One of the most important roles of the corporate secretary is dealing with a potentially overwhelming volume of information. Much of this heavy workload is dedicated to documentation, occupying up to 82% of their time.
Corporate secretaries manage everything from meeting notes and action items to complex financial reports and regulatory updates. However, balancing accuracy in board reporting, meeting deadlines, and handling multiple tasks may be challenging, particularly for those new to the role.
Here are some practical solutions that can help simplify the report writing process, deliver clear and concise information, and ultimately, save time. In this guide, we explain how to write a secretary report and what essential information should be included.
What is a secretary’s report?
A secretary report is a concise document that provides the board of directors with essential information about the company’s operations, important discussions, decisions made since the last board meeting, and upcoming matters.
Unlike other board reports that delve into specific departments, aspects, or projects, the secretary (or secretariat report) provides a comprehensive overview of the entire organization. Directors should read it before moving on to other board committee reports.
A well-structured secretaries report typically includes:
- Meeting minutes. An official record of the previous board meeting’s decisions and actions.
- Action item updates. Progress reports on tasks assigned during the last meeting.
- Upcoming issues. A preview of matters to be discussed at the next meeting.
- Company updates. Highlights of key company events, achievements, or challenges.
Useful reading: how to write effective meeting minutes as a secretary for future reference
Preparations for writing the report
A well-written and comprehensive secretary’s report requires careful preparation.
Begin with determining the report’s objectives, since they define the content and appropriate tone. What do you aim to achieve with this report? Are you informing the board, seeking approval, or requesting action?
Moreover, effective communication begins with understanding your audience. Board members come from diverse backgrounds with different levels of expertise and interests. Take time to understand their perspectives and personal opinions, tailoring your message most effectively.
Then, to ensure the report covers the required areas, gather crucial information from the following sources:
- Previous meeting minutes and follow-ups
- Departmental updates
- Financial statements of the company’s performance
- Legal and compliance updates
Useful reading: learn more about stakeholder reporting.
How to write a report as a secretary
Let’s outline the steps involved in creating the secretary’s report.
Introduction: setting the stage
Your report serves as a roadmap for the board, so it’s important to start with the right context. Begin by noting the meeting date and highlighting any key developments or challenges that could affect the organization.
By providing this background upfront, you set the foundation for the rest of the report, helping readers understand the bigger picture before diving into the details of committee meetings.
Additionally, legal experts often stress the value of context in ensuring that information is clear and well-understood.
Main body: reporting key points and decisions
In the main part of your report, focus on capturing the heart of the discussions, emphasizing the most important points. Instead of just listing everything that was said, highlight the key outcomes — what decisions were made, what actions were agreed upon, and any valuable insights that came up.
To make the information easy to follow, organize it logically. For instance, use bullet points and subheadings to break down information, making the secretary report format clear and easy to follow.
Also, aim to use straightforward language, avoiding jargon or overly technical terms, so everyone can easily understand the report.
Conclusion: summarizing and action items
In the end, bring everything together by summarizing the main takeaways. The most important task here is to list any action items, specifying who is responsible for each task and when it needs to be completed. Additionally, if any future actions or discussions are needed, this is the place to mention them.
What should a secretary’s report contain?
Writing a detailed secretary’s report is an essential skill for any administrative individual and, in particular, for a board secretary. Understanding which information to include is critical in creating an informative record that correctly documents meeting proceedings. Let’s list the main components:
- Meeting basics. State the type of meeting (regular, special), the organization’s name, the date, time, and location.
- Attendance. Record who presided over the meeting, along with a list of attendees and any notable absences.
- Minutes approval. Indicate whether the previous meeting’s minutes were reviewed and approved.
- Financial overview. Summarize the treasurer’s report or any financial matters discussed.
- Committee updates. Include reports from committees or working groups.
- Motions and votes. Document all motions, who proposed and seconded them, and the outcome of the votes.
- Key discussions. Summarize important topics discussed, focusing on facts.
- Adjournment. Note the time the meeting ended.
- Secretary’s signature. Conclude with the secretary’s signature and the date.
The secretary report sample
Given the enormous administrative workload secretaries face, it’s a good idea to use a customizable general secretary report sample. This is an outline or template that can save time and allows you to refine the reporting process.
The following example of a secretary report provides a basic framework that a digital company secretary can adapt to fit the specific needs of any organization.
Secretary Report Template
Board of Directors Meeting
| Company: Date: Time: Location: Present: Absent: | [Company Name] April 15, 2024 10:00 AM [Location] [List of board members present] [List of board members absent] |
| 1. Call to order | The meeting was called to order at 10:05 AM by [Chair’s Name]. |
| 2. Approval of minutes | The minutes of the previous meeting held on [date] were reviewed and approved without amendment. |
| 3. Financial report | The CFO presented the monthly report, outlining revenue, expenses, and projections. The board discussed the report and approved the financial statements. |
| 4. Executive report | The CEO presented a comprehensive report on the company’s performance, including sales figures, market share, and new product development. |
| 5. Committee reports | |
| 5.1. Finance сommittee 5.2. Marketing сommittee | The finance chair reported on company finances and proposed cash flow improvements. Board approved. The marketing chair presented the campaign and budget. Board approved. |
| 6. New business | [Discussion of upcoming matters and voting] |
| 7. Adjournment | The meeting adjourned at [time]. |
Respectfully submitted,
Secretary to the Board
Mistakes and their solutions when writing a secretary report
To ensure that the secretary’s reports effectively communicate meeting outcomes, it’s crucial to avoid common errors. Let’s explore some typical mistakes and how to prevent them.
Inaccurate or invalid data
A secretary’s report must be a reliable source of information. Incorrect dates, timings, names, or decisions cause confusion, misunderstandings, reputational harm, and even legal consequences.
Solution: before you complete the report, double-check all the information. Consider using a board management software to centralize information and eliminate errors and data breach possibilities. Additionally, board management software often features sophisticated calendar management for executive assistants, facilitating report preparation.
Lack of clarity and conciseness
Reports that are overly long or difficult to understand can frustrate readers.
Solution: focus on key points and avoid unnecessary details, using simple language. Limit the report to between three and five pages in PDF format. To maintain consistency, consider using a board reporting template as a framework.
Omitting action steps
The report should not only detail the findings but also clearly define the next steps. Otherwise, follow-ups might be delayed or overlooked if tasks are not clearly defined.
Solution: prioritize comprehensive action point documentation during the meeting, including identifying roles, setting deadlines, and monitoring progress. It’s a good idea to try out the iDeals Board portal, which provides action items trailing capabilities, such as a status tracker, reminders, and notifications.
Useful reading: what is a board portal?
Key takeaways
Now, let’s quickly summarize the article’s findings:
- A well-crafted secretary’s report provides an overview of company activities, decisions, and action items.
- A typical secretary’s report includes meeting minutes, action item updates, upcoming issues, and company updates.
- Effective report writing requires careful planning, including defining objectives, understanding the audience, and gathering relevant information.
- The main body should focus on key decisions and actions, while the conclusion summarizes key points and outlines action items.
- Use board portals and other tools to streamline report creation, improve accuracy, and enhance overall efficiency.