Minutes of a meeting of the labor collective (sample)

➤ Sample meeting minutes

Every meeting, meeting and business meeting requires a protocol procedure.
In this material we will look in detail at sample protocols and also talk about the rules for their execution. protocol:

Many secretariat employees know that processing and drawing up a protocol is a long and tedious task. This is due to the fact that this document contains a huge amount of information, the volume of which is not limited to one or two pages.

In addition, in order for the preparation of the sample protocol to be as correct as possible, and for the document itself to be informative, it is necessary to begin this process as early as possible. However, to do this, first of all, it is necessary to understand in which case the preparation of this documentation will be required.

For this reason, we will consider the main events during which a record will be required.

Meeting

The meeting can be either planned, organized at certain time intervals, or urgent. In any case, the progress of the meeting must be recorded in the minutes.

The convenience of holding scheduled meetings lies in the fact that the secretary has the opportunity to draw up the meeting program in advance, determine the course of the event, speakers and the number of questions. The presence of such information allows you to begin drawing up protocol forms in advance.

In this case, it is important to understand that during the meeting current issues and tasks that require solutions are always considered. This is precisely the basis of the protocol, or rather, the issues considered, decisions made, and responsible persons.

Meeting

There are different types of this event: a meeting of collegial bodies, shareholders, and an expert commission. Moreover, in this case it is not necessary to have any current issues that require resolution.

On the contrary, as a rule, the meeting is more extensive and long-term. For example, the direction of the organization’s activities for the coming years and summing up the effectiveness of the enterprise can be determined.

Simply put, the meeting resolves current issues, and the meeting addresses general issues that relate to the organization’s policies and activities.

It is important to understand that the minutes of the meeting should also record the progress of the event

. At the same time, there may be no decisions within the framework of the event, but the progress of the discussion of various issues should be reflected in the appropriate document.

Please note that the meeting of the expert commission should be held regularly (once a year) in order to consider issues that arise annually. For example, a meeting to consider a new nomenclature of cases, an inventory of personal files, documents allocated for destruction.

In this case, each decision taken by the EC must be recorded in the protocol, otherwise the same procedure for destroying documents may become illegal in the absence of a fundamental document (in this case, a protocol).

At the same time, the form of the minutes of the commission meeting may remain virtually unchanged from year to year.

Sample minutes of a meeting

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Meeting

The meeting minutes form is very similar to documenting the meeting. The main difference between the documents lies in the event itself: if responsible persons take part in the meeting, then the meeting can take place among all employees of the organization.

For this reason, the number of event participants can be several times greater than the audience of the meeting, as well as the duration of the event. In this regard, it is advisable to record everything that happens using recording devices.

Subsequently, based on them, a pre-compiled form of minutes of the meeting is filled out.

Please note that the minutes of the meeting (a sample is presented below) should not contain detailed statements from all those present. As a rule, decisions at events of this scale are made with the help of ania. In this case, logging

consists of the questions voiced and the results of the discussion with the decisions made.

Example of meeting minutes

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Sample protocols

In addition to the fact that the protocols, a sample of which we will consider, differ according to the type of event, they can also have a full and short form. We propose to consider what their differences are.

Short form

This type of logging

contains information about issues considered and decisions made. The brief protocol also indicates the names of those who spoke and those responsible for the decisions taken. The short form does not record the full course of the event, but only provides information about decision-making on certain issues.

Brief minutes of the meeting: sample

Full form

This protocol

contains more detailed information about the progress of the event. We can say that in this case the document displays the entire event in chronological order. In addition, full recording also implies a detailed presentation of the reports and speeches of the participants, their position, opinions and questions expressed.

Full protocol sample

Shorthand form

The presented sample protocol is completed based on a transcript of the event or a voice recording. The scope of this document significantly exceeds the above forms, as it describes the event verbatim. Simply put, all statements, reports and questions voiced during the event are recorded in this form.

