The meeting notes prompts below turn a transcript or rough notes into the things people actually use after a meeting: decisions, action items with owners, a follow-up email, tickets and a short summary for people who weren't there. There are also prompts for the work before a meeting and for recurring formats like 1:1s, standups and retros.
How to use these prompts
Every prompt works in ChatGPT, Claude or Gemini. Replace the blanks in double braces, or keep the default after the colon: {{meeting:weekly product sync}} means "weekly product sync" unless you change it.
Paste the transcript or notes at the top of the prompt and the instructions after it. Anthropic's prompting best practices recommend placing long documents near the top, above your query and instructions, and asking the model to quote relevant parts before it does the task. Several prompts below ask for quotes for exactly this reason: a quoted decision is easy to check.
If your meeting tool already writes notes, these prompts still help. Google Meet's Take notes for me saves notes to a Google Doc in the organizer's Drive, and its help page warns that the meeting summary "can be incomplete, inaccurate, or not generated." Paste that output into prompt 4 to check it, or into the follow-up prompts to reshape it.
Never let the model fill in owners or dates. Each prompt says so, and you should keep that line when you edit them.
Which prompts help before the meeting?
1. Build an agenda with outcomes
For any meeting longer than 15 minutes. Each item gets an outcome, so the meeting knows when it is done.
Help me plan a {{length:45}}-minute {{meeting:weekly product sync}}.
Attendees and roles: {{attendees}}
Topics people want to cover: {{topics}}
Decision we must leave with: {{decision:none in particular}}
Write an agenda with, for each item: the topic, the outcome (decide,
inform or discuss), the owner, and minutes. Put decisions first. If the
topics don't fit the time, say what to cut or move to async. Add one line
people should read or prepare before the meeting.
2. Decide if it should be a meeting
Run it before you book a recurring meeting or a large group call.
I'm planning a meeting: {{description}}.
Attendees: {{attendees}}. Goal: {{goal}}.
Tell me honestly whether this needs a live meeting or could be an email,
a doc with comments or a short async update. If it needs a meeting, who
could skip it and just get the notes, and how short could it be? If it
doesn't, draft the async message I should send instead.
Which prompts turn transcripts into notes?
3. Transcript to structured notes
The core prompt. Use it on a raw transcript or messy notes, then share the result.
Below is the transcript of a {{meeting:weekly product sync}} held on
{{date}}.
<transcript>
{{transcript}}
</transcript>
Write meeting notes in this structure:
1. Summary: three sentences on what the meeting was about and its outcome.
2. Decisions: one line each, followed by the quote where it was decided.
3. Action items: a table with task, owner, due date. Use "not set" when
the owner or date wasn't stated. Don't guess.
4. Open questions: anything raised but not resolved.
5. Parking lot: topics deferred to another meeting.
Leave out small talk. Use names exactly as they appear in the transcript.
4. Check notes against the transcript
For AI notes from any tool, or notes a colleague wrote. It follows Anthropic's advice on reducing hallucinations: every claim needs a supporting quote, or it goes.
Here are meeting notes and the transcript they were written from.
<notes>
{{notes}}
</notes>
<transcript>
{{transcript}}
</transcript>
For each decision and action item in the notes, find the line in the
transcript that supports it. Mark each as supported, partly supported
(explain what differs) or unsupported. Then list any decision or
commitment in the transcript that the notes missed. Don't rewrite the
notes yet.
5. Long meeting with several topics
For a workshop, planning session or all-hands where one summary isn't enough.
This transcript covers several topics. First list the topics discussed,
with the approximate point in the transcript where each starts.
Then, for each topic, give: the main points (three bullets at most),
decisions, action items with owner and due date ("not set" if missing),
and disagreements that weren't resolved, naming who held which view.
{{transcript}}
Which prompts write the follow-ups?
6. Follow-up email to attendees
Send it the same day. It turns notes into something people read.
Write a follow-up email to the attendees of {{meeting:weekly product sync}}
based on these notes.
