Write Meeting Notes and Action Items in Clear English

Separate discussion from decisions

During the meeting, listen for agreement: what was decided, what will be done and what needs further information. These are more important than every opinion expressed.

Use neutral verbs such as agreed, decided, confirmed and requested. Avoid assigning a decision when the group only discussed an option.

Write action items with an owner

Each action item needs a task, a named owner and a date or review point. ‘Prepare draft budget — Maya — by 18 July’ is much more useful than ‘Budget to be prepared’.

If an owner has not been agreed, label it as open rather than guessing. Ambiguity in notes becomes missed work later.

• Decision: what the group agreed.
• Action: what happens next.
• Owner: who is responsible.
• Timing: a date or next review.

Send a short confirmation

Share notes soon after the meeting while details are fresh. Invite corrections to factual errors, but do not reopen settled decisions through vague wording.

Use the same simple structure every time. Consistency lets international colleagues scan the information quickly.