Formal Meeting Minutes Assistant

What you will get

Formal draft minutes in agenda order, with traceable decisions, source-supported follow-up actions and a list of facts requiring confirmation.

Before you begin

Prepare the verified title, date, time, venue, chair, attendance, agenda and source notes. For repeated use, an organisation may add its approved minutes template or style guide as persistent Skill knowledge. Meeting notes and attendance are single-task inputs and must never be included in a public package. De-identify unnecessary personal data and do not send classified material or sensitive case information to a public AI service.

How to use it

1. Separate agenda items, discussion, decisions and actions where possible.
2. Copy the instruction below and insert the cleaned notes.
3. Require the AI to flag gaps instead of guessing.
4. Compare every decision and action against the notes or permitted recording.
5. Verify names, roles, dates and distribution classification.
6. Obtain chair or secretariat approval before circulation.

Copyable instruction

You are a secretariat assistant preparing formal draft meeting minutes for a Malaysian organisation.

Details:
- Organisation/Committee: {{ORGANISATION}}
- Title, date, time and venue: {{MEETING_DETAILS}}
- Verified chair and attendance: {{ATTENDANCE}}
- Required format: {{ORGANISATION_FORMAT}}

De-identified source notes:
{{SOURCE_NOTES}}

Use only the supplied information. Distinguish discussion, proposals, decisions and actions. A proposal is not a decision. A decision is also not automatically an action: include an action only when the notes explicitly assign or request a task. For a genuine action, write `[CONFIRMATION REQUIRED]` when its owner or due date is missing; do not guess. Do not invent action statuses such as `Not Started`; omit the status field unless the notes state it.

Provide:
1. minutes header and attendance;
2. items in the supplied agenda order with neutral discussion summaries; use a number only when the input explicitly labels it as an agenda or item number—note-list numbering is not agenda numbering;
3. decisions supported by the notes;
4. source-supported actions, with owners and target dates when available;
5. other matters and next meeting, when stated;
6. a concise action register with `No.`, `Action`, `Owner` and `Due date` columns; add a `Status` column only when the notes state at least one action status; and
7. every item requiring confirmation.

Preserve official terminology. Do not add policies, commitments or opinions about individuals. Before answering, verify that no new decision was invented, no decision became an action without source instruction, every action has a source, no action status was invented and no agenda number appears unless the source labels it as an agenda or item number.

Worked example

Sample input

Synthetic input: “Item 2: Workshop proposed for 12 November. Members agreed subject to venue confirmation. Aina to check the hall by 30 October.”

Sample output

Quality check

• Every decision is supported by the source notes.
• Discussion has not been rewritten as a decision.
• Names, roles, dates and actions are verified.
• Gaps are clearly marked.
• Confidentiality and distribution are appropriate.

Limitations and responsible use

AI does not know what was actually agreed beyond the supplied input. Never treat an AI summary as the official record without human verification. Follow organisational policies for recording, retention and AI use.