Robert's Rules of Order meeting minutes template (free)
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This robert's rules of order meeting minutes template follows the form the manual recommends for the minutes of a deliberative assembly: a record of what was done at the meeting, not what was said. It is the format used by many membership societies, councils, unions, student governments and formal boards that have adopted Robert's Rules as their parliamentary authority. Each main motion is recorded with the name of the member who moved it and what happened to it; the secretary does not try to capture the debate.
Download the Word file, copy the plain text, or read the filled-in example of a historical society's regular meeting, which includes an amendment, a point of order and a motion referred to committee.
Word file (.docx), free and without signing up. Opens in Google Docs and Pages too.
What’s in the template
The minutes open with these details:
- Name of the organisation or assembly
- Kind of meeting (regular / special / adjourned / annual)
- Date, time and place
- Presiding officer (and whether the regular chair presided)
- Secretary (and whether the regular secretary was present)
- Members present (or number present, for a large assembly)
- Quorum present (yes / no)
- Previous minutes read and approved (date)
Then the body follows the meeting in this order:
- Opening paragraph — Robert's Rules recommends one paragraph covering: kind of meeting; name of the body; date, time and place; that the regular chair and secretary were present (or who substituted); and whether the previous minutes were read and approved, as read or as corrected.
- Reports of officers, boards and standing committees — Record that a report was given and by whom. Record a motion arising from a report in full; the report itself is filed, not copied into the minutes.Report of: · Presented by: · Action taken (if any):
- Reports of special committees — Same as above. If a committee's recommendation is moved, record it as a main motion.
- Special orders — Business set for this meeting by a previous vote or the bylaws, such as an election or an annual item.
- Unfinished business and general orders — Motions postponed from the previous meeting, in the order they were postponed.Motion: · Moved by: · Disposition:
- New business — One paragraph per main motion. Record the exact wording as finally voted on, the mover's name, any amendment and its outcome, and the disposition. Secondary motions are recorded only when they affect the main motion's fate.Main motion (final wording): · Moved by: · Amendments (wording and outcome): · Secondary motions (postpone, refer, lay on the table, previous question) and outcome: · Vote (if counted, the numbers; if by ballot or roll call, as the rules require): · Disposition: adopted / lost / referred / postponed / laid on the table / withdrawn
- Points of order and appeals — Record every point of order, the chair's ruling and the reasons the chair gave. If the ruling was appealed, record the result of the appeal. These form the body's precedents.Point of order raised by: · Chair's ruling and reasons: · Appeal (if any) and result:
- Announcements — Only announcements of record, such as the date of the next meeting.
- Adjournment — The hour of adjournment. The motion to adjourn need not name a mover.Adjourned at:
- Signature — Robert's Rules recommends the secretary sign the minutes; the word "Approved" and the date of approval are added once the assembly has approved them.Secretary: · Approved on:
At the end: main motions and their disposition and points of order and rulings and action items, as tables you can keep across meetings.
The template
Download it as a Word file, or copy the text version into your own document.
