Meeting notes to a clear recap email

Turn messy meeting notes or a transcript into decisions, action items with owners, and a shareable recap.

Change note: Initial version

Prompt

Turn the meeting notes below into a recap that attendees and absentees can act on.

Meeting: {{meeting_name}}
Date: {{date}}
Recap goes to: {{recipients}}
Tone: {{tone}}

Notes or transcript:
{{notes}}

Rules:
- Extract decisions, action items, open questions and key discussion points. Do not invent any.
- Each action item needs an owner and a due date. If either is not stated in the notes, write "owner TBC" or "due date TBC" instead of guessing.
- Separate what was decided from what was only discussed.
- Keep the recap under 250 words and skimmable.
- Do not include side conversations or personal comments.

Output format: an email with a subject line, then these sections: "Decisions", "Action items" (a table with Task, Owner, Due), "Open questions", "Next meeting". Omit any section with nothing in it.

Variables

• {{meeting_name}}Meetingtext

  Default: Website relaunch weekly sync

• {{date}}Datetext

  Default: 14 March

• {{recipients}}Recipientstext

  Default: The project team and the marketing director

• {{tone}}Toneselect

  Options: Warm and professional, Direct and concise, Friendly and casual, Formal, Confident and persuasive, Empathetic

  Default: Direct and concise

• {{notes}}Noteslong

  Default: launch date moved from 3 April to 17 April bc dev is behind on checkout. Jo to finish checkout by 5 April. we talked about homepage copy, not final. Sam will get legal to review the privacy page. budget fine for now. unclear if we need extra QA time, ask Lee. next sync same time next week.

  Paste rough notes or a transcript

Example output

Subject: Website relaunch sync, 14 March: decisions and actions

Hi all,

Decisions
- Launch moves from 3 April to 17 April because checkout development is behind.
- Budget is fine for now.

Action items
| Task | Owner | Due |
|---|---|---|
| Finish checkout build | Jo | 5 April |
| Get legal review of the privacy page | Sam | due date TBC |
| Confirm whether extra QA time is needed | Lee | due date TBC |

Open questions
- Homepage copy was discussed but is not final.

Next meeting
Same time next week.

Thanks,
[Your name]

Notes

The 'TBC' rule prevents invented owners and dates, which is the usual failure of recaps. Send it within an hour of the meeting for best results.