Fundamentals of Business Laws and Business Communication · Writing and Drafting for Business Audiences

Notice, Agenda and Minutes of Meeting: Drafting Guide

Updated 10 October 2026 · Fact-checked

A notice tells members that a meeting will happen, and states the date, time, place and purpose. An agenda lists the items to be discussed, in order. Minutes are the written record of what was discussed and decided. To solve questions, match each document to its purpose, timing and content.

Understand Notices, Agenda and Minutes of Meetings

A formal meeting needs three documents. They are linked, but each does a different job at a different time.

The notice comes first. It informs every person entitled to attend that a meeting will be held. It gives the name of the body, the type of meeting, the date, day, time and venue, and who is calling it. It must reach people early enough for them to plan. It is usually signed by the secretary or the convenor and carries the date of issue.

The agenda is the list of business to be handled, in the order it will be taken up. It is often sent along with the notice. A usual order is: confirming the previous minutes, matters arising, main items, and then any other business with the chair's permission. A good agenda keeps the meeting focused and saves time.

The minutes come last. They are the official written record of the meeting: who attended, who was absent, what was discussed in short, and what was resolved. Minutes record decisions and actions, not every word spoken. They are written in the past tense and in third person, in clear and neutral language. After the next meeting confirms them, the chair signs and dates them.

A simple way to remember: notice means call, agenda means plan, minutes means record. Notice and agenda are before the meeting. Minutes are after it.

Key formulas to remember

Contents of a notice: Notice = Name of body + Type of meeting + Date, day, time + Venue + Purpose or business + Issuer's signature + Date of issue; If an option misses date, time or venue, it is an incomplete notice.
Usual order of an agenda: Attendance and apologies → Previous minutes → Matters arising → Main items → Any other business → Date of next meeting; Any other business is taken only with the chair's permission.
Contents of minutes: Minutes = Name of body + Date, time, venue + Attendance + Decisions and resolutions + Action by whom + Closing time + Chair's signature; Record decisions, not every remark.
Style of minutes: Past tense + Third person + Brief + Factual; Never record personal opinions of the minute-taker.
Timing: Notice and agenda: before the meeting; Minutes: after the meeting; Use this to separate the three documents in MCQs.

How to solve Notices, Agenda and Minutes of Meetings questions

Questions on this topic ask you to identify, differentiate or choose the correct content. Use this method.

1Read the question and decide which document is meant: notice, agenda or minutes.
2Ask what the document is for: calling, planning or recording.
3Check the timing: before the meeting means notice or agenda, after the meeting means minutes.
4Match the content in each option with the document: date, time and venue point to a notice; list of items points to an agenda; decisions and attendance point to minutes.
5Check the style: past tense and third person point to minutes.
6Eliminate options that mix up the documents or add things that do not belong, such as word-for-word speeches in minutes.
7If two options look alike, pick the one that is complete and formal.

Quickest way: Call, Plan, Record

When to use it: Use it when you have under a minute for a question that asks which document does what.

Notice = call: it announces the meeting.
Agenda = plan: it lists items to be taken up.
Minutes = record: it states what was decided.
Spot keywords: 'informs members' means notice, 'order of business' means agenda, 'resolved' or 'present' means minutes.
Pick the option that matches the keyword and mark it.

Common mistakes in Notices, Agenda and Minutes of Meetings

Confusing agenda with minutes.
Both contain a list of items, so they look alike.
Fix: Agenda is written before and lists what will be discussed. Minutes are written after and state what was decided.
Thinking minutes record every word spoken.
Students imagine minutes as a transcript.
Fix: Minutes are a brief summary of discussion and a clear record of decisions.
Writing minutes in the present tense or first person.
Students write as if they are inside the meeting.
Fix: Use past tense and third person, for example 'It was resolved that'.
Leaving venue, date or time out of a notice.
Students focus on the subject of the meeting only.
Fix: Always include the body's name, date, day, time, venue, purpose and signature.
Putting 'any other business' before the main items.
Students do not know the usual order.
Fix: Place it near the end, after the main items, and take it only with the chair's permission.

Worked examples

Example 1

Which of the following is the written record of the decisions taken at a meeting?
(a) Notice
(b) Agenda
(c) Minutes
(d) Circular

Show the solution

The question asks for a record of decisions taken.
A record made after the meeting is minutes.
A notice calls the meeting and an agenda plans it, so both come before the meeting.
A circular is a general communication and not the meeting record.

Answer: (c) Minutes

Example 2

The secretary of Sharma Traders Association prepares a document that lists items to be discussed at the meeting, starting with confirmation of previous minutes and ending with any other business. What is this document?
(a) Minutes
(b) Agenda
(c) Resolution
(d) Notice of adjournment

Show the solution

The document lists items to be discussed, so it is a plan of business.
The order, previous minutes first and any other business last, is the usual agenda order.
Minutes would state decisions after the meeting, which is not the case here.
A resolution is a single decision and not a list, and the notice of adjournment is not described.

Answer: (b) Agenda

Exam tips

Link each document to its time: before the meeting is notice and agenda, after is minutes.
Look for keywords such as 'resolved', 'present' and 'absent' for minutes, and 'order of business' for agenda.
In content questions, reject any option that puts speeches or personal opinions in minutes.
If an option lists date, time and venue, it usually points to a notice.
There is no negative marking, so attempt every question after eliminating options.

Practice questions from Writing and Drafting for Business Audiences

Notices, Agenda and Minutes of Meetings in other exams

The same ground in other exams, if you are preparing for more than one or want another angle on it.

Notices, Agenda and Minutes of Meetings: frequently asked questions

What is the difference between agenda and minutes?

An agenda is a list of items to be discussed, prepared before the meeting. Minutes are the record of what was discussed and decided, written after the meeting. The agenda guides the meeting and the minutes preserve its outcome.

What should a notice of meeting contain?

It should contain the name of the body, the type of meeting, the date, day, time and venue, and the business to be taken up. It also carries the signature of the person issuing it and the date of issue.

How do I write minutes of a meeting?

Note the name of the body, date, time, venue and attendance. Record each item briefly with the decision taken and who will act. Write in past tense and third person, then have the chair sign after confirmation.

Is the agenda sent with the notice?

Often yes. The notice calls the meeting and the agenda lists the business, so they are usually sent together so members can prepare in advance.