October 18, 2026 · 6 min read
HOA and condo meeting minutes: what to include (with template)
The minutes of a homeowners' or condo association meeting are the record that gives weight to what was decided: if a vote isn't properly written down, it's hard to defend later. Here is what they should contain, a template to copy and a faster way to prepare them.
What the minutes should record
Date, time and place of the meeting, who called it and whether notice was given as the bylaws require. Who attended, in person or by proxy, and whether there was a quorum. The agenda items discussed, in order.
For every decision: the motion, who proposed and seconded it, the result of the vote (for, against, abstentions) and, where the rules require it, who voted which way. Rules differ by country, state and by your association's bylaws, so check them or ask your manager or attorney before settling on a format.
Template to copy
Association: [name and address]. [Annual / special] meeting held on [date] at [place], starting at [time]. Called by [board / owners].
Present: [owners and proxies, with unit]. Quorum: [yes / no]. Chair: [name]. Secretary: [name].
Agenda and decisions: 1. [Item]. Motion: [text], proposed by [name], seconded by [name]. Vote: [n] for, [n] against, [n] abstentions. Result: [approved / rejected]. 2. [Item]. [...]. Open forum: [summary].
Meeting adjourned at [time]. Signed: [chair] and [secretary].
The most common mistakes
Writing «approved by majority» without numbers: if someone challenges the decision, nobody can check that the required majority was reached. Forgetting to note who arrived late or left before a vote. Mixing opinions with decisions, so it's unclear later what was actually decided.
Another classic: leaving the minutes for days later and writing them from memory. Meetings run long, many topics come up and the details of each vote blur together.
How to write them faster
If the meeting is recorded, with prior notice to attendees, you can build the minutes from the transcript instead of relying only on the secretary's notes. In SwiftBOL you upload the recording (or record from the browser) and within minutes you get the transcript, a summary, the decisions and the pending tasks, and you can search the text to find each vote.
The result is a draft, not the final minutes: the secretary reviews it, fills in the votes and signs. The Free plan includes 2 hours of audio a month, no card, to try it on a real meeting.
Tell people before you record
Let attendees know the meeting is being recorded, why and who will keep the recording, and respect anyone who objects. Recording rules vary by place, so check what applies to your association before you start.
Try it with your own audio
SwiftBOL turns your meetings and calls into minutes with decisions and action items in minutes. The Free plan includes 120 minutes of audio a month, no credit card required.