Letter with minutes of homeowners' association meetings


  1. You should note the minutes of a meeting in an easy-to-read manner. Either number the items discussed or put your notes in an outline form. Besides this, use complete sentences and keep everything clear. It is because others may need to refer to your notes during business or legal discussions to make important decisions.
  2. First, write the name of the organization, date, time, and place of the meeting on the first page. Mention the aim of the meeting. Then state who is convening this discussion. If the group is small, mention the names of all the participants.
  3. If the members of the committee discussed and approved the previous meeting's minutes, write that. Also, state the amendments they made to the proposals.
  4. Record the new matters that the members discussed. Mention what they approved and what they disapproved.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

04 May 2011

Atlas Homeowners' Association

Sports Committee

Sportsfest Meeting

Present: Therese Carell, Anne Jones, Mike Jameson, Nina Sykes

Nina Sykes called the meeting to order at 5:05 PM. She asked Therese Carell to read the minutes of the 30 April meeting. These were then approved with no revisions.

The meeting proper then began with Anne Jones' report about the financial requirements of the upcoming sports fest. She said that given the number of interested participants, they needed $2500.00 to pull off the event. After soliciting from members of the community as well as looking for sponsors, the committee was able to come up with $2460.00. Mike Jameson then offered to donate the missing $40.00.

Therese Carell then reported that so far, they had 300 participants in their sector. Nina Sykes suggested that they are divided further into ten teams. All attendees agreed to this. Mike Jameson then proposed to work on the operational plans.

Another meeting was set for viewing the plans and further discussions. The group agreed to meet on 07 May at 4:30 PM.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -