Union meeting minutes: template and example to copy

The Loro team Updated October 15, 2026 7 min read

In short

Union meeting minutes record whether it was a regular or special meeting, how many members attended and whether there was a quorum, the approval of the last minutes, officer and committee reports, motions with their vote counts, and what was decided. They work for general membership meetings and executive board meetings. Copy the template below into Word or Google Docs and adjust it to your union's constitution and bylaws, which set the quorum, who signs and how the minutes are approved. If the board meets by video call, Loro takes the notes without a bot; if the meeting is in person, you can dictate the minutes afterwards with Ctrl + Win (fn on a Mac).

What goes in union meeting minutes

Your union's constitution and bylaws say how many members make a quorum, who signs the minutes and how they're approved. Within that, union minutes usually have these parts:

Type of meeting: general membership or executive board, regular or special. For a special meeting, the reason it was called.
Date, time, place, who presided and who took the minutes, usually the recording secretary.
Attendance and quorum: how many members came, out of how many, and whether there was a quorum under the bylaws. The sign-in sheet gets attached.
Agenda, read and approved at the start.
Reading and approval of the last minutes.
Reports: from the officers (president, treasurer) and from committees, like bargaining or grievances.
Business discussed, like contract negotiations or a grievance.
Motions and votes: the wording of each motion, who moved it, who seconded it, and how many voted for, against and abstained.
Decisions.
Action items, each with an owner and a date.
Good and welfare, if your union holds it: time for members to raise concerns or share news.
Next meeting and the signatures your bylaws require.

Template to copy

UNION MEETING MINUTES

Union: 
Meeting:  [ ] General membership   [ ] Executive board
Type:     [ ] Regular              [ ] Special      Reason: 
Date:                  Time:                 Place or link: 
Presiding: 
Minutes by: 

1. ATTENDANCE AND QUORUM
Members (or board members):                  Present: 
Quorum under the bylaws? 
Sign-in sheet: attached

2. AGENDA
1. 
2. 
3. 

3. LAST MINUTES
Minutes of:                      Approved?             Corrections: 

4. REPORTS
- President: 
- Treasurer
  Opening balance:               Income: 
  Expenses:                      Closing balance: 
- Committees: 

5. BUSINESS DISCUSSED
- 
- 

6. MOTIONS AND VOTES
- Motion: 
  Moved by:                      Seconded by: 
  For:            Against:          Abstained:           Result: 

7. DECISIONS
- 
- 

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

GOOD AND WELFARE (if your union holds it)
- 

NEXT MEETING: 

SIGNATURES (as your bylaws require)
________________________          ________________________
Presiding                          Recording secretary

A full example

UNION MEETING MINUTES

Union: Aurora Textile Workers Union
Meeting: general membership, regular
Date: Friday, October 9, 2026     Time: 6:30 pm     Place: union hall
Presiding: Rocío Valdivia (president)
Minutes by: Tomás Aguirre (recording secretary)

1. ATTENDANCE AND QUORUM
Members: 212     Present: 131
Quorum under the bylaws: yes. Sign-in sheet attached.

2. AGENDA
1. Last minutes
2. Reports
3. Contract negotiations
4. Night shifts
5. Good and welfare
Approved as presented.

3. LAST MINUTES
The minutes of September 11 were read and approved as read.

4. REPORTS
- President: the company answered our proposal. It offers a 4% raise
  starting in January; we asked for 9%. The next bargaining session is
  Tuesday, October 20.
- Treasurer (Héctor Luna), September:
  Opening balance       USD 12,480
  Dues collected        USD  3,960   (198 of 212 members)
  Expenses              USD  1,150   (legal counsel 900, hall rental 250)
  Closing balance       USD 15,290
- Grievance committee: 3 new cases. Grievance 14: shift change with no
  notice. Grievances 15 and 16: pay deductions nobody explained. Each
  member's details are in the committee's file.