Meeting Minutes (Robert's Rules of Order Format) Name of the organisation or assembly: Kind of meeting (regular / special / adjourned / annual): Date, time and place: Presiding officer (and whether the regular chair presided): Secretary (and whether the regular secretary was present): Members present (or number present, for a large assembly): Quorum present (yes / no): Previous minutes read and approved (date): Opening paragraph [Robert's Rules recommends one paragraph covering: kind of meeting; name of the body; date, time and place; that the regular chair and secretary were present (or who substituted); and whether the previous minutes were read and approved, as read or as corrected.] Reports of officers, boards and standing committees [Record that a report was given and by whom. Record a motion arising from a report in full; the report itself is filed, not copied into the minutes.] Report of: Presented by: Action taken (if any): Reports of special committees [Same as above. If a committee's recommendation is moved, record it as a main motion.] Special orders [Business set for this meeting by a previous vote or the bylaws, such as an election or an annual item.] Unfinished business and general orders [Motions postponed from the previous meeting, in the order they were postponed.] Motion: Moved by: Disposition: New business [One paragraph per main motion. Record the exact wording as finally voted on, the mover's name, any amendment and its outcome, and the disposition. Secondary motions are recorded only when they affect the main motion's fate.] Main motion (final wording): Moved by: Amendments (wording and outcome): Secondary motions (postpone, refer, lay on the table, previous question) and outcome: Vote (if counted, the numbers; if by ballot or roll call, as the rules require): Disposition: adopted / lost / referred / postponed / laid on the table / withdrawn Points of order and appeals [Record every point of order, the chair's ruling and the reasons the chair gave. If the ruling was appealed, record the result of the appeal. These form the body's precedents.] Point of order raised by: Chair's ruling and reasons: Appeal (if any) and result: Announcements [Only announcements of record, such as the date of the next meeting.] Adjournment [The hour of adjournment. The motion to adjourn need not name a mover.] Adjourned at: Signature [Robert's Rules recommends the secretary sign the minutes; the word "Approved" and the date of approval are added once the assembly has approved them.] Secretary: Approved on: Main motions and their disposition No. | Motion (final wording) | Moved by | Amendments | Disposition Points of order and rulings Raised by | Point | Ruling | Appeal result Action items No. | Action | Owner | Due | Status
The central rule: what was done, not what was said
Robert's Rules recommends that minutes be a record of the actions of the assembly rather than of the discussion. The secretary records each main motion, who moved it, and its disposition, and leaves out the debate, the opinions expressed and the secretary's own observations. The manual's reasoning is that a record of the discussion cannot be fair to every speaker, is rarely needed and makes the minutes harder to approve. A body that wants a record of debate can arrange for a separate transcript, but it is not the minutes.
The same principle is why Robert's Rules recommends against recording the name of the seconder: the second does not affect the outcome. Many organisations record it anyway by custom or bylaw; if yours does, be consistent.
What the opening paragraph contains
- The kind of meeting: regular, special, adjourned or annual.
- The name of the society or assembly.
- The date, time and place.
- That the regular presiding officer and secretary were present, or the names of those who substituted.
- Whether the minutes of the previous meeting were read and approved, as read or as corrected, and the date of those minutes.
- Many bodies add the number of members present, or the roll for a small board, and that a quorum was present.
What to record for motions
- Every main motion, in the wording as finally adopted or rejected, with the name of the mover.
- Amendments, as adopted or lost, so the final wording can be traced. A motion that was amended is recorded in its final form, with the amendment noted.
- Secondary motions only when needed to show what happened to the main motion: referred to committee, postponed to a date, laid on the table, or that debate was closed by the previous question.
- Motions that were withdrawn need not be recorded, unless the body wishes.
- Votes: the result (adopted or lost). If the vote was counted, record the count. If by ballot, the tellers' report in full. If by roll call, each member's vote.
- Elections: the nominees, the tellers' report and who was declared elected.
Points of order, appeals and the chair's rulings
Robert's Rules recommends that all points of order and appeals be recorded, together with the chair's ruling and the reasons the chair gave, whether or not the point was sustained. These entries become the body's own precedents for how its rules are interpreted. A ruling that is appealed and overturned is recorded with the result of the appeal vote. Keep the wording neutral: who raised the point, what it was, what the chair ruled and why.
Reading, approval and correction
Minutes are a draft until the assembly approves them, normally at the next regular meeting, either by reading them aloud or, where the body has agreed, by circulating them in advance. Corrections are made by general consent or, if contested, by a vote; the approved text is then marked "Approved" with the date. A body can correct approved minutes later, at any time, by the motion to amend something previously adopted. The secretary signs the minutes; some organisations also have the president sign, which Robert's Rules treats as optional.
Common mistakes
- Summarising the debate. If it was not a motion, a ruling or a report received, it usually does not belong.
- Recording the seconder when the bylaws do not require it, then forgetting in a later meeting. Pick one practice.
- Writing "motion carried" without the final wording. The wording is the decision.
- Leaving out a point of order because it was not sustained. All of them are recorded.
- The secretary adding a personal remark such as "a lively discussion followed".