How to draw up a protocol

A sample protocol involves dividing the text into two parts: introductory and main. The document begins with the word “chairman”. It is printed double-spaced after the title, right from the margins from the zero position of the capitalized tab stop. After the dash the surname of the chairman and initials are indicated. The word “secretary” is spelled out in the same way. For example,

The following is a list of those present. Afterwards it is necessary to list the names of the invited persons indicating their positions. We also note that at extended meetings and sessions with a large number of persons present, their composition is indicated only quantitatively, and a list of names is subsequently attached to the minutes.

Download sample protocols

A sample of filling out the protocol consists of sections corresponding to the agenda items. Each paragraph may contain the following parts: LISTENED, SPEAKED, DECIDED (DECIDED). These words are written in capital letters, each on a new line, followed by a colon, and thus they visually break up the text.

Registration and recording

Only the correct order of registration

protocol can fully ensure the legal force of decisions, the basis for the adoption of which was a meeting, meeting or assembly. In this case, the basics of registration and recording will help you understand this procedure.

https://youtu.be/RbT3l4ouNTw

An example of a protocol is the main administrative document of collegial management and is almost always drawn up as a multi-page document.

Therefore, when drawing up the first sheet, it is necessary to use the general form of the organization or enterprise, and if there is no sample for the protocol, then the document is drawn up on sheets of A4 paper with the details arranged according to the sample of the general form.

It should be taken into account that the example protocol dates from the date of the event, and not from the date of drawing up and execution of the document. If the meeting lasted for several days, the date should be indicated with a dash, for example, 06/12-15/2016.

Each document is assigned its own number, corresponding to the serial number of the event, starting with the new calendar year. In this case, the numbers of meetings, conferences and meetings are determined separately from each other.

The place of the meeting refers to the city in which the event took place.

Source: https://www.sekretariat.ru/article/211023-qqq-17-m8-obraztsy-protokolov

Preparing meetings and drawing up minutes

At such meetings, managers convince employees of the correctness of the economic policy being implemented.

• Problematic. The event is held to develop a method for solving current problems.
• Whatever the type of meeting, it must be documented.
  This allows it to be carried out competently and in an organized manner. Preparation To have an effective meeting, senior staff should be aware of the following rules:

1. You need to clearly define the topic and desired outcomes. This will allow for an organized event.
2. Carefully develop the agenda. It is necessary to establish the sequence of consideration of issues. At the same time, it is better to start with easy questions and move on to more complex ones.
3. It is necessary to familiarize participants with the facts that will be discussed.

Insurance LawPermalink

Appendix No. 5 to the Recommendations for resolving a collective labor dispute

MINUTES N ____ MEETING OF THE CONCILIATION COMMISSION ___________________________________________________________________________ dated “___” ________ 200__

Extract from the minutes of the commission meeting. sample and form 2020

The article describes the features of drawing up protocols and preparing extracts from them. Samples of protocols and extracts are provided.

Regulatory and methodological basis for the preparation of the protocol

In the Dictionary of Types and Varieties of Modern Management Documentation, developed by the All-Russian Scientific Research Institute of Document Management and Archiving (VNIIDAD, 2014), there is the following definition:

• The minutes of a meeting are an information and reference document that records the progress of a meeting (meeting) and the decisions made.

Recommendations for the preparation and execution of minutes of a meeting (meeting) are contained in the following documents:

1. Methodological recommendations for the development of instructions for office work in federal executive authorities (approved by order of Rosarkhiv on December 23, 2009 No. 76) (hereinafter referred to as the Methodological Recommendations);
2. GOST R 6.30–2003 “Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for document preparation";
3. Organizational and administrative documentation. Documentation requirements. Methodological recommendations for the implementation of GOST R 6.30–2003 (approved by Rosarkhiv).

However, protocols are drawn up not only for management activities. They also apply to other areas: financial, research, legal activities, etc. The rules for the design and preparation of minutes of a meeting (meeting) are also enshrined in other documents.

