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Minute writing in Kenya serves as an official record-keeping process to document important discussions, decisions, and actions taken during meetings.
Typically, the secretary or a designated individual takes the responsibility of writing the minutes in Kenya.
The minutes should include the date, time, and location of the meeting, list of attendees, agenda items, key points discussed, decisions made, and any action items or follow-ups.
The minutes should be organized in a clear and chronological manner, following the agenda of the meeting. Each agenda item should be presented along with the corresponding discussions and outcomes.
The official languages of Kenya, namely English and Swahili, can both be used for minute writing. It is important to use a language that ensures accurate understanding by all readers.
While there are no specific legal requirements for minutes in Kenya, accurate and comprehensive minutes are highly recommended as they serve as an official record and may be referred to in the future if needed.
Ideally, the minutes should be circulated within a reasonable timeframe, such as a few days to a week after the meeting, to ensure the information is fresh in everyone's minds.
Yes, if any inaccuracies or omissions are identified, the minutes can be amended or corrected during subsequent meetings. It is important to maintain a reliable and accurate historical record.
Typically, the minutes are accessible to all meeting attendees and individuals directly involved in the related matters. However, the confidentiality of sensitive discussions should be respected.
As per standard practice, minutes should be retained for a considerable period, usually a minimum of seven years, to meet any future reference or compliance requirements.
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