Minutes of Meeting

Minutes of Meeting are official written records that document the discussions, decisions, and actions taken during a meeting. They typically include key details such as the date and time of the meeting, a list of attendees, summaries of discussions on each agenda item, any decisions made, and action items assigned along with their deadlines. These records serve as a historical reference, providing a clear and accurate account of what transpired during the meeting.

The importance of meeting minutes extends beyond simple documentation. They are crucial for future reference, ensuring that all participants have a shared understanding of the decisions made and actions to be taken. Additionally, minutes provide accountability, as they track assigned tasks and deadlines, and they can serve legal purposes by offering an official record of the meeting’s proceedings.

Minutes of Meeting should typically include the following information:

1. Meeting details: Date, time, location, and type of meeting (e.g., regular, special, emergency).

2. Attendees: List of people present at the meeting, including their names and roles (e.g., chairperson, secretary, attendees).

3. Apologies: Any attendees who were unable to attend and reasons for their absence.

4. Agenda items: A list of topics or agenda items discussed during the meeting.

5. Discussion summaries: Brief summaries of the discussions or key points made for each agenda item.

6. Decisions: Any decisions made during the meeting, including the outcome of any votes or polls.

7. Action items: Tasks or actions assigned to individuals or groups, including deadlines for completion.

8. Motions and resolutions: Formal proposals made and their outcomes (passed, failed, tabled).

9. Announcements: Any announcements made during the meeting that are relevant to the attendees.

10. Next meeting: Date, time, and location of the next meeting, as well as any proposed agenda items.

Minutes of Meeting are important in Vietnam for several reasons:

In Vietnam, keeping minutes of certain types of meetings, such as board meetings and shareholder meetings, is required by law. This ensures that organizations comply with relevant regulations and statutes.

Minutes serve as an official record of the decisions made during a meeting. This can be important for clarifying decisions, assigning responsibilities, and holding individuals accountable for their actions.

Minutes provide a historical record of the discussions, decisions, and actions taken during a meeting. This can be useful for reviewing past decisions, tracking progress on action items, and understanding the context of future meetings.

By documenting the proceedings of a meeting, minutes promote transparency and accountability within an organization. They provide a clear record of how decisions were made and why, which can help prevent misunderstandings or disputes.

Minutes can serve as a reference point for future meetings, helping to ensure continuity and consistency in decision-making and actions taken over time.

The responsibility for taking minutes of a meeting typically falls to the designated meeting secretary or minute-taker. This role can be assigned to a specific individual depending on the organization or context of the meeting. Here are some common scenarios:

Corporate or Board Meetings: In formal settings such as corporate or board meetings, a corporate secretary or an assigned staff member often takes the minutes.

Committee or Team Meetings: For committee or team meetings, a designated member of the team, often the secretary or a rotating member, may be responsible for taking the minutes.

Informal Meetings: In more informal settings, the responsibility may be assigned to a specific individual by the meeting organizer or leader.

Professional Meetings: In professional associations or other organized groups, a designated officer, such as the secretary or administrative assistant, typically handles minute-taking.

Regardless of who is responsible, the minute-taker should ensure that the minutes are accurate, clear, and comprehensive, capturing all essential points of discussion, decisions made, and action items assigned during the meeting.

In general, minutes of meeting should not be edited after they are finalized, as they are intended to provide an accurate and unaltered record of the proceedings. However, there are some situations where edits may be necessary, such as to correct factual errors or clarify information that was not accurately captured during the meeting.

If edits are made to the minutes after they are finalized, it is important to clearly indicate that the document has been amended and to provide a rationale for the changes. It may also be advisable to inform all meeting participants of the edits and give them an opportunity to review the revised minutes.

In Vietnam, specific rules or guidelines regarding the editing of finalized minutes may vary depending on the organization and the nature of the meeting. It is always best to consult with legal counsel or follow any internal policies or procedures that govern the handling of meeting minutes.

The consequences of not keeping minutes of meeting can vary depending on the jurisdiction and the nature of the organization. In Vietnam, failing to keep minutes of certain types of meetings, such as board meetings or shareholder meetings, may result in legal and regulatory consequences. For example:

Keeping accurate and complete minutes of meeting is important for ensuring legal compliance, accountability, and transparency within an organization.

Yes, minutes of meeting can be used as evidence in legal proceedings in Vietnam. Minutes serve as an official record of the discussions, decisions, and actions taken during a meeting, and they can be used to demonstrate what was agreed upon by the parties involved.

In legal proceedings, minutes can be used to support a party’s position, provide context for decisions or actions taken, and demonstrate compliance with legal requirements or internal procedures. However, it’s important that the minutes are accurate, complete, and prepared in accordance with relevant legal standards to ensure their admissibility in court.

If errors are discovered in the minutes of a meeting, the following steps can be taken to address them:

Carefully review the minutes to identify any inaccuracies, omissions, or other errors that need to be corrected. Clearly document the corrections that need to be made, specifying the section or item in the minutes that requires correction.

Prepare a separate document that outlines the corrections to be made to the minutes. This document should clearly state the original error and the correction that needs to be made.

Present the correction document to the participants of the meeting for approval. This can be done at the next meeting or through a separate approval process, depending on the organization’s procedures.

Once the corrections have been approved, update the original minutes to reflect the corrections. Clearly indicate that the minutes have been corrected and reference the correction document.

Distribute the corrected minutes to all participants and stakeholders to ensure that they have the accurate and updated record of the meeting proceedings.