The board meeting minutes template
The condo board has no imposed formalities: no quorum, no compulsory minutes. That is precisely why you should give yourself some. One page, three columns, and the term stops going round in circles.
No obligation, and yet indispensable
The law imposes on the board neither a meeting frequency, nor a quorum, nor minutes. It organises itself freely, and that freedom is exactly why one board in two keeps no record of what it decides.
Yet these records serve twice over: they stop the same debate happening three times, and they are the raw material of the annual report the board must present to the meeting. Writing them is preparing the meeting without thinking about it.
What a useful record contains
- The date, who attended and who sent apologies.
- One line per decision: what, who, by when.
- What is still pending, and what it depends on.
- The date of the next meeting, fixed before parting.
This record is internal to the condo board. It does not have to be circulated to owners or notified by the agent — but nothing stops you sharing a summary, and it is often a good idea.
Word template
Condo board — meeting of [date]
Co-ownership [name] — meeting held at [place / by video]
Aim for one page. A four-page record is not read, and a record that is not read is useless. What matters is not the debate, it is what was decided and who will do it.
1. Header
Date, time, place or means of meeting, and the building concerned.
Meeting of [date] at [time] — [place / video]
2. Attendees and apologies
Who was there, who was missing. Useful to know who needs telling about the decisions.
Present: [names] — Apologies: [names]
3. Follow-up from last time
The points left open last time: done, in progress, dropped. This is the section that moves a board forward.
[Item] — [Done / In progress / Dropped] — [comment]
4. Subjects covered
A short paragraph per subject: the observation, what was obtained, the board’s view.
[Subject] — [state of play in three lines]
5. Decisions
The heart of the document. One line per decision, with the name of whoever takes it on and a date.
[Decision] — Owner: [name] — Deadline: [date]
6. Requests to the managing agent
What has to be written to them, by whom, and by when. A request with no name and no date never goes out.
[Request] — Drafted by: [name] — To send before [date]
7. Items pending
What depends on a third party: a quote, an answer from the agent, a decision of the general meeting.
[Item] — Waiting on: [what / who] — Since [date]
8. Next meeting
Date fixed before parting. A meeting “to be rescheduled” never gets rescheduled.
Next meeting: [date] — Subjects planned: [list]
Circulated to board members within days, and archived: it is what will feed the annual report to the general meeting.
Get the template by email
One email address and the document is yours. The download opens right below.
Twelve records make an annual report
The board’s annual report is easy when you have kept a record of the meetings. It becomes a nightmare when twelve months have to be reconstructed the night before the general meeting. CoproHarmony keeps incidents, quotes and decisions as they happen, and hands them back when it comes to drafting.
Note as you meet
Each decision stays attached to the subject that prompted it.
Track the deadlines
What is pending stays visible from one meeting to the next.
Produce the annual report
The report to the meeting rests on what was recorded.
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