What is approval of minutes?

Definition

Approval of minutes means the formal process of reviewing and confirming the accuracy of meeting records before they are added to an organization’s official records. Minutes are typically approved at the beginning of the next meeting through a motion and vote.

Approval confirms that the meeting occurred as recorded, and that decisions, actions, or resolutions noted in the minutes are valid.

Who approves meeting minutes

Meeting minutes are usually approved by the same group that held the meeting:

• Boards of directors approve board meeting minutes
• Committees approve their own records
• In less formal settings, approval may come from team leads or meeting organizers

The chairperson typically calls for the motion to approve, and a vote follows after any corrections are made.

How to approve minutes in a board meeting

The standard steps for approving minutes are:

1. The chair presents the minutes and asks for corrections
2. A member makes a motion to approve the minutes
3. Another member seconds the motion
4. The board votes to approve the document
5. The outcome is recorded in the new meeting’s minutes

Minutes can also be approved via email or written consent if needed between meetings.

Sample approval phrasing

• “I move to approve the minutes as presented.”
• “I move to approve the minutes with the following changes…”
• “The minutes stand approved as corrected.”

For more examples, formal motion language, and best practices, read the full article on meeting minutes approval.

Quick summary

• Approval of minutes means formally accepting a meeting’s recorded notes as accurate
• It’s done by motion, discussion, and vote — typically at the next meeting
• Only approved minutes become part of the organization’s legal record

Related terms