5. BUSINESS DISCUSSED
- Contract negotiations: the company's offer was discussed. Several
  members asked not to go below 7%.
- Night shifts: night-shift members say shift changes come with less
  than 24 hours' notice.

6. MOTIONS AND VOTES
- Motion 1: reject the 4% offer and counter with 7%.
  Moved by: Julio Paredes          Seconded by: Ana Cárdenas
  For: 104    Against: 19     Abstained: 8      Result: carried
- Motion 2: form a 3-member committee to review night shifts.
  Moved by: Carla Núñez            Seconded by: Marcos Soto
  For: 120    Against: 3      Abstained: 8      Result: carried

7. DECISIONS
- The 4% offer is rejected. A 7% counterproposal goes to the company on
  Tuesday the 20th.
- The night-shift committee is Carla Núñez, Marcos Soto and Elvira Ramos.
- The grievance committee takes grievances 14, 15 and 16 to HR.

8. ACTION ITEMS
- What: draft the counterproposal
  Who: Rocío Valdivia                    By: Monday the 19th
- What: report the decisions on each shift
  Who: the stewards on each shift        By: Tuesday the 13th
- What: first meeting of the night-shift committee
  Who: Carla Núñez                       By: Thursday the 15th
- What: meet with HR on grievances 14, 15 and 16
  Who: grievance committee               By: Friday the 16th

GOOD AND WELFARE
- A member thanked the volunteers who ran the September food drive.

NEXT MEETING: special membership meeting, Friday, October 23, 6:30 pm,
for a bargaining update.

SIGNATURES
________________________          ________________________
Rocío Valdivia, president          Tomás Aguirre, recording secretary

Tips for minutes that get used

Votes in numbers. "The majority approved" doesn't help anyone later; "104 for, 19 against, 8 abstained" does. Check that the total matches the number present.
Grievances without names. The minutes get a case number and the topic; the member's details stay in the grievance committee's file. A lot of people read the minutes.
Write the motion exactly as voted. Read it out loud before the vote and copy those same words.
Keep what the company said apart from what the union decided. "The company offers 4%" is a report; "the membership voted to counter with 7%" is a decision.
Pass the sign-in sheet at the door. You'll know right away whether there's a quorum, and the sheet gets attached to the minutes.

How Loro helps

Video call meetings: in Zoom, Meet, Teams or WhatsApp, click Take notes when Loro asks. It doesn't add a bot, so tell everyone at the start that you're taking notes; the audio isn't stored. When you hang up you get the topics and each person's next steps, and in the note's question bar you can ask for "the minutes with attendance, reports, motions with their votes, decisions and action items".
In-person meetings: afterwards, open the minutes, hold Ctrl + Win (fn on a Mac) and say what happened, item by item. For example, you say: "uh, Carla Núñez moved the night-shift committee motion, um, and it carried". Loro types: "Carla Núñez moved the night-shift committee motion, and it carried."
Messages to members: dictate the meeting summary on WhatsApp or in your email with the same keys. Loro pastes the text and never sends anything: you decide when it goes out.

Try Loro for free

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Frequently asked questions

What's the difference between a regular and a special union meeting?

A regular meeting happens on the schedule your bylaws set. A special meeting is called for a specific reason, like a bargaining update, and deals with that reason. Your bylaws say who can call one and how much notice members get.

How many members make a quorum?

Your constitution and bylaws set it, and the number may be different for membership meetings and executive board meetings. Write down how many members there are and how many came, so anyone can check.

Who signs union meeting minutes?

Whoever your bylaws say. Usually it's the presiding officer and the recording secretary. If the minutes have to be filed with an agency or used in a legal process, check with your union's legal counsel about the signatures and format they need.

How do I record a grievance without exposing the member?

With a case number, the topic and where it stands: "Grievance 14: shift change with no notice. Taken to HR." The member's details stay in the grievance committee's file.

Can I take union meeting notes with Loro?

If the meeting is a video call, Loro takes notes without a bot. Tell everyone at the start; the audio isn't stored. If the meeting is in person, dictate the minutes afterwards.

Keep reading

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