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How to Write Effective AI Meeting Summary Templates

Meeting Summary Templates let you define how your meeting notes should be structured, while AI automatically fills in the details from recorded calls. By using clear placeholders and a consistent structure, you can generate accurate, compliant, and easy-to-review summaries every time.

What Is a Meeting Summary Template?

A Meeting Summary Template defines the structure of your meeting notes. Instead of manually writing notes after each call, you create a template once and let AI generate summaries automatically.

With a well-written template, you can:

• Save 15–30 minutes per meeting with automatic summaries
• Capture more detail than manual note-taking
• Maintain consistent documentation for compliance and continuity
• Enable easy handoffs between advisors and team members
• Improve follow-through with clearly documented action items

How Placeholders Work

Meeting summary templates use placeholders to tell the AI what information to extract from the call transcript.

Placeholder format:

[[@Your instruction here@]]

Examples:

• [[@Call date, time, and duration@]]
• [[@List all participants mentioned in the call@]]
• [[@Summary of retirement planning discussion with specific numbers and timelines@]]
• [[@Action items for the client with deadlines if mentioned@]]

The more specific your instructions, the better the output. If you want numbers, say “include specific amounts.” If you want context, say “include any concerns the client expressed.”

Recommended Template Sections

1. Meeting Information

Basic facts about the meeting:

• Date and time
• Duration
• List of participants

2. Meeting Purpose

A brief explanation of why the meeting took place and what topics were discussed.

3. Personal Updates (Non-Financial)

The relationship-focused details:

• Family updates
• Health or life events
• Hobbies, travel plans, or personal milestones

These details help you remember the human side of the relationship.

4. Financial Facts

Key numbers mentioned during the meeting:

• Account balances
• Income or expense figures
• Assets or liabilities

5. Financial Discussion Topics

Break financial conversations into clear categories so nothing gets missed:

• Retirement Planning — goals, timelines, contribution strategies
• Education Planning — 529 plans, funding goals
• Investment Review — performance, allocation changes
• Insurance Planning — coverage needs, policy reviews
• Estate Planning — wills, trusts, beneficiaries
• Tax Planning — strategies, deadlines, concerns
• Cash Flow — income, expenses, budgeting

6. Client Talking Points

Key messages communicated to the client:

• Recommendations made
• Decisions reached
• Important information shared

7. Action Items

Critical next steps for accountability:

• Client tasks — documents, decisions, forms
• Advisor tasks — research, paperwork, follow-ups
• Deadlines — if mentioned

8. Future Meetings

What happens next:

• Next meeting date (if scheduled)
• Topics to cover next time
• Follow-up timeline

Tips for Writing Effective Templates

Ask for Specifics

Avoid vague instructions like “financial discussion.” Break topics into clear sections so the AI knows exactly what to extract.

Separate Client vs. Advisor Tasks

Clearly distinguish who is responsible for what to make summaries more actionable.

Use “If Mentioned” Language

Not every meeting covers every topic. Phrases like “if discussed” allow the AI to skip irrelevant sections gracefully.

Match Your CRM Structure

If your CRM has specific fields or formatting, mirror that structure in your template to make review and copy-paste easier.

Create Templates for Different Call Types

Different conversations benefit from different templates:

• General client meetings — broad coverage
• Allocation calls — focus on investment decisions
• Plan reviews — comprehensive financial summaries
• Prospecting calls — discovery and opportunity assessment

Frequently Asked Questions

• How detailed should placeholders be?
  The more specific, the better. Tell the AI exactly what you want extracted.
• Can I update my template later?
  Yes. You can edit templates at any time. Changes apply only to future summaries.
• What about confidential information?
  The AI only uses your own call transcripts. Nothing is shared externally.