EXAMPLE

• in the Federal Law of the Russian Federation dated December 26, 1995 No. 208-FZ (as amended on June 29, 2015) “On Joint Stock Companies” (Chapter VII “General Meeting of Shareholders”);
• in the Federal Law of the Russian Federation dated 02/08/1998 No. 14-FZ (as amended on 06/29/2015) “On Limited Liability Companies” (Chapter IV “Management in Society”);
• in the Criminal Procedure Code of the Russian Federation dated December 18, 2001 No. 174-FZ (Chapter 35, Art. 259).

The protocol, regardless of the type, consists of three parts:

• header (headers);
• main(text);
• processing (signatures, familiarization visas).

Details affect the legal force of the document. It is important to formalize them correctly in accordance with current rules.

Header part

Protocols are drawn up on a protocol form, a general form or a standard A4 sheet. The location of the header details in all cases is longitudinal or angular.

Example of design on a protocol form (form of a specific type of document) with longitudinal arrangement of details

Forms of a specific type of document are used when publishing a large number of copies. Other documents are drawn up on a common form. A blank space is left on it to write the name of any type of document.

An example of a protocol on a general form with the details arranged longitudinally

What if the paperwork instructions do not indicate a specific type of form? Then the protocol is drawn up on a blank A4 sheet.

Reference

The following mandatory details are indicated in the header part of the protocol:

1. name of company;
2. name of the document type;
3. document date;
4. document registration number;
5. place of compilation or publication of the document.

Let's consider the situation if the meeting (meeting) is held in a structural unit. In the heading part, before the word PROTOCOL, indicate the name of the structural unit. For example:

It is recommended to indicate the type of document in capital letters (PROTOCOL).

The date of the minutes is the date of the meeting (meeting).

The date can be formatted:

• digitally (for example, 10/21/2015);
• verbally and digitally (for example, October 21, 2020).

Source:

Extract from the minutes of the general meeting - sample

Protocols are a very important part in any paperwork. With their help, all important meetings or meetings at the enterprise are formalized. But, in some cases, an extract from the document is needed, for one particular point.

Key points that will be needed when compiling

If there is a need to quote a certain part of the protocol, and the rest of its meaning is simply not needed, an extract is made. In this case, there is no need to provide the full version of the protocol; it is enough that the document is correctly formatted. Also, the extract will help convey to the masses only some information, and leave the main information behind the scenes.

https://youtu.be/rnTjbh5cz2E

General meeting

Despite the fact that there is no unified form for issuing an extract, there are still several points and tips that are worth listening to. Minutes are drawn up to document meetings, meetings, conferences, reports, and other things. Depending on the type of meeting, minutes are divided into:

• Full protocol. It must record all information about the course of the meeting, including the statements of its participants, comments and remarks. This is a more precise form of fixation.
• Brief ones, which are compiled if you need to record only the data of the speakers, the issues that were discussed, and the final decision that was made. Most often, this type of document is used to record briefings or other short work meetings.

Most often, protocols, as well as extracts from them, are drawn up on the company’s letterhead, or on album sheets with the company’s stamp. The following information must be included in the paper:

1. Full name of the company or organization.
2. The name of the document being compiled. In our case, this is a protocol or an extract from it.
3. Serial number of the protocol.
4. The place where the meeting was held.
5. If necessary, an approval stamp is placed, but this is not a prerequisite.
6. The date when the meeting or operational meeting was held.
7. The text of the document, which is divided into introductory and main. The introductory part must include information about all participants in the meeting, their details and the positions they occupy.
8. Signatures of all event participants, with which they confirm the correctness and reliability of everything stated in the document.

In the full version, the protocol is of considerable size; the main part can even occupy several sheets.

If there is a need to transmit any information from the protocol, then copying it all completely is not rational, and in some cases it is simply unacceptable. That is why an extract is the optimal solution to the problem.

In the statement, you can provide information that relates only to one specific phenomenon or action, and not give information about all the issues that were discussed during the meeting.

