Operations

Meeting Notes Document Prompt

Attendees, Decisions, Discussion, Action Items, Next Meeting — the notes document every meeting fills the same way.

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Overview

Meeting notes work when they're a form, not an essay: the same five sections, filled live or right after, comparable across weeks. This setup generates the notes document with type rules that keep it honest — decisions recorded as statements rather than discussion recaps, action items as owner — task — deadline bullets. It structures NEW notes as they're written; when you need to compress an existing hour-long transcript instead, that's the Structured Summary Prompt's job — same family, opposite direction.

How to use this resource

Same form, every meeting

Rotating note-takers produce identical documents — the structure does the standardizing.
Watch the decisions rule

"Statements, not discussion recaps" — the line between a record and a transcript.
Scan action items weekly

Owner — task — deadline bullets make the follow-up review a one-minute scan.

Why This Works

A fixed form beats prose notes for anything that gets compared later
Statement-form decisions are quotable in the next meeting
The structure survives note-taker rotation

Best for

Recurring meetings with rotating note-takers
Teams that act on notes rather than archive them
Anyone comparing decisions across weeks

Not for

Compressing an existing transcript — that's the Structured Summary Prompt (the boundary: new document vs existing source)
Extracting action items as data fields — that's the Extraction Prompt Generator

Use cases

Writing notes in the same structure for every recurring meeting
Recording decisions as statements, not recaps
Keeping action items assignable at a glance

FAQ

How do I keep meeting notes in the same format across a rotating note-taker team?

The DOCUMENT STRUCTURE fixes five sections in order — ## Attendees, ## Decisions, ## Discussion, ## Action Items, ## Next Meeting — and the CONSISTENCY RULES say not to add new top-level sections, so extra material goes inside the closest existing one. Generate the prompt once and every note-taker who runs it in their assistant produces the identical form.

How should action items be written in these meeting notes?

As owner — task — deadline bullets under the ## Action Items section, per the document's type rules. That format keeps every item assignable at a glance and separates it from the ## Discussion recap. Decisions follow a parallel rule — recorded as statements, not discussion recaps — so the follow-up review stays a quick scan rather than a re-read.

Can this summarize an existing meeting transcript?

It cannot — it structures new notes as they are written, not compression of an existing source. The TASK line states 'there is no source text to summarize', so this generates a fresh five-section record. To condense an hour-long transcript instead, that is the Structured Summary Prompt: same family, opposite direction.

Customize This Resource

Opens this setup in Markdown Output Builder. Generate to get the full markdown prompt — then adjust the sections, table rules, and consistency level.

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Prompt Template

Copy it as-is, or use Open in Markdown Output Builder to load it pre-filled and customize it with your own context.

TASK
Write meeting notes in the same structure for every team meeting.
Produce a new markdown document — there is no source text to summarize.

DOCUMENT
The document is a meeting notes record.
- Record decisions as statements, not discussion recaps.
- Action items as bullets: owner — task — deadline when stated.

DOCUMENT STRUCTURE
Start with one "# " title line, then use exactly these sections, in this order:
## Attendees
Who was present.
## Decisions
Decisions made, one per bullet.
## Discussion
Key points raised, briefly.
## Action Items
Owner — task — deadline bullets.
## Next Meeting
When and what for.

MARKDOWN RULES
- One "# " title at the top; every section below it is a "## " heading.
- Use markdown lists for enumerations — no walls of prose.
- No HTML tags — pure markdown.

TABLE RULES
- Do not use tables — present comparisons as nested bullet lists.

CODE RULES
- Do not include code blocks.

CONSISTENCY RULES
- Use every section defined above, in the order given.
- Do not add new top-level sections — put extra material inside the closest existing section.

OUTPUT RULES
- Return only the markdown document — no preamble, no closing commentary.
- Start directly with the "# " title line.
- Do not wrap the document in code fences.

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Related tools

Tool

Markdown Output Builder

Build prompts that produce documents in a fixed structure — headings, sections, and tables.

Structured Output

Workflows that use this resource

Workflow

AI Meeting Notes Workflow

Turn a meeting transcript into notes people actually use — a faithful summary, the action items pulled out and assigned, and a clean shareable format.

3 steps 15–30 minutes

Tip: Save time by exploring related resources and tools that integrate with this resource.