Need to write a meeting report in English after a meeting with English-speaking participants?
Meeting reports, which are important documents for many companies, require certain procedures and you need to know how to write them in an efficient, fluent and structured manner.
What is a meeting report?
Meeting minutes are documents that summarize the interactions between the various participants and the key decisions made at the meeting.
What is the purpose of a meeting report?
The main purpose of this document is to provide a clear written record of what was said and to provide each participant with a clear, structured summary of the conversation and the decisions made. This way, everyone involved is aware of the agenda, roles, tasks, and goals, even those who couldn't attend the meeting.
It is also a way to avoid confusion and ambiguity that can lead to conflict and conflict. Certain authorities require reporting for legal purposes.
Systematic minutes are kept for certain types of meetings, such as internal board meetings, working committees, and general meetings with decision makers. However, meeting minutes are also very useful for formalizing action plans during operations team meetings (e.g., as part of starting a new project, changing management, investigating, etc.).
Who writes the meeting report?
Minutes are often written by one of the meeting participants. It can also be created by a secretary or external service provider. This person will be appointed before the meeting begins and will be responsible for taking notes throughout the discussion.
Elements that should be included in an English meeting report
The most important elements that should be included in meeting minutes are:
Names (and titles, if available) of meeting attendees and other non-representative attendees Name of minute taker Recipients Meeting location and time Meeting agenda Summary of interactions All decisions made and actions taken / Matters to be taken (each measure, implementation date, objectives pursued) Action plan
After meeting minutes are created, they must be proofread and approved by all participants. If meeting minutes are written in English by a non-native English speaker, it is advantageous to have them proofread by a professional native English speaker.
Good habits to keep in mind when writing minutes in English
In order to create clear, readable, and high-quality meeting minutes in English based on notes taken during the meeting, you should keep the following points in mind:
Avoid informal comments, hesitation, and colloquial language. To do this, you need to have a good understanding of business English, unfinished sentences. Please be careful how you write. English style, syntax, grammar and spelling must be perfect. Don't spend too much time writing minutes after the meeting (do them while you still remember all the discussion) Keep them neutral and factual (don't include personal remarks or observations) please)
Is there someone who can help me write the minutes in English?
Please note that even if you have mastered a high level of English, writing minutes in English is never easy.
Minutes in English are professional and very accurate. Writers must use specialized terminology and write in a formal and consistent manner.
The best way to ensure that your meeting minutes are of the highest quality is to use a native English writer.
If your meeting is recorded, you can hire a transcription company. For example, Alphatrad offers transcription in English and many other languages.
We also offer multilingual content proofreading, which you can use to edit and correct your English meeting minutes.
Additionally, if you would like to translate your meeting minutes from or into English, we can provide professional translators specializing in your field.
→ Note: It is important to use experts in the English-speaking countries you are translating from. This is because there are certain differences between British English and American English.
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We will answer any questions you may have about creating minutes in English.
Preparing minutes in English requires excellent language skills. First of all, before you can write meeting minutes in professional English, you need to take proper notes in the meeting. You can also record the meeting and have a multilingual translation company transcribe it into English. In either case, we recommend having your transcripts proofread by a native English speaker. If you want your report translated, you should hire a professional translator with expertise in the field.
A meeting report is a structured document that must contain specific information (date, purpose of the meeting, participant names, etc.). Reports can be written in a variety of ways (short reports, comprehensive reports, activity reports, etc.), but they must always be written in formal, neutral language. Reports should contain only facts (like certain journalistic texts, for example).
