Project meeting minutes: template and example to copy

Q: What do on track, at risk and late mean?

On track: the committed date will be met. At risk: it can still be met, but something could delay it. Late: it won't be met, and the milestone needs a new date.

The Loro team Updated October 27, 2026 7 min read

Project meeting minutes: template and example to copy

In short

Project meeting minutes say where each deliverable or milestone stands (on track, at risk or late), which risks are open and who owns them, what changed and who approved it, and who does what by when. Copy the template below into Word or Google Docs and fill it in when the meeting ends. If the meeting is a video call, Loro takes the notes without a bot and, when you hang up, gives you the topics and each person's next steps.

What goes in project meeting minutes

In a project status meeting, the team goes through the project one milestone at a time, sometimes with the client or a vendor on the call. So the minutes are organized by milestone and record what changed since the last meeting.

Project, date and who was there, with each person's role: team, client, vendor.
Action items from last time: each one, done or not.
Status of each deliverable or milestone: the committed date and whether it's on track, at risk or late, with the reason.
Risks and issues, each with an owner. A risk might happen; an issue already has.
Changes to scope, budget or dates: what changed, what it costs in money or days, and who approved it.
Decisions.
Action items, each with an owner and a date.
Next milestones and the next meeting.

Template to copy

PROJECT MEETING MINUTES

Project: 
Date:                  Time:                 Place or link: 
Led by:                                      Minutes by: 
Attendees (name and role): 
Absent:                                      Fills them in: 

1. ACTION ITEMS FROM LAST MEETING
- Item:                          Owner:                Done? 
- Item:                          Owner:                Done? 

2. MILESTONE STATUS
   (done, on track, at risk or late)
- Milestone: 
  Committed date:                Status: 
  Why: 
- Milestone: 
  Committed date:                Status: 
  Why: 

3. RISKS AND ISSUES
- Risk or issue: 
  Owner:                         What we're doing: 

4. CHANGES TO SCOPE, BUDGET OR DATES
- Change: 
  Impact (money or days): 
  Approved by (who and when): 

5. DECISIONS
- 
- 

6. ACTION ITEMS
- What:                          Who:                  By: 
- What:                          Who:                  By: 

7. NEXT MILESTONES
- Milestone:                     Date: 
- Milestone:                     Date: 

NEXT MEETING:

A full example

PROJECT MEETING MINUTES

Project: New inventory system · Páramo Bookstores
Date: Tuesday, October 13, 2026     Time: 4:00 pm     Place or link: Zoom
Led by: Natalia Ríos (project manager)       Minutes by: Paula Méndez
Attendees: Natalia Ríos, Andrés Gil (IT), Paula Méndez (purchasing),
Jorge Pinto (software vendor)
Absent: Ricardo Salas (general manager)      Fills them in: Natalia

1. ACTION ITEMS FROM LAST MEETING
- Item: cashier list from each store    Owner: Paula    Done? Yes, 20 people
- Item: returns module                  Owner: Jorge    Done? Yes, on October 9

2. MILESTONE STATUS
- Milestone: catalog in the system (12,400 books)
  Committed date: October 9         Status: done
- Milestone: training for the 20 cashiers
  Committed date: October 24        Status: at risk
  Why: there's no free room to train everyone.
- Milestone: pilot at the downtown store
  Committed date: November 2        Status: late
  Why: the returns module arrived a week late. New date: November 9.
- Milestone: launch in all 5 stores
  Committed date: November 16       Status: late
  Why: it depends on the pilot. New date: November 23.

3. RISKS AND ISSUES
- Risk: two stores have old barcode scanners that may not work with
  the new system.
  Owner: Andrés     What we're doing: testing one on Tuesday the 20th.
- Issue: the returns module arrived a week late.
  Owner: Jorge      What we're doing: it's delivered; the dates moved.

4. CHANGES TO SCOPE, BUDGET OR DATES
- Change: the pilot moves to November 9 and the launch to November 23.
  Impact: one more week; the budget stays the same.
  Approved by: Ricardo Salas, by email, on October 12.
- Change: add a report of books with no sales in 90 days.
  Impact: USD 600 and 3 days of the vendor's work.
  Approved by: pending. Ricardo decides on Friday the 16th.

5. DECISIONS
- Training happens at the downtown store on Saturday the 24th, in two
  groups: 9:00 am and 2:00 pm.
- The no-sales report stays out of the launch. If it's approved, it
  comes after.

6. ACTION ITEMS
- What: update the schedule with the new dates
  Who: Natalia      By: Wednesday the 14th
- What: send Ricardo the quote for the report
  Who: Jorge        By: Wednesday the 14th
- What: tell the cashiers their training times
  Who: Paula        By: Friday the 16th
- What: test an old scanner with the system
  Who: Andrés       By: Tuesday the 20th

7. NEXT MILESTONES
- Milestone: cashier training             Date: Saturday, October 24
- Milestone: pilot at the downtown store  Date: Monday, November 9
- Milestone: launch in all 5 stores       Date: Monday, November 23

NEXT MEETING: Tuesday, October 20, 4:00 pm, on Zoom

Tips for minutes that get used

Use the same statuses every time: done, on track, at risk or late. Many teams mark the last three green, yellow and red so they stand out at a glance.
Every "at risk" or "late" gets a reason. "Late" alone doesn't tell anyone what to do; "late because the returns module arrived a week late" does.
Don't erase the committed date. When a date moves, write the new one next to the original. If you overwrite it, the project looks like it was always on time.
No change without "Approved by". Write who approved each change to scope, budget or dates, and when. If nobody has yet, write "pending" and who decides. When someone asks months later why the launch moved, the answer is in the minutes.
Send them the same day, including to whoever approves changes and anyone who missed the meeting.

How to get them written with Loro

Download Loro for free for Windows or Mac.
In the project's video call (Meet, Zoom, Teams, Slack or WhatsApp), click Take notes when Loro asks. It doesn't add a bot, so tell people at the start that you're taking notes, especially if the client or a vendor is on the call.
When you hang up, Loro writes the note: the topics and the next steps with each person's name. You add yours to your To-do with one click.
To get them in this format, type in the note's question bar "write the project minutes with each milestone's status, the risks, the changes and who approved them, the decisions and the action items", and copy them into your document.

If the meeting was in person, dictate the minutes afterwards: open the document, hold Ctrl + Win (fn on a Mac) and go milestone by milestone. For example, you say: "um, cashier training is at risk because, uh, there's no free room". Loro types: "Cashier training is at risk because there's no free room."

Try Loro for free

Dictate in any app and get notes from your meetings, with no bot. For Windows and Mac, no card needed.

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Frequently asked questions

How are project minutes different from team meeting minutes?

Team meeting minutes go person by person: what each one is working on and what's blocking them. Project minutes go milestone by milestone, with committed dates, risks and approved changes, and the client or a vendor is often in the meeting.

What is a project status meeting?

A regular meeting where the project team reviews progress, risks and changes, and hands out the next action items. Some teams call it a check-in, a progress meeting or a coordination meeting. This template works for any of them.

What do on track, at risk and late mean?

On track: the committed date will be met. At risk: it can still be met, but something could delay it. Late: it won't be met, and the milestone needs a new date.

Who approves changes to a project?

It depends on the project: usually whoever pays for it or sponsors it, like the client or management. In the minutes, write who approved each change and when, or "pending" if nobody has yet.

How often should project meetings happen?

It depends on the project's pace. Many teams meet weekly or every two weeks, same day and time, and start each meeting by reviewing the last one's action items.

Keep reading

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