Free Meeting Minutes Template for Project Meetings
A minutes form for site and progress meetings. It records who attended, what was decided and each action with an owner and a due date, so the next meeting can start from the open items. Excel and PDF, English and Arabic.
Download the template
Preview
A preview of the template layout. The files have more blank rows and, in Excel, working formulas and drop-downs.
Meeting Minutes
- Meeting title
- Meeting no.
- Date
- Time
- Venue / link
- Project
- Chaired by
- Minutes taken by
Attendees
| Name | Company / role | Present | |
|---|---|---|---|
| ... (8 rows in the file) | |||
Agenda
Review of previous minutes
Discussion, decisions and actions
| Item | Discussion / decision | Action required | Action by | Due date | Status |
|---|---|---|---|---|---|
| ... (10 rows in the file) | |||||
- Next meeting date
- Next meeting venue
- Minutes issued on
- Distribution
What is included
- Header: meeting title and number, date, time, venue, project, chair and minute-taker
- Attendance table with company or role, presence and email
- Agenda and previous-minutes sections, and a table of discussion, decisions and actions
- Action status drop-down (open, done, carried over) and next-meeting details
How to fill it in
- Fill in the header and list the attendees, marking who was present.
- Note the agenda and confirm or correct the previous minutes.
- For each item, record the decision rather than the full discussion.
- Give every action one owner and a due date.
- Issue the minutes soon after the meeting, and start the next meeting by reviewing the open actions.
Do this without spreadsheets: Arkan Meetings
Arkan's Meetings module keeps agendas, minutes and action items together with the project instead of in separate documents.
- Agendas from templates or previous meetings
- QR check-in, decisions and action items
- Official minutes published as PDF
Related templates
Last updated: 2026-10-14. This is a generic template, not tied to a specific contract. Adapt it to your contract and project procedures.
