How to Write a Committee Report (+ Free Template)

Committee reports consist of a structured format that focuses on several key components. Consider these tips to write a committee meeting report you can present to the executive committee.

1. Take Detailed Notes During the Meeting

Taking meeting notes helps you understand the topics under discussion and makes it easier to recall the details later. Therefore, note the date, time, present committee members, their titles, and the length of the meeting. Additionally, list the agenda and any topics the committee postponed from the previous meeting. 

Take note of the members who concurred, those who dissented (and why), and any other crucial issues discussed in the meeting. If the committee still needs to agree on a particular topic and postpone discussion, note the issue and when it’s scheduled for discussion. 

2. Commit to Brevity

An effective committee report should be concise and clear, only detailing the most crucial information. Use simple language and logically structure your points for easy understanding. Make any necessary changes to the document before drafting the conclusive meeting report. Moreover, ensure the document is free of grammatical errors and compare it to your meeting notes before presenting it to the steering committee. 

3. Outline Action Items

Make sure to specify the action items and any recommendations the committee makes, including the number of members who concurred versus those who dissented. Do the same for each item on the agenda. Depending on the committee and the reason for the meeting, you may be required to add supporting information, such as statistics, data, and other insights to back up the claims listed in the report. 

4. Proofread the Report

Proofreading a committee report before submission helps you identify any errors or areas that need clarification. You can proofread the document yourself or ask another member of the committee. Having multiple people proofread the report ensures the document is as error-free and accurate as possible. 

5. Leverage Board Meeting Technology

Board technology streamlines the processes leaders use to govern committee meetings. Board management software enables you to create a report, make edits if necessary, and quickly change any information on the report before presenting it to the executive committee. Leveraging technology also alleviates the need to print out hard copies or addendums. Additionally, a committee meeting management platform allows a board finance committee, for example, to discuss issues while taking notes in the cloud. 

Adopting board meeting software provides several benefits, including: 

• Quick access to critical board information
• Improved board member engagement 
• Enhanced security and data protection
• Streamlined board administration
• Reduced board administration costs