Meetings are essential to develop projects at work and to share ideas. Companies organize meetings frequently to inform and exchange and especially to make essential decisions.

For a meeting to be effective, It must be organized Around a specific agenda and everyone must be free to speak.

In order not to forget the ideas and decisions addressed, it is essential to take a report from Reunion. Here are 5 tips for writing an effective meeting report.

1. Note participants in Reunion

The first step to write a good meeting report is to note precisely which is present and which is absent. This information is essential, because it allows us to know who participated in the exchanges and who will have to be informed a posteriori of the decisions taken.

To include:

  • List of guests present, with their name, first name and possibly their function or service.
  • List of absent or not excused, so relevant.
  • Name of the person who presides over the meeting
  • Name of the report editor

Taking this list at the start of the meeting, or even circulating a ensuring (physical or digital) sheet, avoids oversights.

2. Prepare a virgin meeting report document

To not forget anything, prepare your meeting of meeting report upstream of the meeting. Pre-fill everything you can already fill in to save time.

Here is the list of essential elements to integrate into your report:

🧾 Header

  • Document title: “Reunion report”
  • Reunion date
  • Start and end time
  • Place (or videoconferencing)
  • Session president / animator
  • Report editor
  • List of participants (and absent possibly)

🗂️ agenda

  • List of points that were planned to be discussed during the meeting.

📝 Reunion of the meeting

For each point of the agenda:

  • Subject
  • Synthesis of exchanges (clear and factual summary, no transcription word for word)
  • Decisions made (with responsible and deadline if applicable)
  • Actions to be carried out (which does what, for when)
  • Output points / to deepen later

📌 Conclusion

  • Summary of key decisions
  • Date and time of the next meeting (if known)

📎 Any annexes

  • Documents distributed in meeting
  • Presentations, diagrams, paintings …

3. Stay factual and synthetic

A good report is neither a verbatim nor a subjective interpretation. He must remain objective, clear and concise. Avoid personal opinions or unnecessary details. Focus on the facts, the decisions made, and the actions to be taken.

To do in your meeting report

  • Use a neutral and professional style
  • Use simple and direct sentences
  • Structure information with titles and chips for more readability

Avoid in your meeting report

  • Word -to -word transcripts
  • Digressions or personal remarks

4. Note the actions to follow

One of the key reports of the report is to follow the decisions and ensure the implementation of actions. For this, it is essential to identify clearly:

  • What are the actions to be taken
  • Who is responsible for each action
  • What is the scheduled deadline

Create a small list or actions monitoring of actions at the end of the report, for example:

Action to be carried out / Responsible / due date

  • Send the final report / Aude Martin / April 12, 2025
  • Plan the customer meeting / Thomas Leroy / before April 20, 2025

5. Reread and quickly disseminate the report

Once the meeting is completed, the report must be reread to correct any errors (names, dates, content, etc.) and quickly disseminated to all those concerned: participants, absent, hierarchy, etc.

⏱️ Ideally, the document must be sent within 24 to 48 hours of the meeting.

💡 Bonus advice: Use a PDF format to avoid any involuntary modification, or a collaborative platform if the follow -up is collective.

Why write a meeting report?

Even if it may seem tedious, the report allows you to organize yourself better and to resume the points addressed during previous meetings. It allows you to have a wider vision of the future actions to be implemented.

By taking the time to write this report, you will be able to provide solutions quickly to problems, to keep track of all the decisions taken and to follow up on current projects.

It is also a way to remind your colleagues the subjects covered in previous meetings and not to return to unnecessary subjects.

Take notes during the meeting


During the meeting, do not just listen by thinking of remembering all the information. If you want to write a specific report, take notes on a notebook or on your computer if you want to be faster.

You can also save the meeting (with the agreement of the participants) using your mobile phone or a dictaphone and take the time to write the report later.

In addition, it is advisable to write the report quickly after the meeting, as long as you still have all the ideas in mind. Think about the meeting of the meeting and remember the important points discussed in order to put them in the report.

Rereading the report before sending it

You may think you have finished with your assessment, yet the proofreading is essential. Indeed, an inconsistent report will not be used for anyone and yet it is an essential internal communication element.

Do not hesitate to get reread by a colleague present in Reunion, he will also be able to indicate possible omissions in the content. If your report is clear and clear for him, you can share it with the other participants.

Also be sure to write properly and avoid spelling mistakes.

Some platforms such as Redator.com offer documents to correct documents. Do not hesitate to request them to have reread and correct your report by professionals!

A meeting report allows you to better organize yourself and provide a global vision of the current projects and the actions to be implemented by everyone. However, don't spend too much time to write to be able to take action quickly!

Need help with your web projects? Of many freelancers are available on Coder.com. Describe your project to receive their quotes for free!