Before you send this: replace the [square brackets], delete any section with nothing in it, then delete this line. If anything was decided, send it the same day. Keep your own notes (how the meeting went, anything you're worried about) somewhere else, not in this file.

Subject: [Project name] — notes from our meeting on [day date]

Hi [first name],

Thanks for your time today. Here's what we agreed, so we're both working from the same list.

Meeting: [day date, time], [in person / video / phone]
Who was there: [names]
Final say: [name] [if they weren't there: waiting on their OK]
We met to: [one line]

1. WHAT WE DECIDED
- [Item]: [what we decided]. Agreed by [name]. [Final OK / Changes for the next version]. Round [number] of [number].
- [Item]: [what we decided]. Agreed by [name]. [Final OK / Changes for the next version]. Round [number] of [number].

2. WHAT WE NEED FROM YOU
- [What we need] — by [day date]. If it's late: [what moves]
- [What we need] — by [day date]. If it's late: [what moves]

3. WHAT WE'LL DO
- [What we'll do] — by [day date]
- [What we'll do] — by [day date]
- [What we'll do] — by [day date]

4. CHANGES TO THE SCOPE OR DATES
- [Change]: part of the agreed scope? [Yes / No / Not sure yet]. Next: [what happens next]
Nothing here changes the signed scope until we've both confirmed it in writing.

5. STILL TO DECIDE
- [What's still open] — [name] decides by [day date]. If it's left too late: [what moves]

6. NEXT MEETING
[Day date, time], by [phone / video / in person]. To cover: [topic]

If anything here is wrong or missing, please reply by [day]. If I don't hear back, I'll work from these notes.

Thanks,
[Your name]
[Business name]