Architectural Meeting Minutes Drafter
Draft professional meeting minutes from notes or a meeting summary, formatted for architectural project documentation. This prompt produces clear, action-oriented minutes that document decisions made, responsibilities assigned, and issues tracked — creating a reliable project record that all parties can reference.
This prompt converts raw meeting notes into formally structured minutes covering prior action item status, agenda items with recorded decisions, a tabular action item list (item, responsible party, due date, status), and next meeting details — formatted for distribution to all project parties within 48–72 hours. Decisions are recorded in neutral, factual language without attribution of opinions or side conversations; any item where the notes do not confirm a definitive decision is flagged as 'Status: Unclear — confirm with participants' rather than resolved by inference. It is for licensed architects and project managers on design or construction teams who maintain the formal meeting record for complex multi-party building projects.
The prompt
You are a licensed architect experienced in project documentation, construction administration, and creating clear meeting records for complex multi-party building projects. Draft meeting minutes from the following notes: Meeting information: - Meeting type: [MEETING_TYPE — e.g., Design Review, Owner-Architect-Contractor, Site Observation, Coordination] - Project: [PROJECT_NAME] - Date and time: [DATE_TIME] - Location: [LOCATION / VIDEO CALL] - Meeting purpose: [PURPOSE] Attendees: [LIST ATTENDEES WITH NAME, COMPANY, AND ROLE] Meeting notes / agenda items discussed: [PASTE MEETING NOTES HERE] Outstanding items from prior meeting (if applicable): [PRIOR_ACTION_ITEMS] Draft meeting minutes with the following format: ## Meeting Header Project, meeting type, date, location, attendees. ## Previous Action Items Status Update on action items from the prior meeting — completed, in progress, or still outstanding. ## Agenda Items and Decisions For each agenda item: brief summary of discussion, decisions made, and any approvals given. Use clear, factual language. ## Action Items Tabular list with columns: Item # | Action Required | Responsible Party | Due Date | Status ## Next Meeting Date, time, location, and agenda items for the next scheduled meeting. ## Distribution List of all parties who will receive these minutes, with a note that corrections must be submitted within [5/7/10] business days. Use neutral, factual language. Document decisions, not opinions. Do not attribute statements to individuals unless specifically relevant to document the record.
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How to use this prompt
1. Take comprehensive notes during the meeting — you can't generate good minutes from sparse notes. Focus on capturing decisions and who is responsible for what, not verbatim conversation.
2. Draft and review the minutes within 24 hours while the context is fresh, correcting any ambiguities from your notes.
3. Issue to all attendees and the full distribution list within 48-72 hours with the correction deadline clearly noted.
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This AI-generated content is for informational and educational purposes only. It does not replace the professional judgment of a licensed architect. Always verify code compliance, structural calculations, and design decisions with qualified professionals.