Legal standards

In the terminological standard “Office management and archiving” there is no definition of the term “extract from the protocol”. This type of document belongs to the section of archival extracts from documents.

Source: https://allzakon.ru/zakon/vypiska-iz-protokola-zasedaniya-komissii-obrazets-i-blank-2018-goda.html

Protocol

Important

To prepare the minutes, the secretary collects the abstracts of reports and speeches, and draft decisions before the meeting. The protocol is drawn up on a general form. Contents of the protocol Title, date and number of the protocol The title of the protocol will be the name of the collegial body or type of meeting.

Info

For example, Minutes of (what?) a meeting of the pedagogical council; meetings of heads of structural units, etc. The date of the minutes is the date of the meeting (minutes, as a rule, are drawn up after the meeting).

If the meeting lasted several days, the date of the minutes includes the start and end dates. For example: 21 - 24.07.2009. The number (index) of the protocol is the serial number of the meeting within the calendar year or the term of office of the collegial body.

https://youtu.be/hUyYd8DGZfU

Form of minutes of the commission meeting

Therefore, when drawing up the first sheet, it is necessary to use the general form of the organization or enterprise, and if there is no sample for the protocol, then the document is drawn up on sheets of A4 paper with the details arranged according to the sample of the general form.

It should be taken into account that the example protocol dates from the date of the event, and not from the date of drawing up and execution of the document. If the meeting lasted for several days, the date should be indicated with a dash, for example, 06/12-15/2016.

Each document is assigned its own number, corresponding to the serial number of the event, starting with the new calendar year. In this case, the numbers of meetings, conferences and meetings are determined separately from each other. The place of the meeting refers to the city in which the event took place.

Below is the protocol, which you can follow the link.

In this case, each decision taken by the EC must be recorded in the protocol, otherwise the same procedure for destroying documents may become illegal in the absence of a fundamental document (in this case, a protocol).

At the same time, the form of the minutes of the commission meeting may remain virtually unchanged from year to year. Read about the topic in the electronic journal Sample minutes of a meeting Meeting The form of minutes of a meeting is very similar to documenting a meeting.

The main difference between the documents lies in the event itself: if responsible persons take part in the meeting, then the meeting can take place among all employees of the organization.

For this reason, the number of event participants can be several times greater than the audience of the meeting, as well as the duration of the event. In this regard, it is advisable to record everything that happens using recording devices.

Minutes of the commission meeting sample form

Agenda items are numbered and always begin with the preposition “About...” or “About...”.

The scheme of each issue under consideration is built in a standard way: “LISTENED” – “SPEAKED” (if there was no discussion or questions asked, then this part can be skipped) – “DECIDED” or “DECIDED”.

After the surname (pay attention to the case - “listened” to whom? and “spoke” who?), the main content of the speeches is included in the text of the protocol (stated in the past tense from the third person singular - “introduced”, “about, etc.

) or issued in the form of separate annexes to the protocol. The decision made is formulated in the form adopted in administrative documents (“to approve the position”, “to prepare the program”, etc.). If instructions are given, then it is necessary to indicate the responsible executor and the deadline.

Extract from the minutes of the commission meeting

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For example, Appendix: certification sheets No. 1-10

• Signatures of the chairman and secretary of the certification commission

Download “Sample minutes of a meeting of the certification commission” Important additions to the preparation of the protocol of the certification commission, the speeches of each certified employee can be prepared as a separate appendix to the protocol

• The date of the minutes is always the date of the meeting, regardless of when the minutes themselves were drawn up
• If there are more than 10 invited persons, then there is no need to list them in the protocol itself, but simply indicate: “12 people were present. The list is attached". Place it on a separate sheet. This list will become an integral part of the protocol
• The speeches of each certified employee can be documented as a separate appendix to the protocol.

