Meetings happen regularly in the business world, and minutes are the official documents used to record the actions taken and decisions made. Since minutes become official documents in the eyes of the company, any changes that need to be made to the minutes require an addendum. When you create an addendum you must know when and how to present it to the meeting committee and add it to the official minutes, so that you are not making these changes of your own accord.
Prepare copies of the official minutes from the last meeting, so that everyone who attended the meeting can review them.
Pass out the minutes at the next meeting. It is customary for the chairperson of the meeting to start things off by reviewing the minutes from the previous meeting. All of the attendees must read through the minutes and approve of them before they move on. If anyone has something to add, change or correct, then this is the appropriate time to say so.
Write down the changes to the minutes. You can write the changes directly onto your copy of the minutes, or take down the notes on a separate piece of paper.
Allow meeting members to all agree on the proposed changes to the minutes, which will be exhibited in the addendum. If everyone is in agreement, then you can move forward with creating the addendum to the minutes.
Create the addendum after the meeting is adjourned. It is best to make the addendum right after the meeting, so that the information is still fresh in your mind. Use the minutes template to write in the addendum information.
Circulate the official minutes with the attached addendum behind them to the meeting group members. You might not want to wait until the next meeting to do this, in case it is far in the future. Rather, forward an electronic copy of the minutes and the addendum via email to the group, and let members know that their feedback or approval is welcome. If everyone in the group approves of the minutes with addendum, then this becomes your new working document.
Bring the minutes and addendum to your next meeting to obtain your chairperson's signature. The minutes only become official once the chairperson signs off on them.