Example: filled-in robert's rules minutes
What the template looks like once it’s been used. The organisation and people are made up.
Minutes of the regular meeting of the Cedar Valley Historical Society
Kind of meeting: Regular monthly meeting
Date, time and place: Thursday 8 October 2026, 7:00 pm, Cedar Valley Public Library meeting room
Presiding: Walter Greaves, President
Secretary: Miriam Tate
Members present: 23 of 61 members
Quorum: Present (bylaws require 15)
Previous minutes: Minutes of 10 September 2026 approved as corrected
Opening paragraph
The regular monthly meeting of the Cedar Valley Historical Society was held on Thursday 8 October 2026 at 7:00 pm in the meeting room of the Cedar Valley Public Library, the President being in the chair and the Secretary being present. Twenty-three members were present, constituting a quorum. The minutes of the meeting of 10 September 2026 were read and approved as corrected, the correction being that the archive volunteer hours for August were 118, not 181.
Reports of officers, boards and standing committees
The Treasurer, Dolores Finch, reported a balance of $14,620.33 in the general fund and $8,200 in the restricted building fund as of 30 September 2026. The report was filed for audit.
The Archives Committee, Harold Bennett reporting, stated that the digitisation of the 1890 to 1910 newspaper collection is 60% complete and that the scanner lease expires in December. On behalf of the committee, Mr Bennett moved "that the Society renew the scanner lease for twelve months at a cost not to exceed $1,800." The motion was adopted.
The Programme Committee, Anita Kowalski reporting, announced that the November speaker will be Dr Felix Marchand on the Cedar Valley flood of 1913. No action was required.
Special orders
The President announced that, under article 7 of the bylaws, nominations for the 2027 officers would be received at this meeting. The Nominating Committee, through Harold Bennett, reported its nominations: for President, Anita Kowalski; for Vice President, Raymond Osei; for Secretary, Miriam Tate; for Treasurer, Dolores Finch. The chair called for further nominations from the floor. Gretchen Volk was nominated for Vice President by Samuel Pryce. There were no further nominations. Nominations were closed. The election will be held at the November meeting by ballot.
Unfinished business and general orders
The motion postponed from the September meeting, "that the Society purchase a display case for the Tanner family quilts at a cost not to exceed $2,400," moved by Gretchen Volk, was taken up. Raymond Osei moved to amend by striking out "$2,400" and inserting "$3,000". The amendment was adopted. The motion as amended, "that the Society purchase a display case for the Tanner family quilts at a cost not to exceed $3,000," was adopted by a counted vote of 16 to 5.
New business
Samuel Pryce moved "that the Society apply to the County Heritage Grant programme for funding to restore the Mill Street marker." Dolores Finch moved to refer the motion to the Archives Committee with instructions to report at the November meeting on the cost of restoration. The motion to refer was adopted.
Anita Kowalski moved "that the Society's regular meetings be moved from the second Thursday to the second Tuesday of each month beginning January 2027." Harold Bennett raised a point of order that the meeting day is fixed by article 5 of the bylaws and cannot be changed by a main motion. The chair ruled the point well taken, stating that a change to the meeting day requires an amendment to the bylaws with the notice required by article 12. The ruling was not appealed. Ms Kowalski gave notice that she will move a bylaw amendment at the November meeting to change the regular meeting day to the second Tuesday.
Raymond Osei moved "that the Society donate $250 to the Cedar Valley Public Library in appreciation of the use of its meeting room." The motion was adopted.
Points of order and appeals
One point of order was raised by Harold Bennett during new business, as recorded above. The chair ruled it well taken on the ground that article 5 of the bylaws fixes the meeting day. No appeal was taken.
Announcements
The next regular meeting will be held on Thursday 12 November 2026 at 7:00 pm in the same place. The election of officers will be held at that meeting.
Adjournment
The meeting adjourned at 8:40 pm.
Signature
Miriam Tate, Secretary. Approved 12 November 2026.
