#31 Negotiating Prices at a Flea Market｜English Shopping Phrases
Izumi English Morning
#62 Sharing Meeting Minutes｜English Business Phrases
Izumi
Sharing meeting minutes after a meeting is essential for aligning the entire team and ensuring that the project moves in the right direction.
How you share and structure the meeting minutes plays a key role in maintaining transparency in the workplace. When sharing minutes in English, it is important to summarize the key points concisely, clearly communicate items that require confirmation, and share the next steps.
In this article, I introduce natural English expressions you can use when sending meeting minutes to colleagues or supervisors, along with grammar tips to help your communication go smoothly.
Contents
Dialogue
Hi everyone, I’ve finished the meeting minutes from this morning. Would you like me to share them now?
Yes, please. Could you also highlight the action items so we can review them quickly?
Sure. I included the decisions we made and the tasks assigned to each team member.
That helps a lot. Could you send the file to the project channel when you’re ready?
Of course. I’ll upload it in a moment and let everyone know.
1. Informing Others That the Minutes Are Ready
When sharing meeting minutes, start by briefly stating that the document is complete.
- I’ve finished the meeting minutes.
The key point here is the use of the present perfect tense (have finished).
It indicates that the task has been completed and that the result is relevant to the present—naturally implying “I’m ready to share them.”
2. Confirming When to Share the Document
Even if the minutes are ready, it may not always be the right time to send them. The team may still be in another meeting or focusing on other tasks.
A useful expression in such cases is:
- Would you like me to share them now?
“Would you like me to ～?” is a polite phrase used to confirm the other person’s preference. It sounds more considerate than directly saying “I’ll send them now.”
3. Clearly Stating the Decisions and Tasks
Meeting minutes typically include three important elements:
- Decisions made during the meeting
- Tasks assigned to each member
- Action items or next steps
Therefore, when sharing minutes, it is helpful to clarify what has been included.
- I included the decisions we made.
- and the tasks assigned to each team member.
“assigned to” is a common business expression meaning “allocated to.”
Related vocabulary:
- action items
- follow-up tasks
- responsibilities
- deliverables
These terms frequently appear in business meetings and are useful to remember.
4. Confirming Where and How to Share the File
The method of sharing meeting minutes varies depending on the organization.
Since tools such as Slack, Teams, and Google Workspace are used differently by each company, it is important to confirm where the file should be posted.
- Could you send the file to the project channel?
Using “Could you ～?” makes the request softer and more polite.
Other variations include:
- Could you upload it to the shared folder?
- Can you post it in the group chat?
A common closing expression is:
- I’ll upload it in a moment and let everyone know.
“let everyone know” is a useful phrase indicating that you will notify the team after uploading.
Summary
- I’ve finished the meeting minutes.
→ Use the present perfect tense to indicate that the minutes are ready. - Would you like me to share them now?
→ A polite way to confirm the appropriate timing. - I included the decisions and assigned tasks.
→ Clearly communicates the key contents of the minutes. - I’ll upload it and let everyone know.
→ Shows responsibility by both sharing and notifying the team.
