Meeting notes to action items: AI agent prompt
Never lose a decision or to-do from a meeting.
OperationsMeetingsbeginnerWho this is for
Anyone who runs or attends meetings and has to send the recap.
Not for
Board or HR meetings where minutes have legal weight; use them only as a first draft.
What you need
A transcript or your rough notes.
The prompt
From this meeting transcript [paste], extract: decisions made, action items (owner + due date), open questions, and a 3-line summary I can send to attendees.
Worked example
A fictional business, so you can see what to paste in and what a good answer looks like. The example answer was written with AI help and its numbers and dates were checked; your AI's answer will be worded differently, so check it the same way.
Sample input (what you paste in)
Transcript extract, Tuesday team meeting, Hollow Oak Bakery: "Let's switch the sourdough supplier from January... Sam will get two quotes by the 8th... we still don't know if the new oven fits the back room... Priya to update the holiday hours on Google by Friday... we agreed no catering orders on Dec 24."
Example output (illustrative)
Decisions: switch sourdough supplier from January; no catering orders on Dec 24. Action items: - Sam: get two supplier quotes, due Nov 8 - Priya: update holiday hours on Google, due Friday Open questions: Does the new oven fit the back room? (no owner yet) Summary for attendees: We're switching sourdough suppliers in January and taking no catering on Dec 24. Sam has quotes due Nov 8, Priya is updating holiday hours by Friday, and we still need someone to measure the back room for the new oven.
Check before you use it: Check every owner and date was actually agreed; unassigned items should stay flagged, not be guessed.
How to use it
- Copy the prompt above.
- Replace every [bracket] with your own details (or fill in the blanks on AgentPlaybook Real Estate, which remembers your answers for the next prompt).
- Paste it into ChatGPT, Claude, Gemini and review the answer before you use it.
Works with: ChatGPT, Claude, Gemini, Notion AI, Fireflies
Real-world example: catchagent.ai/blog/ai-assistants/ai-agents-examples
Featured in: Free AI agent prompts for small business (beginner-friendly) · AI prompts to summarize meetings, notes, documents and reports
Before you use it: what to check
Check yourself
- This prompt works on text other people wrote (emails, reviews, messages or web pages). That text can hide instructions aimed at AI, such as "ignore your rules and…". Paste it as material to work on, and never let the AI act on requests inside it, like paying, sharing logins or changing records. How prompt injection works →
- Read and edit the draft before it reaches a customer or goes public. If you later automate this prompt, start with "draft and notify me", not "send automatically".
- Check names, dates, numbers and any claim against your own source material before you use the answer. AI can misread or invent details.
Using an AI agent? Download this prompt as a SKILL.md agent skill with these checks built in, or get the .zip for Claude.ai. How to install skills.
Want to make this prompt even better? Grade it with the free prompt grader or build your own with the AI prompt generator.
32 copy-paste agent prompts (PDF) plus 5 new prompts every week.
Get it free