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Tenses to use when writing minutes

English Language & Usage Asked by Dree on September 17, 2020

I understand that you must use past tense when writing minutes. However, there are some instances when I am not sure if past tense should be used as it would either change the meaning of the sentence or sound weird. Below are some situations which I have trouble with:

1.When something is in progress.

Example:

  • The team is checking on the machine. (Should it be: The team was checking on the machine)
  • Checks on the system are being done. (Should it be: Checks on the system was being done)

2.When Something is not Certain.

Example :

  • If there is sufficient data to support the efficiency of the new system…
    (Should it be: If there was sufficient data to support the efficiency of the new system…)

  • If the project is successful…
    (should it be: If the project was successful)

Thanks for helping.

2 Answers

If the matter is in progress you need the present tense or the conditional tense as you have illustrated. (Data is plural so: "If there are sufficient data ...".) When I've taken minutes in the past, I've listed such matters as "open" in the minutes. When they are resolved they have been listed as "closed".

Answered by Brenda on September 17, 2020

There are many different formats for taking minutes. Some people follow certain formats/ templates, while others do not. If an item or more are ongoing, it is summarized say, like “Finalization of annual fee” and is marked “ongoing/ open”. Ideally the agenda and the discussions (only if pertinent) could be summarized and marked “pending, ongoing, to discuss further”, if they are not closed issues.

http://www.projectemplates.com/minutes-of-meeting-template-word/

Answered by Ram Pillai on September 17, 2020

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