Trustees Meeting Minutes Template
Word document + guidance notes · Instant download A structured Word template for recording trustee meetings at small UK charities. Built around Charity Commission CC48 guidance. Captures decisions, conflicts, and actions properly - so your minutes hold up when a funder, auditor, or the Commission asks to see them.
Most small charities take minutes. Most don’t realise how thin those minutes are until it matters – a funder asks how a decision was made, an auditor asks for the reasoning, the Commission asks how a conflict was managed. Weak minutes become a serious liability at the worst possible moment.
The problem it solves
Inconsistent decision records, untracked actions, missing conflict declarations, and minutes that don’t demonstrate effective governance. This template turns meeting documentation from an afterthought into a governance asset.
What’s included
Template (Word document)
- Header strip for charity name, logo, and registered number
- Meeting details, attendance by role, and quorum check
- Conflict of interest section – standing and meeting-specific declarations
- Previous minutes approval and matters arising tracker
- Agenda item blocks with discussion, resolution, reasoning, and voting outcome (one worked example included)
- Finance and operations summary
- Action tracker – owner, deadline, status
- Matters for future discussion
- Chair’s sign-off section with three signing options
Guidance notes (PDF file)
- Section-by-section commentary on the template
- How to record decisions, conflicts, and dissent properly
- “Record this, leave this out” comparison
- Retention rules by charity legal form
- Three ways the chair can sign, with trade-offs
- Common mistakes and how to avoid them
Who it’s for
Small UK charities – CIOs, charitable companies, trusts, and unincorporated associations. The template is generic across legal forms; the guidance notes flag where the rules differ.
FAQ
Will it fit our charity’s structure?
Yes. It’s built to work for CIOs, charitable companies, trusts, and unincorporated associations. The guidance notes flag where the rules differ.
Can we edit it to match our branding?
Yes. Standard Word document. Replace the placeholder logo and charity name. Change colours and fonts. Add or remove sections as needed.
Is it Charity Commission compliant?
It’s structured around CC48 guidance (updated July 2024) and the Charity Governance Code 2025. It prompts you to record what the Commission expects to see in minutes. It’s a practical template, not legal advice.
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