How to Write an Addendum to a Contract: 7 Easy Steps

Secretaries should generally leave names out of minutes, with the exception of the presiding officer, secretary, committees and guest speakers. For example, in a debate, you wouldn’t note any quotes or who was on which side of the conversation. You can also leave out information about who seconded any motions in the minutes. Finally, you can omit any action items or to-do lists, except in the case of informal or basic meetings.

You may have noticed that the title suggested above also referenced the parties involved in the original contract. So, we’re going to explore what an addendum to a contract is and how you can use one when needed. He has worked in the corporate and nonprofit arenas as a C-Suite executive, serving on several nonprofit boards. He is an internationally traveled sport science writer and lecturer. He has been published in print publications such as Entrepreneur, Tennis, SI for Kids, Chicago Tribune, Sacramento Bee, and on websites such, SmartyCents and Youthletic. An accrued expense is one that is known to be due in the future with certainty.

Specific guidelines for amending minutes vary by organization and operating agreement. All organizations must formally approve any amendments while reading the minutes or at the next meeting. It’s essential to gather additional information to support the amendments, such as meeting recordings or other attendees’ notes.

  1. It is best to make the addendum right after the meeting, so that the information is still fresh in your mind.
  2. To ensure the amended meeting minutes are properly archived and accessible, it’s important to file meeting minutes in the same location, with the proper date and information related to the meeting.
  3. Your minutes provide the record of the action taken at the meeting, so they need to clearly memorialize the facts.
  4. This addendum to a contract example would include all details of such financing, such as the repayment period and monthly payments.
  5. They are not an official record of a meeting unless this has taken place.

However, maintaining accurate records and meeting minutes can be an administrative burden. If you’re looking for simplified formation and administration, doola can help. Doola offers fast and easy formation and compliance services so you can form an LLC and maintain all compliance requirements while focusing more time on your core business.

Download our free example Contract Addendum Template

Since minutes become official documents in the eyes of the company, any changes that need to be made to the minutes require an addendum. When you create an addendum you must know when and how to present it to the meeting committee and add it to the official minutes, so that you are not making these changes of your own accord. A contract addendum is a document used to make alterations or additions to an existing contract without voiding or rewriting it. It’s a separate agreement attached to the existing contract, specifying the changes all parties agreed upon.

Download Our Free Contract Addendum Template Today

Stick to clear, simple language to express the amendments – legal jargon can make it harder for all parties to understand the changes. Lastly, review the addendum carefully to ensure it doesn’t contradict any part of the existing contract. Once you’re clear on the changes, a contract addendum template can be a lifesaver.

The signatures section is one of the most crucial parts of your contract addendum. For your addendum to be legally binding, it must be signed by all parties in the amending agreement. You should mention that any future changes to the contract require a new addendum or amendment document. This provision ensures that the parties can’t arbitrarily change the agreement without proper documentation and consensus.

If everyone is in agreement, then you can move forward with creating the addendum to the minutes. You want your minutes to be readable, but you must be precise in the information you give. Your minutes provide the record of the action taken at the meeting, addendum to minutes so they need to clearly memorialize the facts. The corrections should be written into the minutes being approved. The minutes of the meeting in which you are approving the previous minutes should just say that they were approved “as corrected”.

However, the board of directors or meeting participants must approve the final amended minutes. In some organizations, the governing body must approve and adopt the minutes. Meeting minutes may need to be amended if there are errors or inaccuracies in the original document or if new information comes to light after the board meeting that needs to be included. Board members or meeting participants may suggest or request amendments to meeting minutes at any time. Meeting minutes may be amended before or after the minutes have been formally adopted.

Consider seeking legal advice

In fact, it can be used in any scenario where one or both parties want to change certain details of the original contract. If there are changes to the regulatory framework and compliance requirements surrounding how a company handles a customer’s confidential information, an addendum may be needed to reflect such changes. This may require an addendum to an existing insurance coverage contract.

The designated officer of the organisation who oversees the meeting will read the board meeting minutes and hold a vote for final approval of the minutes. Finally, once the minutes are approved, destroy any notes and audio or video recordings of the meeting. The final approved minutes should be the only record of the meeting that you distribute and keep. The minutes should include the title of the group that is meeting; the date, time, and venue; the names of those in attendance (including staff) and the person recording the minutes; and the agenda.

Most addenda will be designed to update or correct an existing agreement. It’s important that you know the difference between how to amend a contract and how to write and add an addendum. With a contract addendum, you can add new clauses without nullifying the contract. Things often change, and knowing how to write an addendum to a contract can be a necessary skill on many occasions.

Make clear the parties involved

Corrections to the minutes can be made immediately after reading the minutes or when the board is reviewing the minutes. One of the fundamentals of Robert’s Rules is to keep meeting minutes. The minutes are the only record of everything discussed at the meeting.

Guide to Minute Taking (ODT)

As the official “minutes-taker” or Secretary, your role may include dissemination of the minutes. Download our Meeting Minute Checklist for Associations and Nonprofits with sample minutes taken at a meeting and learn how to take better minutes. [Meeting facilitator’s name] adjourned meeting at [time of adjournment]. A point of order can only be made at a properly called meeting. If this member is trying to claim, outside of the meeting in question, that the meeting of another body was inappropriate, that does not belong in the minutes.

Additionally, a Point of Order may only be raised during a meeting. It is customary for the chairperson of the meeting to start things off by reviewing the minutes from the previous meeting. All of the attendees must read through the minutes and approve of them before they move on. If anyone has something to add, change or correct, then this is the appropriate time to say so.






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