3. Date
4. Time
5. Venue
6. Members present
7. Members absent/apologies
8. Opening
9. Reading and confirmation of previous minutes
10. Matters arising
11. Agenda/items discussed
12. Decisions/resolutions reached
13. Any Other Business (AOB)
14. Adjournment/closing
15. Name and signature of the secretary/chairman
Important Writing Rules
✅Write only important points, not every word spoken.
✅Record decisions and resolutions clearly.
✅Use formal and objective language.
✅ Avoid personal opinions and unnecessary details.
✅Number the agenda items for easy reference.
✅Record who proposed or seconded a motion when necessary.
✅Clearly state action points, including who is responsible and, where applicable, the deadline.
🌹 SAMPLE: MINUTES OF A STAFF MEETING
TRIUMPHANT HIGH SCHOOL, ABUJA
MINUTES OF THE STAFF MEETING HELD ON MONDAY, 28TH SEPTEMBER, 2026
Venue:Staff Room
Time: 4:00 p.m.
Chairman: The Principal
Secretary: The Staff Secretary
1.0 MEMBERS PRESENT
The meeting was attended by the Principal, Vice Principals, teaching staff, non-teaching staff and other members of staff.
2.0 OPENING
The meeting commenced at 4:00 p.m. with an opening prayer. The Principal welcomed all members of staff and appreciated them for their commitment and dedication to their duties.
3.0 READING AND CONFIRMATION OF THE PREVIOUS MINUTES
The minutes of the previous staff meeting were read by the Secretary. After necessary corrections were made, the minutes were confirmed as a true record of the proceedings.
The confirmation was moved by Mr. B. Benson and seconded by Mrs. M. John.
4.0 MATTERS ARISING
The Principal revisited some of the issues discussed during the previous meeting, particularly punctuality, proper supervision of students and effective lesson preparation.
Members were reminded to ensure that assigned duties were carried out diligently.
5.0 ACADEMIC ACTIVITIES
The Vice Principal (Academics) informed members that teachers were expected to complete their lesson notes and schemes of work on time.
Teachers were also encouraged to give regular classwork and assignments and to monitor students' academic progress.
It was agreed that teachers should submit their continuous assessment records before the stipulated deadline.
6.0 STUDENT DISCIPLINE
The meeting discussed the need for teachers to maintain proper discipline among students.
The Principal reminded staff members to correct students firmly but responsibly and to report serious disciplinary cases through the appropriate channels.
7.0 SCHOOL DUTIES
The Principal emphasized the importance of punctuality and effective supervision during school activities, meal periods, evening preparation and other assigned duties.
Staff members were encouraged to take their duty responsibilities seriously and ensure that students remained properly supervised.
8.0 ANY OTHER BUSINESS
Under Any Other Business, members discussed the need to maintain cleanliness in classrooms, offices and other areas of the school.
The Principal also encouraged members of staff to work together and maintain good communication for the smooth running of the school.
9.0 ADJOURNMENT
There being no other matter for discussion, the meeting was adjourned at 5:15 p.m.
The closing prayer was said by Mr. T James.
_______________________
Secretary
Date: ____________________
________________________
Chairman
Date: ____________________
Grammar Class
