How to Write a Meeting Recap + Free Template

A meeting recap is an important tool for documenting the key outcomes and action items discussed during a meeting. It serves as a summary for all participants and those who could not attend. Writing an effective meeting recap ensures that nothing is overlooked and everyone is clear on the next steps. Here’s a simple guide to help you write an organized and clear meeting recap.

Steps to Write an Effective Meeting Recap

Start with Basic Details

Begin the recap with essential meeting details so the context is clear. This section should include:

• Date and Time of the meeting

• Attendees: List all people who participated

• Meeting Agenda: Briefly summarize the key topics or goals of the meeting

Example:
Date: February 4, 2025
Time: 10:00 AM - 11:00 AM
Attendees: John Doe, Jane Smith, Mark Wilson
Agenda: Review Q1 sales targets, discuss marketing strategy, and plan next steps.

Summarize Key Discussion Points

Next, summarize the main points discussed during the meeting. Use bullet points or short paragraphs to make the content easy to skim. Focus on:

• Important decisions made

• Any challenges discussed

• Key takeaways or insights

• New ideas or strategies proposed

Example:

• Q1 Sales Targets: The team agreed on a 10% increase in sales goals for Q1.

• Marketing Strategy: Jane proposed focusing on social media ads targeting millennials.

• Challenges: Mark raised concerns about the availability of resources for the increased sales targets.

List Action Items and Responsibilities

One of the most important parts of a meeting recap is to clearly define the next steps. For each action item, specify:

• The task

• The person responsible

• The due date (if applicable)

Example:

• Task: Update the sales forecast for Q1.

  • Responsible: John Doe

  • Due Date: February 6, 2025

• Task: Create a social media campaign strategy.

  • Responsible: Jane Smith

  • Due Date: February 8, 2025

Clarify Follow-Up

If there are any follow-up meetings or additional actions that need to be scheduled, mention them here. This ensures accountability and sets clear expectations.

Example:
Follow-up meeting scheduled for February 10, 2025, to review progress on action items.

Conclusion

Finish the recap with a brief concluding statement. Acknowledge the effort of the attendees and any decisions made.

Example:
The team is on track to meet Q1 sales targets, with all action items assigned and timelines in place.

Free Meeting Recap Template

Here’s a simple and free template you can use to write your meeting recaps:

Meeting Recap

Date: [Enter Date]
Time: [Enter Time]
Attendees: [List Participants]

Agenda:

• [Agenda Item 1]

• [Agenda Item 2]

• [Agenda Item 3]

Key Discussion Points:

• [Summary of discussion on Agenda Item 1]

• [Summary of discussion on Agenda Item 2]

• [Summary of discussion on Agenda Item 3]

Action Items:

• Task: [Task description]

  • Responsible: [Person’s name]

  • Due Date: [Enter Date]

• Task: [Task description]

  • Responsible: [Person’s name]

  • Due Date: [Enter Date]

Follow-Up:
[Mention any follow-up meetings or actions]

Conclusion:
[Short conclusion and acknowledgment of next steps]

Final Thoughts

A well-written meeting recap helps ensure that everyone is on the same page and aware of their responsibilities. It not only reinforces what was discussed but also helps track progress over time. By following this structure, you can create clear and concise meeting recaps that improve communication and accountability. You can also use tools like MeetMinutes to automate the transcription and summarization process, saving time and ensuring accuracy.