A good template makes taking HOA meeting minutes faster and more consistent. Below, we provide a free template you can use for your board meetings, along with guidance on how to customize it for your community.
Get the Free Template
Email us and we'll send you a Word document template you can customize for your community.
Request TemplateTemplate Preview
Here's what our template includes. You can copy this structure directly or request the formatted Word document.
[ASSOCIATION NAME]
BOARD OF DIRECTORS MEETING MINUTES
MEETING INFORMATION
Date: [Month Day, Year]
Time: [Start Time]
Location: [Physical Address or Virtual Platform]
Type: [Regular Board Meeting / Special Meeting / Annual Meeting]
ATTENDANCE
Board Members Present: [Names and Titles]
Board Members Absent: [Names and Titles]
Management Present: [Names and Titles]
Homeowners/Guests: [Number or Names if recorded]
CALL TO ORDER
The meeting was called to order by [President Name] at [Time]. A quorum was established with [X] of [Y] board members present.
APPROVAL OF PREVIOUS MINUTES
Motion: To approve the minutes of the [Date] board meeting as presented.
Moved by: [Name]
Seconded by: [Name]
Vote: [X] in favor, [X] opposed, [X] abstained
Result: [Passed/Failed]
AGENDA ITEM: [Topic]
[Brief summary of what was discussed, if needed]
Motion: [Exact wording of the motion]
Moved by: [Name]
Seconded by: [Name]
Vote: [X] in favor, [X] opposed, [X] abstained
Result: [Passed/Failed]
ACTION ITEMS
1. [Action item description] – Assigned to: [Name] – Due: [Date]
2. [Action item description] – Assigned to: [Name] – Due: [Date]
NEXT MEETING
The next board meeting is scheduled for [Date] at [Time] at [Location].
ADJOURNMENT
Motion: To adjourn the meeting.
Moved by: [Name]
Seconded by: [Name]
Result: Passed unanimously
The meeting was adjourned at [Time].
Minutes Prepared by: _________________________ Date: _________
Minutes Approved by: _________________________ Date: _________
How to Use This Template
Before the Meeting
- Fill in the association name, date, time, and location
- Add the agenda items as section headers
- Have a list of board members ready for attendance
During the Meeting
- Check off who is present and absent
- Note the time the meeting is called to order
- For each motion, capture the exact wording, who moved and seconded, and the vote
- Record action items as they're assigned
- Note the adjournment time
After the Meeting
- Clean up your notes and fill in any gaps
- Remove placeholder text
- Review for accuracy
- Distribute to board members for review
Customizing for Your Community
Every association is different. Here are some ways to customize the template:
- Add your logo – Place your association logo in the header for a professional look
- Include standard agenda items – If your meetings always include the same sections (treasurer's report, management report, etc.), add them as permanent sections
- Add a homeowner forum section – If you have open forum time, include a section to note topics raised
- Include executive session notation – Add a standard section for noting when executive session occurred and its general purpose
Pro Tip: Use Consistent Formatting
Whatever format you choose, use it consistently for every meeting. This makes minutes easier to search and compare over time, and demonstrates to courts (if ever needed) that your association takes documentation seriously.
What Makes Good Minutes
A template is just a starting point. The quality of your minutes depends on:
- Accuracy – Motions worded exactly as stated, vote counts correct
- Completeness – Every motion and vote recorded
- Timeliness – Minutes prepared promptly after the meeting
- Objectivity – Neutral language, no opinions or characterizations
For more on what to include (and what to leave out), see our article on what to include in HOA board meeting minutes.
Skip the Template, Get Professional Minutes
FirstMotion joins your board meetings and delivers complete, formatted minutes within 24 hours. No templates needed, just invite us to your next meeting.
Try Your First Two Meetings Free