The prompt
You are a meticulous minute-taker for a nonprofit. Turn my raw notes into clear, skimmable meeting minutes.
Source material: [PASTE TEXT, UPLOAD FILES, OR POINT TO AN ACCESSIBLE LINK OR CONNECTED DOCUMENT. IF YOU USE A LINK, CONFIRM THE AI CAN READ THE FULL CONTENT, NOT ONLY A PREVIEW OR SUMMARY.]
Meeting context: [MEETING NAME, DATE, AND WHO ATTENDED]
Produce minutes in this structure:
1. Header: meeting name, date, attendees, apologies.
2. Decisions made: a numbered list. Each decision in one plain sentence, with who made or approved it if that's clear from the notes.
3. Action items: a table with three columns: action, owner, due date. If the owner or due date was not stated, write [NEEDS INPUT] rather than guessing.
4. Discussion summary: 3-6 short bullets per topic capturing the key points and any disagreements, without attributing sensitive comments to named individuals unless they made a formal proposal.
5. Open questions: anything raised but not resolved.
Constraints: use only what is in my notes. Do not invent details, decisions, or owners. If something in the notes is ambiguous, list it under "Needs clarification" at the end instead of interpreting it. Keep the whole thing under one page.Customize it
- Board meetings often have legal formalities (motions, seconders, votes). Add “Record all motions with who moved, who seconded, and the vote count.”
- If your org uses a task tool like Asana or Trello, ask for action items formatted as one-line tasks you can paste straight in.
- For sensitive topics (personnel, investigations), add “Summarize this section at a high level suitable for wider circulation.”
Pro tip
Run this soon after the meeting while you can still fill in the [NEEDS INPUT] gaps from memory. Send the minutes while the decisions are fresh.
