Pöytäkirja

Pöytäkirja is the written record of the proceedings of a meeting or other formal gathering. In Finnish administrative and organizational contexts, it functions as the official documentation of what was discussed, what decisions were made, and what actions were assigned.

A typical pöytäkirja includes the date, time and place of the meeting, a list of attendees and absentees, the agenda, a summary of the discussions, the motions proposed, votes cast, and the final resolutions. It may also record abstentions, delegations, and any follow-up assignments. Attachments such as reports or presented documents are often appended.

Minutes are usually drafted by the secretary or another designated official during or after the meeting. They are circulated for review and corrected if needed. The approved minutes become the official record and are kept in the body’s archive. In many organizations, signatures from the chair and secretary confirm completion.

Pöytäkirja serves as evidence of what was decided and how it was carried out. In Finland, records of public bodies are generally accessible under freedom of information laws, subject to exemptions. For private organizations, pöytäkirja supports governance, compliance, and audit trails.

Variations: The term is used across contexts—valtuuston pöytäkirja (municipal council), yhtiökokouksen pöytäkirja (company shareholders’ meeting), komitean pöytäkirja (committee)—each with its own procedural requirements but sharing the core function as the official record of proceedings.