# Best Avoma AI Prompts for Meeting Minutes: Step-by-Step Guide > source: https://promptsio.com/avoma-ai-prompts-meeting-minutes/ > published: 2026-10-06T17:51:20+00:00 > updated: 2026-10-06T17:51:20+00:00 > topic: Business & Entrepreneurship A practical set of prompts for turning meeting transcripts and AI summaries into clear minutes, action items and follow-ups, written for Avoma-style meeting assistants or any AI chat. Meeting minutes are the part of a meeting everyone wants and nobody wants to write. The best Avoma AI prompts for meeting minutes solve that by giving an AI clear instructions about what a useful record looks like: decisions, owners, deadlines and open questions, not a vague recap of who said what. Avoma is a meeting assistant that records, transcribes and summarises conversations. Check the tool's current features and plans on its own site, because they change. The prompts below are written so you can use them in two ways: as the request or instructions you give a meeting assistant when it offers a custom summary or notes option, or as prompts you paste along with a transcript into any AI chat assistant. ## Consent and privacy come first Before any prompt matters, get permission. Tell participants that the meeting will be recorded and transcribed, and follow your organisation's policy and the laws that apply where participants are located. Some places require consent from everyone on the call. Do not paste confidential transcripts into tools your company has not approved, and remove personal details you do not need. ## How a meeting assistant works for minutes A typical meeting assistant joins a call, produces a transcript, and generates a summary with notes and action items. The weak point is context: it does not know your meeting type, your audience or your preferred format unless you say so. Prompts fix this. They also help you control length, since a board meeting and a quick stand-up need very different minutes. If a feature you want is not available in your plan, the transcript can be exported or copied into a general AI assistant. Always compare the output with the transcript for names, dates and numbers. ## The minutes prompt formula Include five elements: - **Meeting type**: stand-up, client call, project review, board meeting. - **Reader**: who will read the minutes and what they need to do with them. - **Sections**: attendees, decisions, actions, risks, open questions. - **Rules**: only use what was said, mark unclear items, no invented deadlines. - **Format and length**: bullets, table, word limit. ## Basic prompt vs improved prompt Basic: ``` Summarise this meeting. ``` Improved: ``` Turn the transcript below into meeting minutes for a [MEETING_TYPE] meeting held on [DATE]. The reader is [AUDIENCE], who missed the meeting and needs to know what changed for them. Use these sections: Attendees, Decisions Made, Action Items (as a table with owner, task, due date), Risks and Blockers, Open Questions. Use only information stated in the transcript. If an owner or date was not stated, write "Not stated" instead of guessing. Keep the whole document under [WORD_COUNT] words in plain, neutral language. Transcript: [PASTE TRANSCRIPT] ``` The "Not stated" rule is the most valuable line. It prevents tidy-looking but invented details. ## Core minutes prompts ### 1. Formal minutes ``` Write formal meeting minutes from the transcript below. Include: meeting title, date, start and end time if mentioned, attendees and absentees if mentioned, approval of previous minutes if discussed, each agenda item with a two to four sentence summary, decisions in bold, and next meeting date. Write in past tense and third person. Do not include opinions or small talk. Flag anything that sounds like a decision but was not clearly agreed with the label [CONFIRM]. [PASTE TRANSCRIPT] ``` The [CONFIRM] label gives you a short checklist to verify with attendees. ### 2. Decision log ``` Extract every decision from this transcript into a table with columns: decision, who made or approved it, reasoning given, date, and anything it depends on. Include only decisions that were clearly agreed. Put proposals that were discussed but not settled in a separate list titled "Not yet decided". Quote the exact words from the transcript that support each decision in a final column. [PASTE TRANSCRIPT] ``` Quoted evidence makes checking quick and reduces disputes. ### 3. Action items only ``` List all action items from the transcript below. For each, give: task in one sentence starting with a verb, owner, due date or "Not stated", and priority if the speaker mentioned urgency. Group by owner. Add a final section listing tasks where ownership was unclear so the organiser can assign them. Do not add tasks that nobody mentioned. [PASTE TRANSCRIPT] ``` ## Prompts for different meeting types ### 4. Daily stand-up ``` Condense this stand-up transcript into three bullets per person: done since last time, planned next, blockers. Keep each bullet under 15 words. Finish with a "Needs attention" line that lists any blocker mentioned more than once or any item that depends on another person. Skip off-topic conversation. [PASTE TRANSCRIPT] ``` ### 5. Client call ``` Create client call notes from this transcript for our internal team. Include: the client's goals in their own words, concerns raised, questions we could not answer, commitments we made (with dates), commitments the client made, and sensitive points to handle carefully. Keep a neutral tone. Mark any pricing or contract statements with [VERIFY] so a manager can check them. [PASTE TRANSCRIPT] ``` If you work in sales, you may also like our [AI sales prompts for booking meetings](https://promptsio.com/35-ai-sales-prompts-to-book-more-meetings-and-close-deals-faster/). ### 6. Project review ``` Summarise this project review as a one-page status note. Sections: Progress against plan, Schedule changes, Budget or resource issues, Risks (with likelihood and impact if stated), Decisions needed from leadership. Use a red, amber or green label only if someone in the transcript used those words or described equivalent status. Otherwise write "Status not stated". [PASTE TRANSCRIPT] ``` ## Prompts for follow-up and sharing ### 7. Follow-up email ``` Using the minutes below, draft a follow-up email to all attendees. Subject line should include the meeting name and date. Open with one sentence of thanks, then list decisions in two to four bullets, then action items with owners and dates, then the next meeting date. Close with a line inviting corrections within [NUMBER] business days. Tone: [FORMAL/FRIENDLY]. Maximum [WORD_COUNT] words. [PASTE MINUTES] ``` ### 8. Executive summary for people who did not attend ``` Write a five-sentence summary of this meeting for a senior leader who has two minutes. Sentence one: purpose. Sentence two: main outcome. Sentence three: key decision. Sentence four: biggest risk. Sentence five: what you need from the reader, if anything. Use plain language, no jargon, no names unless essential. [PASTE MINUTES] ``` ### 9. Recurring meeting tracker ``` Compare the minutes from this week and last week below. List: actions completed, actions still open (with how many meetings they have been open), new actions, and decisions that changed. Highlight any action that has been carried over more than twice and suggest a question the chair could ask about it. Last week: [PASTE] This week: [PASTE] ``` ## Quality-check prompts ### 10. Accuracy audit ``` Check the draft minutes below against the transcript. List every statement in the minutes that is not clearly supported by the transcript, every name, number or date that differs from the transcript, and anything important in the transcript that the minutes omit. Present the results as a table: issue, minutes text, transcript text, suggested correction. Draft minutes: [PASTE] Transcript: [PASTE] ``` ### 11. Neutral rewrite ``` Rewrite these minutes so they are neutral and suitable for the official record. Remove blame, emotional language and speculation. Keep all decisions and facts. Replace phrases like "X failed to" with factual wording. List what you changed at the end. [PASTE MINUTES] ``` ## A three-step workflow **Step 1: extract.** ``` From the transcript below, extract raw lists: attendees, topics discussed in order, decisions, action items, open questions. Use bullet points and quote key lines. Do not summarise yet. [PASTE TRANSCRIPT] ``` **Step 2: structure.** ``` Using only the extracted lists above, build formal minutes in the format: Title, Date, Attendees, Agenda items with summaries, Decisions, Action items table, Next steps. Mark anything unclear with [CONFIRM]. ``` **Step 3: verify and send.** ``` Draft a short follow-up email asking attendees to confirm the [CONFIRM] items and the action items with their names on them. Include a deadline of [DATE] for corrections. ``` Separating extraction from writing keeps facts and wording apart, so errors are easier to catch. ## Tips and common mistakes - **Skipping consent.** Always tell people before recording. - **No instruction about missing information.** Without a rule, AI may fill gaps. - **Treating the auto-summary as final.** Review names, dates and figures. - **One format for every meeting.** Match the template to the meeting type. - **Too long.** Long minutes are rarely read. Set a word limit. - **Sending without owner confirmation.** Action items work best when owners have seen them. For ideas on turning notes into customer-facing material, see our [CRM workflow optimisation guide](https://promptsio.com/how-to-use-ai-to-optimize-your-crm-workflow/) and the [AI prompts for workflow automation](https://promptsio.com/ai-prompts-for-workflow-automation/). ## FAQ ### Can I use these prompts directly inside Avoma? Use them wherever your plan allows custom instructions or notes templates. If it does not, paste the transcript and prompt into an AI assistant. Check Avoma's current features, since options vary by plan and release. ### Do I need everyone's permission to record? Rules vary by location and organisation. The safe practice is to announce recording and get clear agreement from all participants before you begin. ### How long should meeting minutes be? Long enough to record decisions, owners and dates, and short enough that people read them. For a one-hour meeting, a single page is often enough. ### How do I stop AI from making up action items? Add the instruction "use only what was said" and ask it to write "Not stated" for missing owners or dates. Then check against the transcript. ### Should minutes include everything that was said? No. Minutes record outcomes, not a transcript. Keep the raw transcript separately if you need it. ## Conclusion Strong meeting minutes come from specific prompts: say the meeting type, the reader, the sections and the honesty rules. Start with the improved prompt, add the follow-up email, and keep a human check on every name, date and number before you share. --- Published by Promptsio. Canonical version: https://promptsio.com/avoma-ai-prompts-meeting-minutes/