Minutes of the commission meeting

Attention

Keeping minutes of the meeting of the certification commission is usually entrusted to the secretary of the certification commission or one of its members. This could be a human resource officer or any specially trained employee. The protocol is drawn up on the official letterhead of the enterprise (A4 format).

minutes of the meeting of the certification commission. Keeping the minutes is entrusted to the secretary of the certification commission or one of its members. If this is your first time attending the certification commission and/or you have been assigned to keep minutes, then it is advisable to have a sample of the minutes of the commission meeting before your eyes. We also advise you to familiarize yourself with the structure of this document in advance.

Sample meeting minutes

Important

In addition, in order for the preparation of the sample protocol to be as correct as possible, and the document itself to be more informative, it is necessary to begin this process as early as possible.

However, to do this, first of all, it is necessary to understand in which case the preparation of this documentation will be required.

For this reason, we will consider the main events during which a protocol will need to be kept (a sample is available for download).

Meeting It is known that a meeting is one of the most important events in the life of any organization. It can be either planned, organized at certain time intervals, or urgent. In any case, the course of this event should be recorded in the minutes of the meeting. In this case, the extract must be certified by an authorized employee of the company. There must also be a stamp on the extract (if the company uses stamps to endorse papers). How to obtain an extract In order to obtain the required extract from an interested person, a corresponding request or application must be received in writing, indicating the reasons why he needs this document and indicating the institution to which he needed it. Sample extract from the minutes of a commission meeting If you need to make an extract, look at its example - with its help you can easily do what you need.

Minutes form of the DPR social insurance commission meeting

The minutes of the meeting of the certification commission include:

• At the top of the sheet in the center - the name of the company (preferably in full and short form)
• Below in the center in capital letters is the name of the document - the word “MINUTES”, below is the type of meeting. For example, “meetings of the certification commission”
• Protocol number
• Certification date
• List of members of the certification commission in the following order: Full name of the chairman, his deputy, commission members, secretary
• List of persons invited to the meeting indicating their full name and position
• Below in the center in capital letters is the phrase “AGENDA”
• List of certified employees, indicating their positions.

If more than 15 people were present at the meeting, then the transfer in the form of minutes is not carried out. In this case, it is necessary to provide a link to the list, which will become an integral part of the protocol. If representatives of different companies took part in the meeting, then it will be necessary to indicate their places of work and positions.

https://youtu.be/VPel7BHdqJY

Each item on the agenda will need to be numbered and begin with prepositions such as “About...” and “About...” Each issue under consideration is presented according to the standard scheme: “LISTENED” - “SPEAKED”.

If no questions were asked or there was no discussion, this part may be skipped. Next comes the “DECIDED” or “DECIDED” part.

When writing surnames, you should pay attention to cases, for example, listened to - who? After the name, the text of the protocol must include the main content of the speech.

Minutes form of the meeting of the commission for the assignment of temporary disability benefits

Each new entry begins with the word “Certification”, then full name and position

• Below in
• Below, from the beginning of the line, is the word “Listen.” Listing of documents read aloud by the secretary relating to the employee being certified. For example, “feedback on ... (full name of the employee, his position)”
• Below is the word “Spoken.” The full name, position of each speaker, a brief summary of the speech, questions asked and answers to them are indicated.
• Below is the word “Decided.” Brief information about the commission's decision
• Below is the word “Voted”. Information about the results of the study
• List of documents attached to the protocol.

Minutes form of the meeting of the Social Insurance Commission Ukraine

FILESDownload a blank form for an extract from the minutes of a commission meeting .docextracts from the minutes of a commission meeting .doc Types of minutes Protocols can be conditionally divided into two types.

The first includes short protocols - they are usually used to record the work of commissions convened promptly, including those unplanned in advance. They contain only information that relates to the issues being discussed, the opinions of the participants and the general decision.

But in the full protocols the information is more voluminous. They contain not only the basic data, but also the entire procedure of the meeting, including detailed discussion, remarks, opinions, progress, and results.

At such meetings with full minutes there is always a chairman who leads it and a secretary who records what is happening in every detail. Sometimes the full protocol can reach several pages.

