How to Write a Meeting Report

Introduction:

A report is a piece of information to some person or a body of individuals not in possession of the full facts of the subject with which it deals. The writer of the report must have a good knowledge of the subject of the report though not an expert himself. He is the person who knows more about the subject than the body or the person to whom he reports.

In companies every member of the executive staff like the secretary, the accountant, office manager and others are expected to submit various reports to the Board of Directors as and when they are required. Therefore it is necessary that each executive should be in a position to present or submit, in proper form, his opinion regarding any matter referred to him.

Report writing has a vast scope. The topics or subjects on which reports could be written are innumerable. But a few guiding principles applicable to the types of reports most frequently in vogue can be given. It is not possible to give fast and hard  rules.

A short formal report is basically a five-section composition, suitable for important inquiries that are to be reported.

Writing report of a meeting is not liked by many employees or people, but it is an essential task that has to be done by somebody. In case, that 'somebody' is you, here is how you can write a good meeting report.

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Report Format:

Below is a report format that can be used for writing a meeting report.

1. Purpose/agenda of the meeting

2. Date, place, time of the meeting

3. Background of the meeting

4. People present

5. People absent( reasons if important)

6. Issues discussed.

7. Suggestions.

8. Findings.

9. Outcome.

10.  Pending issues.

11.  Action items.

Points to remember when writing a meeting report:

• Do your homework about the agenda of the meeting.

• Write the report as soon as possible, immediately after the meeting, in order to include all important aspects of the meeting in the report.

• Ensure clear and simple presentation and language.

• Use a laptop or a pen and paper depending on your comfort level.

• Avoid writing down everything.

• Be attentive during the meeting.

  • Utilize the agenda as an outline for the report.

  • Avoid making the report lengthy by adding all the details.

  • Keep it precise and articulate.

  • Avoid giving opinions or comments as asides.

  •  Report the decisions and findings.

  • Use bullet points

  • Use each point to signify a different finding, decision or objection as the case may be.

  • Nested bullets could be used to include subtopics to a main topic.

  • Highlight issues that are pending and have been postponed to the next meeting.

  • Mention the action items (tasks to be undertaken, as a result of the meeting) decided at the end of the meeting and names of the people, if any, who will be in charge of them.

  • A god meeting report has zero typographical or spelling errors.

  • Make sure you check the spelling as well as the grammar of the report before sending it out.

Sample Format of Report Writing

Here is an example format of Report Writing
 
Your school has adopted a small town nearby for its Literacy Project. You are incharge of the group of students who have been given the duty of teaching ten people. After 2 months, your Principal asks you to write a report about the project entrusted to you and its progress.

From
ABC

To
The Principal
XYZ School

Date :  July 2, 2010.

Subject : Literacy Project Report

Sir,

You had asked me to submit a short report on the progress made so far in the literacy project. Below are my findings and recommendations for the same.

We started the project on April 30. We have been conducting teaching classes regularly for about three hours daily. On an average 58 people attended our classes. This included adults as well as children. Initially, adults were a little hesitant and reluctant to learn but gradually they overcame their inhibitions and now they express their thoughts and opinions freely. Most of the people are sincere in their efforts to learn and have expressed their gratitude for giving them such an opportunity.

The numbers are increasing day by day.  At the end of the period of two months I will send you a detailed evaluation done by me and my team.

(Signature)
ABC
Supervisor

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