Robert’s Rules of Order: Quick Reference Guide for Board Meetings

Robert’s Rules of Order is the definitive guide to parliamentary procedure used by boards, committees, and organizations worldwide. First published in 1876 by U.S. Army officer Henry Martyn Robert, the manual has been revised 12 times — most recently as Robert’s Rules of Order Newly Revised (12th Edition, 2020).

At nearly 700 pages, the full manual is exhaustive. This quick reference distills the rules into practical, actionable guidance that board chairs, corporate secretaries, and meeting facilitators can use immediately.

The 6 Core Principles of Robert’s Rules

1. One thing at a time: Only one motion can be considered at any given moment
2. Majority rules: Decisions are made by majority vote unless otherwise specified
3. Minority rights are protected: Every member has the right to speak, debate, and dissent
4. Full and free debate: Every debatable motion must be discussed before a vote unless debate is limited
5. Only members present can vote: Proxy voting is not permitted under Robert’s Rules (though your bylaws may override this)
6. Each member has equal rights: No member’s vote or voice carries more weight than another’s

Meeting Agenda Order

Robert’s Rules prescribes a standard order of business for meetings. Your bylaws may modify this, but the default sequence is:

Types of Motions: Quick Reference Chart

Robert’s Rules classifies motions into four categories, each with specific rules about debate, amendment, and voting thresholds:

How to Make a Motion: Step-by-Step

1. A member requests the floor: “Madam Chair, I move that…”
2. Another member seconds: “I second the motion.”
3. The chair restates the motion: “It has been moved and seconded that… Is there any discussion?”
4. The members debate: Members speak for and against. Each member should speak only once until all who wish to speak have had the opportunity. No one speaks twice until everyone has spoken once.
5. The chair calls the vote: “All those in favor, say ‘Aye.’ All those opposed, say ‘No.’”
6. The chair announces the result: “The ayes have it, and the motion is adopted” or “The noes have it, and the motion is defeated.”

Chairperson Shortcut: If a motion is clearly non-controversial, the chair can use unanimous consent: “If there is no objection, we will [action].” Pause briefly. “Hearing no objection, [action] is adopted.” This saves significant time on routine matters.

Points of Order, Information, and Privilege

Not everything requires a formal motion. Members can raise “points” to address immediate issues:

• Point of Order: A member believes the rules are being violated. “Point of order! The motion on the floor has not been seconded.” The chair must rule immediately.
• Point of Information: A member needs factual clarification. “Point of information — how much is currently in the reserve fund?” This is directed to the chair or a relevant officer.
• Point of Inquiry: A member needs a procedural clarification. “Point of inquiry — would this motion require a two-thirds vote?”
• Point of Personal Privilege: A member addresses comfort or reputation. “Point of personal privilege — the room temperature needs adjustment.” Or: “Point of personal privilege — I would like to correct the record regarding my earlier statement.”

Voting Methods Under Robert’s Rules

Tips for Chairpersons

• Follow the agenda — do not allow the meeting to drift into unstructured discussion
• Remain neutral — the chair should not participate in debate. If you wish to speak to a motion, temporarily pass the gavel to the vice chair
• Control the floor — recognize speakers in turn, and do not allow side conversations or interruptions
• Restate every motion before calling a vote — members must understand exactly what they are voting on
• Use unanimous consent aggressively for routine matters — it saves enormous time
• Keep a cheat sheet — even experienced chairs benefit from having this reference at their fingertips
• Model respect — insist that debate remains collegial and focused on the issue, not the person

Frequently Asked Questions

What are Robert’s Rules of Order?

Robert’s Rules of Order is the most widely used manual of parliamentary procedure in the United States and Canada. First published in 1876, it provides a structured framework for running meetings, making motions, debating, and voting. The current edition is the 12th, published in 2020.

Do all organizations have to follow Robert’s Rules?

No. Robert’s Rules is adopted by choice — usually specified in an organization’s bylaws. However, most nonprofits, credit unions, HOAs, and corporate boards in North America use Robert’s Rules as their parliamentary authority because it is the most comprehensive and widely recognized standard.

What is the difference between “tabling” and “postponing” a motion?

Tabling (laying on the table) temporarily sets aside a motion with no specific time to return to it — it effectively kills the motion unless someone moves to “take from the table” at a future meeting. Postponing delays consideration to a specific time, keeping the motion alive. Many people say “table” when they mean “postpone” — the distinction matters.

Can the chair vote?

In a small board (typically fewer than about a dozen members), the chair can vote on all questions. In a larger assembly, the chair votes only when the vote would change the result — for example, voting to break a tie or to create a tie (which defeats the motion).