Source: https://24-advokat.ru/blank-protokola-zasedaniya-komissii/

Form (template) of the minutes of the parent meeting: we draw it up correctly

_____________________________ (place of the meeting) Present: Representatives of workers authorized by the decision of the trade union committee ___________________________________________________________________________ (minutes of the trade union committee meeting N ____ dated __________ 200___). Representatives of the employer acting on the basis of the employer’s order ___________________________________________________________________________ (order N ____ dated “____” ________ 200__). 1. Adoption by members of the conciliation commission of the regulations for the work of the conciliation commission. We listened to representatives of employees ________________________________________ ___________________________________________________________________________ We listened to representatives of employers _________________________________________ ___________________________________________________________________________ DECIDED: To adopt the rules of work of the conciliation commission in accordance with the appendix to this protocol. 2. Consideration of a collective labor dispute _____________________________ ______________________________________________________________________________ Heard representatives of workers _________________________________________ ___________________________________________________________________________ Heard representatives of employers _____________________________________________ ___________________________________________________________________________ RESOLVED: To consider the collective labor dispute between employees and the employer ______ settled on the following terms _____________________________________ ___________________________________________________________________________ Members of the conciliation commission: Representatives of employees: _________ _____________________ (signature) (decoding of signature ) _________ _____________________ (signature) (signature transcript) Employer representatives: _________ _____________________ (signature) (signature transcript) _________ _____________________ (signature) (signature transcript)

Comments:

Minutes of the meeting: sample and document form

Based on the results of a meeting, meeting or conference, a protocol is almost always drawn up according to the appropriate template. Features of filling out and a finished example of the document can be found below.

Forms are available at the end of the article.

Main purpose

During the meeting, a protocol is always drawn up, and the management itself decides which template is best to use. This document performs several functions at once:

1. Records information about all those present and speakers.
2. Contains all key decisions made during this meeting.
3. Reflects the actual state of the negotiation process and records key agreements at this stage.

Thus, the main task of the document is to record the fact of the meeting and all the decisions that were made as a result.

NOTE. Not all meetings are recorded, so the company’s management has the right to independently decide in which case to draw up a reporting document and in which - not. Typically, minutes are used at those meetings at which issues that directly affect the future development of the organization are discussed.

document

The legislation has not developed any document requirements, much less a uniform form. Therefore, each company can use its own form. In particular, you can use different versions of forms for specific cases (for example, a department meeting, an extraordinary meeting or a joint meeting with representatives of the counterparty).

Typically the document contains the following information:

1. Full name of the company, protocol number and date of its preparation. Numbering can be carried out continuously - starting from each calendar year.
2. Composition of those present:

• chairman of the commission;
• executive secretary recording entries in the protocol;
• the rest of those present - usually the list is placed at the end of the document.

1. Agenda – i.e. a list of issues to be discussed. Drawed up in advance and brought to the attention of all those present (usually special announcements are created several days in advance of meetings).
2. List of speakers (name, position, topic of speech, issues raised).
3. Decisions that were made as a result of the meeting.
4. Signatures of the chairman and secretary, transcripts of signatures (surname and initials).
5. If additional documents are attached to the protocol, as well as materials from audio recordings, photographs and videos, this fact must be reflected in the document. At the end, write the word “Appendices” and list the names of documents and other materials, their quantity and type (original or copy), as well as the number of pages.

Form and sample 2019

In the simplest case, the form looks like this.

https://www.youtube.com/watch?v=tFZKOxAwkBw

And as a sample you can choose this form:

NOTE. In the “RESOLVED” section, with a description of the decision, the results of the decision procedure are often given if it was carried out at the meeting. The results are recorded by simply summing up “FOR”, “AGAINST” and abstaining.