Main motions and their disposition
| No. | Decision | Outcome |
|---|---|---|
| 1 | Scanner lease renewed for twelve months, not to exceed $1,800 (moved by Harold Bennett for the committee) | Adopted |
| 2 | Display case for the Tanner quilts, not to exceed $3,000 as amended (moved by Gretchen Volk) | Adopted, 16 to 5 |
| 3 | Apply for County Heritage Grant for the Mill Street marker (moved by Samuel Pryce) | Referred to Archives Committee |
| 4 | Change regular meeting day (moved by Anita Kowalski) | Ruled out of order; notice of bylaw amendment given |
| 5 | Donation of $250 to Cedar Valley Public Library (moved by Raymond Osei) | Adopted |
Action items
| No. | Action | Owner | Due |
|---|---|---|---|
| 1 | Renew the scanner lease and file the signed agreement with the Treasurer | Harold Bennett | 1 December 2026 |
| 2 | Obtain a restoration quote for the Mill Street marker and report to the November meeting | Archives Committee (Harold Bennett) | 12 November 2026 |
| 3 | Prepare ballots and appoint tellers for the November election | Miriam Tate | 5 November 2026 |
| 4 | Circulate the proposed bylaw amendment on the meeting day with the November notice | Anita Kowalski | 29 October 2026 |
Tips for robert's rules minutes
- Write the opening paragraph before the meeting from the notice, and fill in the attendance and the approval of the previous minutes as they happen.
- Ask the chair to restate every motion before the vote, and write down that wording. Amendments change it; the minutes carry the final form.
- Record the mover for every main motion and leave out the seconder unless your bylaws say otherwise.
- When a motion is referred, postponed or laid on the table, record that disposition and the date or committee, so it reappears under unfinished business.
- Record every point of order with the ruling and the chair's reasons, in neutral words; these are the body's precedents.
- Leave a line for "Approved" and the date, and have the secretary sign the draft submitted for approval.
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Or let the notes write themselves
A template helps when you’re the one typing. If you’d rather not be, an AI note taker can draft the summary and action items for you. Most send a bot into the call; QuietNote captures from your own computer instead, so nothing joins the meeting and you decide when capture starts. It’s in private beta. Whatever you use, read the draft before you send it, and tell attendees you’re recording where the rules require it.
Questions
What should minutes contain according to Robert's Rules of Order?
Robert's Rules recommends that minutes record what was done, not what was said: the kind of meeting, the body's name, date, time and place, who presided and who acted as secretary, whether the previous minutes were approved, every main motion with the mover's name and its disposition, all points of order and appeals with the chair's rulings, and the hour of adjournment, signed by the secretary.
Do you record who seconded a motion?
Robert's Rules recommends recording the mover but not the seconder, because the second is only a sign that at least two members want the motion considered and does not affect the result. Many organisations record the seconder anyway by custom or bylaw. Follow your bylaws, and be consistent from meeting to meeting.
Should minutes include the discussion or debate?
Not under Robert's Rules. The minutes record the motions and their outcomes, not the arguments made for and against. Opinions, the names of speakers and summaries of debate are left out, which keeps the minutes short, fair to all members and easy to approve. If a body wants a record of debate it can arrange a separate transcript.
Who signs the minutes under Robert's Rules?
The secretary. Robert's Rules treats a second signature by the president as optional and a matter for each organisation. The words "Approved" and the date are added once the assembly has approved the minutes, usually at the next regular meeting, after any corrections have been made.
How are minutes approved and corrected under Robert's Rules?
At the next regular meeting the chair asks for corrections; if none, the minutes stand approved without a formal vote. Corrections are made by general consent or, if disputed, by majority vote. Minutes already approved can still be corrected later by the motion to amend something previously adopted. Reading aloud may be dispensed with if the minutes were circulated beforehand.
Can an AI note taker produce Robert's Rules minutes?
It can draft a running account of the meeting, but Robert's Rules minutes are deliberately the opposite of a transcript: motions, movers, rulings and dispositions only. A secretary would need to extract those from the draft and confirm each motion's final wording. If the meeting is recorded, the assembly should know, and the recording is not the minutes.
Sources
Checked on 5 October 2026. Vendors change their settings and prices often; follow the links for the current version.