How to write draft meeting minutes from rough notes with AI

Give the AI your agenda and your notes, and tell it to write [NOT RECORDED] wherever a name, motion or vote is missing. You get draft minutes in the standard format, with the gaps flagged for the clerk to fill from the official record.

Reviewed by AICourseHubPro · Last updated

Who this is for

  • Clerks and administrative staff who prepare minutes
  • Council, board or commission staff who take notes during long meetings
  • Anyone who must publish a meeting summary quickly and accurately

What you need before you start

  • The official agenda
  • Your rough notes, with names and votes as you recorded them
  • Your minutes format (call to order, items, motions, votes, action items)
  • An AI tool approved for meeting material

Worked example: Draft minutes from rough notes and flag what was not recorded

The input

Act as a clerk preparing draft minutes.
Context: Below are my notes and the official agenda (fictional example). Names and votes are as I recorded them.
Task: Draft the minutes.
Format: Call to order, items in agenda order, for each item the discussion in two sentences, motions with who moved and seconded, vote results, and action items with owner and due date.
Limits: Use only my notes. Where a name, motion or vote is not recorded, write [NOT RECORDED]. Do not summarize anyone's position beyond what is noted.
Agenda:
1. Approval of previous minutes. 2. Proposal to extend library hours. 3. Park fee schedule.
Notes:
Called to order 7:02 pm. Item 1: Cooper moved to approve, Diaz seconded, passed unanimously. Item 2: staff presented a proposal to open the library until 8 pm on weekdays. Discussion about staffing cost. Cooper moved to approve, Patel seconded. Passed 5-2, names of the two no votes not noted. Staff to bring cost estimate to next meeting, owner Lopez. Item 3: park fee schedule discussed, no decision, tabled to next meeting. Adjourned 9:41 pm.

The output

Draft Minutes

Call to order: 7:02 pm.

Item 1: Approval of previous minutes. Motion to approve by Cooper, seconded by Diaz. Passed unanimously.

Item 2: Proposal to extend library hours. Staff presented a proposal to open the library until 8 pm on weekdays, and the commission discussed the staffing cost. Motion to approve by Cooper, seconded by Patel. Vote: passed 5-2. Members voting no: [NOT RECORDED].
Action item: bring a cost estimate to the next meeting. Owner: Lopez. Due date: [NOT RECORDED].

Item 3: Park fee schedule. The fee schedule was discussed and no decision was made. Tabled to the next meeting. Motion to table: [NOT RECORDED].

Adjournment: 9:41 pm.

What to check or change by hand

  • Check every name, motion and vote against the official record
  • Resolve every [NOT RECORDED] or leave it blank, never guess
  • Make sure nothing appears that is not in your notes
  • Have the responsible clerk approve the minutes before publication

Free template

Meeting minutes prompt and checklist (Word) (DOCX), free with your email address.

Cautions

  • Minutes are official records. A mistake in who voted how can create legal and political problems.
  • The clerk must verify every motion and vote against the official record.
  • Remove confidential or closed-session material before pasting notes into an AI tool.

Frequently asked questions

Why does the prompt use [NOT RECORDED]?

Without a rule, AI invents motions, votes and names to make the minutes look complete. The mark shows exactly what your notes did not capture.

Can AI replace the clerk?

No. It drafts the structure from your notes. The clerk checks every name, motion and vote and approves the final minutes.

Can I use my own minutes format?

Yes. Replace the format line in the prompt with your own sections, such as call to order, items, motions with mover and seconder, votes and action items.

All guides · All courses