Southwark Education, Learning and Achievement logo Southwark Education, Learning and Achievement
Sign in

Sign in to Southwark Education, Learning and Achievement or Complete a task any time of day with your dedicated, personalised account Create account

Independent Clerk Support and minute writing guide

We are launching a free lunchtime online session briefing for Independent clerks from September. The session will include a briefing from the Governor Services manager. This will be also be a space to network with your colleagues, offer mutual support and share best practice.

Dates for the 2026 are as follows

21st of January 2026 - 12-1pm – Click here to register

13th of May 2026 - 12-1pm - Click here to register

Resources 

The NAGA Clerking Handbook is a practical guide designed for governing board clerks and governance professionals in both maintained schools and academies. This comprehensive resource is produced by the National Association for Governance Advisory Services (NAGAS) and is officially recommended by the Department for Education.

NAGAS-Clerking-Handbook-2024.pdf

Minute Writing guide 

The NAGA Clerking Handbook 2024 offers step-by-step advice on meeting preparation, record-keeping, policy compliance, and effective communication with governing boards. It also offers excellent gudance on how to write minutes along with minute templates. 

NAGAS-Clerking-Handbook-2024.pdf

How to Write Accurate Minutes

Accurate minutes are a legal record of governing board decisions and discussions. Here are the key principles:

  1. Be Objective and Concise

    • Record decisions, actions, and key points—not verbatim conversations.
    • Avoid personal opinions or unnecessary detail.

  2. Include Essential Information

    • Date, time, and location of the meeting.
    • Names of attendees and apologies.
    • Agenda items in order.
    • Decisions made/policies approved
    • Actions agreed  - including who is responsible and deadlines.
    • Any votes taken and outcomes.

  3. Use Clear, Neutral Language

    • Write in the third person and past tense.
    • Avoid jargon or ambiguous phrasing.

  4. Check for Accuracy Before Circulation

    • Review against the agenda and notes.
    • Share draft minutes promptly for approval.

  5. Maintain Confidentiality

    • Exclude sensitive personal details unless legally required.
    • Mark confidential items appropriately.