How do you properly amend a motion during a meeting?

Short answer

While a motion is being discussed, any member can get the floor and move to change its wording. You can insert words, strike out words, or substitute new wording. The amendment needs a second. The group debates it and votes on it by majority. Then the group goes back to the main motion, as changed or not (RONR §12).

What to do

1. Wait until the motion is pending. "Pending" means the chair has stated the motion and it is now open for discussion (RONR §4).
2. Get the floor. Raise your hand or stand, and wait for the chair to call on you (RONR §42).
3. Say exactly what to change. Use one of these forms:
   • Insert or add words ("I move to add 'by June 1' at the end").
   • Strike out words ("I move to strike 'up to'").
   • Strike out and insert ("I move to strike '$500' and insert '$300'").
   • Substitute, which replaces a whole paragraph or the whole motion.
4. Keep it germane. "Germane" means closely related to the subject of the motion. An amendment can't bring in an unrelated topic (RONR §12).
5. Get a second. Another member says "Second."
6. Debate the amendment only. Talk about the change, not the whole motion (RONR §43).
7. Vote on the amendment. A majority vote adopts it.
8. Return to the main motion. It may now be debated and amended further, then voted on.

You can also amend an amendment. This is called a secondary amendment. Only one primary and one secondary amendment can be pending at a time. The secondary is voted on first (RONR §12).

What the chair says

It is moved and seconded to amend the motion by striking "$500" and inserting "$300." Is there any debate on the amendment?

If there is no further debate, the question is on the amendment. Those in favor of the amendment, say aye. Those opposed, say no.

The ayes have it, and the amendment is adopted. The question is now on the motion as amended, which reads: [read the new wording]. Is there any debate?

If the vote fails:

The noes have it, and the amendment is lost. The question is on the original motion. Is there any debate?

The motion

• Needs a second? Yes.
• Debatable? Yes, if the motion being amended is debatable.
• Amendable? A primary amendment can be amended. A secondary amendment cannot.
• Vote needed? Majority, even when the main motion needs two-thirds (RONR §44).
• Can it interrupt a speaker? No.

Common mistakes

• The "friendly amendment" shortcut. Someone suggests a change, the maker "accepts" it, and the chair treats it as done. Once the chair states the motion, it belongs to the whole group, not the maker. The change still needs a vote. Or the chair can ask whether anyone objects, which is called general (unanimous) consent (RONR §4). Before the chair states the motion, the maker may change it freely (RONR §33).
• Voting on the main motion too soon. Adopting an amendment does not adopt the motion. The group must still vote on the motion as amended.
• Ending debate by shouting "Question!" One member calling out does not stop discussion. Closing debate takes a formal motion and a two-thirds vote (RONR §16).

When your own rules say otherwise

Your bylaws, special rules of order, or standing rules can change how amendments work, and they win over Robert's Rules when they conflict (RONR §2). Look for rules on who may make motions, time limits on debate, or special steps for amending budgets or ordinances. Public bodies such as councils and school boards should also check their charter and state open-meetings law. These may require notice before certain changes or limit what can be added to an agenda item. Small boards may also use more relaxed procedures (RONR §49). For questions about state law, a local attorney can help.