Short and full varieties

Different meetings can be held in the same organization. The importance of a particular meeting depends on the issues that are discussed at it. And they also determine the choice of one or another sample according to which the protocol will be drawn up. In general, two types of documents can be distinguished:

1. Brief minutes - as a rule, are drawn up to record information received during an operational, routine meeting at which current issues are discussed. It is enough to simply mention all the speakers (name, position) and briefly describe the topic of the speech (this is the topic of the report). In some cases, individual issues are also recorded in the form of plan items. Here is a sample summary of the meeting minutes.
2. Complete – here it is necessary to more accurately and completely record information about the topics of the speech. Not only the speaker’s report itself is presented, but also remarks and discussions from those present. Transcripts are often compiled (exact quotes recording every word of the speaker, his opponents and other persons). Here is an example of such a document.

Extract from the protocol

If it is necessary to obtain some information from the protocol, an extract is drawn up. This document is an exact copy of part of the protocol. The extract must indicate the date of preparation of the main document, its number, and the name of the company. The accuracy of the copy is certified by the personal signature of the secretary and/or chairman of the meeting.

Features of management

In the case of year-end reporting meetings, extended document forms are usually chosen. If we are talking about a meeting of a separate structural unit, managers, as a rule, choose the simplest template.

Features of recording facts and storing protocols are as follows:

1. A sample meeting protocol is approved by the management of the company or a specific structural unit of the organization.
2. Conducted immediately at the time of the meeting. A special employee is appointed who is responsible for processing the document. In most cases, this is a secretary who also serves as secretary of the meeting.
3. In order to avoid inaccuracies and incorrect interpretation of speakers’ phrases, additional recording of all events occurring during the meeting is often made. Audio and video recording tools are used. Subsequently, if necessary, transcripts of speeches are provided in the appendix to the protocol - exact quotes of what employees and other invited persons said.
4. The number of original copies is compiled depending on the situation. As a rule, one original is enough. However, if a meeting is held with the participation of a partner (representatives of another company), it becomes necessary to prepare 2 originals. Typically, such meetings are held at various stages of business negotiations.
5. As for document copies, you can make any number of them. This need arises when holding meetings, the decisions of which are binding on all departments of the organization. Then copies are sent to all structural units. As a rule, they are certified by the original seal and the handwritten signature of the manager.

To avoid possible inaccuracies, audio and video recording tools are used to subsequently accurately reproduce in shorthand the speech of each employee or invited person.

Download sample forms:

Blank meeting minutes form (word)

Sample of meeting minutes (word)

Drawing up and execution of minutes of meetings, meetings, conferences

The introductory part of the protocol text should include the following questions:

• who is in charge of the event being recorded;
• who kept the minutes;
• who was present at the meeting (meeting, meeting);
• who was invited (if necessary) to a meeting, session, meeting;
• what issues were discussed at the meeting, session, meeting.

Information about the chairman, secretary, those present and invitees includes the names and initials of officials. Additionally, for persons invited to the meeting, the position held is indicated. At meetings where there are a large number of participants, listing those present in the water part is impractical, therefore a separate list of those present at the meeting is compiled, and in the “attended” section the total number of those present is indicated, with reference to the attached list.

Features of filling out a protocol for testing knowledge on labor protection

Based on the protocol for testing knowledge on labor protection, certificates are filled out and issued for the right to perform work in the relevant profile. Therefore, the same strict requirements are imposed on its design as on the maintenance of briefing logs.

• The protocol document must be formed so that at least one or two signatures are located on the same page as the table. Signatures cannot be placed on a separate sheet, since such a sheet can theoretically be placed under any document.
• Knowledge testing protocols must be filled out with an indelible pen. You can't do this with a pencil.
• The protocols prohibit corrections, erasing with a blade, crossing out (for example, you cannot cross out “not” in “did not pass” or “does not know”), or painting over with a proofreader.
• If there is an error in filling out the table, you need to make a new copy of the protocol. The option to cross out the entire line and make a corresponding entry below the table is controversial. Theoretically, this can be done after the end of the exam for some incorrect reasons, so such an entry may be regarded as invalid.
• Before the exam, it is advisable to give the subjects a protocol form so that they can check the correctness of their full names, positions, and company names. This will help avoid technical errors, which, if discovered later, will cause a lot of inconvenience.
• You cannot leave empty lines in the table, even if after all the examinees have passed the exam, they are planned to be “extinguished” with Latin Z.
• If an employee was absent from the exam, “absent” or another phrase that unambiguously characterizes the event is written opposite his name in the “Result of knowledge test” column. There is no need to redo the protocol.

