Extract actions without filling in missing facts
A meeting summary should distinguish what was decided from what still needs confirmation. Ask the AI service to preserve missing owners and dates as unknown rather than assigning them from context.
A prompt for your notes
Turn the meeting notes below into decisions, action items and open questions.
For each action, include the task, owner, due date and supporting note.
Use null when an owner or date is not explicitly supplied.
Keep a relative date as written unless the meeting date makes it unambiguous.
Do not turn a suggestion into an approved decision.
Finish with the questions we should confirm with the team.Work through a fictional example
Notes: “Mira will draft the landing-page headline by Thursday. Leo suggested a customer quote, but nobody approved it. We need new product photos; no owner was assigned. The launch date is still undecided.”
Illustrative action list
- Draft the headline: owner Mira; deadline “Thursday,” with the calendar date to confirm.
- Arrange product photos: owner not assigned; deadline not confirmed.
Open questions
- Which calendar date does Thursday refer to?
- Who owns the photography task?
- Is a customer quote approved, and which quote may be used?
- Who decides the launch date?
The quote remains a suggestion. The undecided launch date remains an open question. That distinction protects the summary from presenting a discussion as an agreement.
Review before distributing
Compare the extracted actions with the source notes. Confirm who agreed to each task, whether a date was explicit and whether any prerequisite is missing. Ask the meeting owner to resolve the open questions before copying tasks into a project tool.
Choose the response format
Use a readable list for a team review. Request JSON with consistent task, owner, due_date and source_note fields when a downstream tool needs structured records. Validate the format and keep unknown values visible in either case.
Explore our productivity prompts and JSON templates for related workflows.