How to tell people a meeting is being recorded
US federal law allows one-party consent, but several states require everyone’s consent. The simplest safe habit: say it in the invite, say it again at the start, and give people a way to opt out.
On this page
Key takeaways
- Federal law (18 U.S.C. 2511) generally allows one-party consent; several states, such as California, require all-party consent.
- Announce recording in the invite and again at the start of the call.
- Offer a way to object or join unrecorded.
- Reuse one standard sentence so the notice is consistent.
Why the announcement matters
Under the federal wiretap statute, 18 U.S.C. 2511, it is generally lawful to record a conversation you are part of, or one where a participant has consented. Several states, including California, go further and require the consent of everyone in the conversation. Calls often cross state lines, so many organizations follow the stricter rule for every call.
| When | What to say |
|---|---|
| In the invite | That the meeting will be recorded or transcribed, and why |
| At the start | A spoken reminder before discussion begins |
| When someone joins late | A quick repeat, or a visible recording indicator |
| If someone objects | Stop recording, or offer them a way to join without being recorded |
Write the line once and reuse it
A single sentence works: say that the call is being recorded for notes, who will see the recording, and how long it is kept. Put the same sentence in your calendar template so nobody has to improvise.
Frequently asked questions
Is the platform’s recording banner enough?
It helps, but a spoken announcement and a line in the invite make consent clearer, especially for guests from other states or countries.
What if a guest objects halfway through?
Stop the recording, or pause it for their part. Note in the summary that the rest was not recorded.