Drawing up a protocol

Today, the law does not provide for a strictly unified form of meeting minutes, so organizations can draw them up in any form or according to a model approved in the company’s accounting policies. However, it is necessary to indicate certain information in it:

• Document Number;
• date of creation;
• name of company;
• the locality in which the enterprise is registered;
• list of persons present at the meeting (including their positions, full names);
• information on the meeting chairman and secretary;
• agenda (i.e. those issues that need to be resolved);
• the fact of voting (if it was held) and its results;
• result of the meeting.

Sometimes the exact time (down to minutes) of the start and end of a meeting is included in the minutes - this allows you to discipline employees and optimize the time spent on such meetings in the future.

If necessary, some additional documents, photos and video evidence can be attached to the minutes of the meeting. If there are any, their presence must be reflected in the minutes of the meeting as a separate paragraph.

It should be noted that the protocol must be kept extremely carefully, errors and corrections must be avoided, and it is completely unacceptable to enter unreliable or deliberately false information into it. If such moments are identified in the event of an inspection of the company’s internal documentation by regulatory authorities, the company may suffer serious punishment.

What to do next

The protocol on compliance with the position of an educator or teacher is drawn up in a single copy. Even if several employees were certified at one meeting.

This document is not issued in person for review; it is sent to the HR department. The organization keeps it for five years. Employees can receive extracts from it. An alternative could be certification sheets signed by the chairman and secretary of the commission.

In the future, the failed employee may:

• send him for advanced training (after which he will have to repeat the certification procedure);
• demote;
• dismiss under clause 3 of part 1 of Article 81 of the Labor Code of the Russian Federation.

If the event was successful, the teacher remains in the same place or can count on a promotion.

Main section

When considering the question of how to keep minutes of a meeting, sample and examples, you should pay special attention to the basis of the minutes. In this section, you should create several fields, each of which will consider solutions to the issues listed on the agenda. When compiling the full form of the form, three columns are created in each field, which display the process of considering the issue and various nuances that arose during the decision-making process.

The name of each part should be indicated in words, with a separate field allocated for each column. In the “Listen” column, the name of the speaker who covers the production issue is indicated. The surname should be indicated only in the nominative case. After the name is indicated, a brief (or full) summary of the report is given. In the case where it is impossible to present the information, the full text of the report should be attached in a separate document, which will act as an annex to the act itself. At the same time, in the “listened to” section, it is necessary to make a note that the text of the speech is described in detail in the appendix.

After this, you should proceed to filling out the “Spoken” column. This field indicates the statements of other meeting participants who considered the issue on the agenda. Here you should also indicate the surname and initials of each member of the board who made a speech. After indicating the initials, the text of the speech itself should be stated.

In the “Decided” column, the decision of the meeting members regarding the issue on the agenda should be recorded. According to the established regulations, complete information must be indicated in this field, regardless of what form of filling out the protocol is used. If the issue was resolved by voting, the total number of votes should be given, as well as indicate which of the meeting participants voted “against” or “for”.

Brief protocol - records the issues discussed at the meeting, the names of the speakers and the decisions made

Keeping minutes of meetings that outline the essence of the issues raised in a concise form requires the correct approach to filling out the form. In this situation, you should provide only the basic part of the information in the “Listen” and “Speak” columns. After the document is signed by the head of the meeting and the secretary, this act enters into legal force. All established decisions regarding issues raised at the meeting should be communicated to the persons who were appointed executors. To do this, the executive may be given both a copy of the act itself and an extract signed by the secretary.

At enterprises with developed infrastructure, special administrative documents (directives, resolutions or orders) are issued to organize the implementation of the requirements specified in the decision.