AI meeting notes: examples, instructions and review checklist
Create AI meeting notes with a worked example and reusable instructions. Capture decisions, action items and open questions, then review before sharing.
AI meeting notes are a draft summary created from a meeting transcript. They can organise decisions, follow-up tasks and open questions so you do not have to write the entire report from memory. You still need to check what was said before sharing the result.
Record the meeting with the required permission.
Transcribe it and check important names, numbers and speaker labels.
Give clear instructions for the notes you want.
Review decisions and tasks before sending the notes.
Upload your recording to Audiogest to create a transcript and a first meeting report. For the app steps, see create meeting notes from a recording.
AI meeting notes example: decisions, tasks and open questions
This is a fictional project meeting, not a customer case or an actual AI result. Here are the statements the notes need to preserve:
Maya: “Let's publish the help page on 12 October.”
Leo: “Agreed. I'll send you the revised text by 9 October.”
Maya: “I'll approve the text before publication. We might add a video later, but let's decide that after the page is live.”
A useful first draft would look like this:
Meeting notes: help page publication
Decision: publish the help page on 12 October. A video is not part of the agreed work yet.
Action | Responsible person | Deadline |
|---|---|---|
Send the revised text to Maya. | Leo | 9 October |
Approve the text. | Maya | Before publication; no exact date stated. |
Open question: should a video be added after publication?
To confirm: who will publish the page? No responsible person was named in the excerpt.
The draft does not turn a possible video into an assigned task. It also does not invent a publication owner or an approval date.
What should AI meeting notes include?
A meeting report is not a shorter version of every sentence. Include what someone who missed the meeting needs to understand and do.
Purpose: why the meeting took place.
Decisions: what participants agreed, with relevant conditions.
Actions: the task, responsible person and deadline, where stated.
Open questions: what remains undecided or needs confirmation.
Context: only the background needed to understand the outcomes.
Use a transcript when you need the spoken wording. Use meeting notes when you need an overview of the outcomes. Formal board minutes require their own structure and approval process; see our board meeting minutes guide.
How to create AI meeting notes from a recording
1. Prepare and record the meeting
Tell participants what you will record, why and who can access it. Follow the rules that apply to your organisation. Use a quiet setting and a microphone that captures every speaker clearly.
During the meeting, state decisions and next steps clearly. Ask “Who will do this?” and “By what date?” when those details are missing. AI cannot recover a commitment that nobody made.
2. Create and review the transcript
Upload the audio or video and create a transcript. Check the passages containing decisions, amounts, names and deadlines. Listen again when the text or speaker label is unclear.
In Audiogest, you can choose a saved set of instructions during upload or create the document after the transcript is ready. The help guide explains both options.
3. Ask for the structure you need
Instructions such as “summarise this meeting” leave many choices open. State what to include, how to organise it and how to handle missing information.
You can reuse these instructions:
Create concise meeting notes in English from this transcript.
Use these headings: Purpose, Decisions, Action items, Open questions.
Include only information supported by the transcript. Keep proposals separate from confirmed decisions.
For each action, include the responsible person and deadline if stated. Write “Not stated” for missing details. Do not assign work based only on who mentioned it.
Preserve conditions attached to agreements. Do not invent names, dates, commitments or quotes.
Add time marks for important decisions and actions only when the transcript provides them.
For a task-only document, use the action items instructions.
4. Check and share the notes
Read the draft against the transcript and recording. Confirm unclear commitments with the people involved. Then edit the notes and share them with the intended readers.
Keep the recording or transcript available to authorised readers who need to verify details. Follow your organisation's retention rules rather than keeping sensitive recordings indefinitely.
Uploaded recordings or an AI meeting assistant?
There are two common approaches. The choice depends on how you hold meetings and whether you already have a recording.
Uploaded recordings: you record with another app or device, then upload the file. This works with existing recordings and in-person conversations. Audiogest uses this approach.
Live meeting assistants: a tool captures an online meeting through a meeting connection or a participant that joins the call. Check meeting permissions, participant notices and recording controls.
Compare supported languages, correction options, document choices, privacy terms and costs. For the broader analysis category, read what conversation intelligence is.
AI meeting notes review checklist
Did the participants agree to each listed decision?
Did each named person accept the task?
Are dates, amounts and names correct?
Are conditions and disagreements preserved?
Are missing details and open questions visible?
Can the recipients access this information under your sharing rules?
Common questions about AI meeting notes
Can AI meeting notes replace manual notes?
They can reduce the writing you do after a meeting. During the conversation, it still helps to note important moments and clarify decisions. For that approach, read our guide to taking meeting notes.
Can I use AI meeting notes without a tool joining the call?
Yes. Record with permission, then upload the audio or video to an upload-based service such as Audiogest.
Are AI meeting notes accurate enough to send immediately?
Not without review. AI can miss details, confuse speakers or turn an idea into a decision. Check the draft before you use it to assign work or record commitments.
Create your first meeting notes with Audiogest, or follow the step-by-step help guide.