{{notes}}
Start with the main decision in one sentence. Then list action items as
"Owner: task, by date". End with open questions and the date of the next
meeting if it was set. Under 200 words. Don't add anything that isn't in
the notes.
7. Summary for people who missed it
For a stakeholder or teammate who needs the outcome, not the discussion.
{{reader:My manager}} missed this meeting and cares most about
{{interest:timeline and budget}}.
Notes:
{{notes}}
Write a summary under 120 words for them: what was decided, what changed
since last time, anything they need to do or approve, and risks they
should know about. Skip discussion that didn't lead anywhere.
8. Action items to tickets
For engineering or project work. It turns "we should look into" into tasks someone can pick up.
Turn the action items in these notes into tickets for
{{tool:Linear}}.
{{notes}}
For each ticket give: a title starting with a verb, a description with
the context from the meeting, acceptance criteria as a short checklist,
the owner and due date as stated ("not set" if missing), and links or
names mentioned. Flag any action item that is too vague to become a
ticket and suggest the question to ask.
Which prompts fit recurring meetings?
9. One-on-one notes
For managers and reports. It keeps commitments from both sides visible.
Turn my notes from a 1:1 with {{person:a direct report}} into a short
record.
{{notes}}
Sections: how they're doing (in their words where possible), topics
discussed, what I committed to, what they committed to, and things to
follow up next time. Keep it factual and kind. Don't add judgments or
performance language that isn't in my notes.
10. Standup summary
For a team channel or for a lead who reads standups async.
Summarize these standup updates from {{team:the platform team}}.
{{updates}}
Give: blockers first (who is blocked and on what), then items that need
a decision or help from someone outside the team, then a one-line status
per person. Under 150 words. Don't repeat routine progress unless it
changes a plan.
11. Retro notes to actions
For sprint or project retrospectives, where many comments need to become a few changes.
Here are the raw notes from our {{retro:sprint retrospective}}.
{{notes}}
Group the comments into themes and count how many comments fall in each.
For the top three themes, write one specific, small action we could try
next {{period:sprint}}, with a suggested owner from the people named.
Keep the team's wording for the themes. Don't soften criticism.
12. Customer or client call notes
For calls with clients, users or partners, where requests and promises matter most.
Turn this transcript of a call with {{customer:a client}} into notes.
{{transcript}}
Sections: who attended, their goals and problems in their own words
(quote them), requests they made, anything we promised and by when,
risks or concerns they raised, and next steps. Mark any promise that
didn't have a date.
13. Roll up a recurring meeting
For a monthly look across weekly notes. It shows what keeps coming back.
Below are notes from the last {{count:4}} {{meeting:weekly product syncs}},
oldest first.
{{notes}}
Tell me: decisions made over the period, action items that were
assigned but never reported as done, topics that came up in more than
one meeting without being resolved, and how the main project status
changed. End with three topics to put on the next agenda.
How do you get better meeting notes from AI?
Give it the best source you have. A transcript beats rough notes, and rough notes beat memory. If you only have notes, say so in the prompt, so the model doesn't treat gaps as facts.
Fix the format once. Pick one structure, such as summary, decisions, action items and open questions, and use it for every meeting. People learn where to look, and you can compare notes over time.
Make missing information visible. "Owner: not set" is useful; a guessed owner causes confusion. Keep the "don't guess" line in every prompt.
Check before sharing. Skim the decisions and action items against the transcript, or run prompt 4. It takes a minute and catches the errors that matter.
Make your favorite one a skill
If you write notes after every meeting, turn your favorite prompt into a skill so Claude, Claude Code or Codex uses your structure every time. Paste it into the free SKILL.md generator. For written updates to a wider audience, see the internal comms skill, and for the follow-up email itself, the email writing prompts. Product teams can pair these with the product manager prompts.
Kipt keeps prompts like these as Markdown in a private GitHub repo you own. Save the transcript prompt with its blanks, tag it "meetings", and press ⌘K to pull it up right after a call.