Club meeting minutes template (Word, free)

What’s in the template

The minutes open with these details:

• Club name
• Type of meeting (committee / general / annual general)
• Date
• Time
• Location
• Chair
• Minutes taken by (secretary)
• Committee members present
• Apologies
• Members present (count, for general meetings)
• Quorum present (yes / no)

Then the body follows the meeting in this order:

1. 1. Welcome and apologies — Who chaired, time started, and apologies received.
2. 2. Minutes of the previous meeting — Approved as circulated or with corrections. Note any matters arising that are not elsewhere on the agenda.Approved as: · Matters arising:
3. 3. Membership report — Totals and movements since the last meeting. Attach the list rather than listing every name.Members at last meeting: · New members: · Resigned or lapsed: · Members now: · Dues paid / outstanding:
4. 4. Treasurer's report — Balance, income and expenses since the last meeting. Dues income separately from event income.Opening balance: · Dues received: · Event and other income: · Expenses: · Closing balance:
5. 5. Events and calendar — Past events with attendance and any issues; upcoming events with the organiser named for each.Events since last meeting (name, date, attendance): · Upcoming events (name, date, organiser): · Venue or permit bookings needed:
6. 6. Equipment and facilities — What the club owns, what needs repair or replacing, and who holds it. Record purchases as decisions.
7. 7. Guest speaker or presentation — Name, topic and a one-line summary. Thank them in the minutes.
8. 8. Decisions and business — One block per item. Record the proposal and the outcome; add a vote count for money and rule changes.Item: · Proposal: · Proposed by: · Seconded by: · Outcome:
9. 9. Elections (annual general meeting) — Each office, the nominees and the result. Record the handover date for signatories.Office: · Nominees: · Elected:
10. 10. Any other business — Short items raised from the floor. Anything needing a decision goes on the next agenda.
11. 11. Date of next meeting and close — Date, time, place and the time the meeting closed.Next meeting: · Meeting closed at:
12. ApprovalMinutes submitted by: · Minutes approved on: · Chair's signature:

At the end: decisions and action items, as tables you can keep across meetings.

The template

Download it as a Word file, or copy the text version into your own document.

Club Meeting Minutes

Club name: 
Type of meeting (committee / general / annual general): 
Date: 
Time: 
Location: 
Chair: 
Minutes taken by (secretary): 
Committee members present: 
Apologies: 
Members present (count, for general meetings): 
Quorum present (yes / no): 

1. Welcome and apologies
   [Who chaired, time started, and apologies received.]

2. Minutes of the previous meeting
   [Approved as circulated or with corrections. Note any matters arising that are not elsewhere on the agenda.]
   Approved as:
   Matters arising:

3. Membership report
   [Totals and movements since the last meeting. Attach the list rather than listing every name.]
   Members at last meeting:
   New members:
   Resigned or lapsed:
   Members now:
   Dues paid / outstanding:

4. Treasurer's report
   [Balance, income and expenses since the last meeting. Dues income separately from event income.]
   Opening balance:
   Dues received:
   Event and other income:
   Expenses:
   Closing balance:

5. Events and calendar
   [Past events with attendance and any issues; upcoming events with the organiser named for each.]
   Events since last meeting (name, date, attendance):
   Upcoming events (name, date, organiser):
   Venue or permit bookings needed:

6. Equipment and facilities
   [What the club owns, what needs repair or replacing, and who holds it. Record purchases as decisions.]

7. Guest speaker or presentation
   [Name, topic and a one-line summary. Thank them in the minutes.]

8. Decisions and business
   [One block per item. Record the proposal and the outcome; add a vote count for money and rule changes.]
   Item:
   Proposal:
   Proposed by:
   Seconded by:
   Outcome:

9. Elections (annual general meeting)
   [Each office, the nominees and the result. Record the handover date for signatories.]
   Office:
   Nominees:
   Elected:

10. Any other business
   [Short items raised from the floor. Anything needing a decision goes on the next agenda.]

11. Date of next meeting and close
   [Date, time, place and the time the meeting closed.]
   Next meeting:
   Meeting closed at:

Approval
   Minutes submitted by:
   Minutes approved on:
   Chair's signature:

Decisions
No. | Decision | Proposed / seconded | Vote | Outcome

Action items
No. | Action | Owner | Due | Status

Example: filled-in club meeting minutes

What the template looks like once it’s been used. The organisation and people are made up.

Decisions

Action items

Tips for club meeting minutes

• Put the membership totals in every set of minutes; the trend over a year is the club's best health check.
• Record attendance at each event. It decides next year's venue, catering and whether to run it again.
• Note who holds club equipment and where. Gazebos and tables disappear when a committee member moves house.
• Minute the dues amount and the date it applies from, every time it is set, even if unchanged.
• For the AGM, record notice given, members present and the full election result before the business.
• Name the organiser against every upcoming event. An event without a name in the minutes does not happen.

Related templates

• Booster club meeting minutes template — For athletic, band and activity boosters: the coach's report, concession and event income, team budget requests and purchases approved by vote.
• Committee meeting minutes template — For board and steering committees: records what the committee decided within its charter and what it is recommending up to the board.
• Annual meeting minutes template — For the annual general meeting of shareholders or members: proxies, quorum counted in shares or votes, elections, the auditor and the annual report.
• Church meeting minutes template — For church boards, councils, elders and congregational business meetings: reports, offerings, membership and votes.
• All meeting minutes templates

Or let the notes write themselves

A template helps when you’re the one typing. If you’d rather not be, an AI note taker can draft the summary and action items for you. Most send a bot into the call; QuietNote captures from your own computer instead, so nothing joins the meeting and you decide when capture starts. It’s in private beta. Whatever you use, read the draft before you send it, and tell attendees you’re recording where the rules require it.