What should be included in meeting minutes according to Robert's Rules?

Short answer

Under Robert's Rules, minutes are a record of what the group did, not what people said (RONR §48). They list the basic facts of the meeting, every main motion and what happened to it, and a few other key actions. They do not summarize debate or give the secretary's opinions.

What to do

A secretary can build the minutes in this order (RONR §48):

1. Opening paragraph. Include:
   • The kind of meeting: regular, special, or adjourned (continued) meeting (RONR §9).
   • The name of the group.
   • The date and time, and the place if it changes from meeting to meeting.
   • Whether the regular chair and secretary were there, or who filled in.
   • Whether the last meeting's minutes were approved, or approved as corrected.
2. One paragraph for each item of business. For each main motion (a motion that brings new business before the group, RONR §10), record:
   • The exact wording as it was finally adopted or otherwise handled.
   • The name of the member who made it. You do not need the name of the person who seconded it.
   • What happened: adopted, lost (failed), referred to a committee, postponed, and so on.
   • Include failed motions too. Leave out motions that were withdrawn.
3. Other actions worth noting. Record any notice given of a motion for a later meeting. Record points of order (a member asking the chair to enforce the rules) and appeals (challenges to the chair's ruling), with the chair's reasons (RONR §23, §24). Record other motions only when they are needed to make the record clear.
4. Vote details when needed. For a counted vote, record the number on each side. For a ballot vote, include the tellers' full report. For a roll-call vote, list how each member voted (RONR §45).
5. Closing. Record the time the meeting adjourned (RONR §21). The secretary signs the minutes. "Respectfully submitted" is optional.

Many groups also list who attended and note that a quorum was present. A quorum is the minimum number of members needed to do business (RONR §40). This is a wise habit, especially for small boards.

What the chair says

At the next meeting, the minutes are usually approved without a formal vote, by general consent (RONR §4, §48):

The secretary will read the minutes of the last meeting.

Are there any corrections to the minutes?

[If a correction is offered and no one objects] The correction will be made.

Are there any further corrections? There being none, the minutes stand approved as corrected.

Common mistakes

• Writing a transcript. A record of who said what invites arguments and makes the minutes hard to approve. Record actions and results. Leave out the debate.
• Adding opinions. Words like "after a lively discussion" or "a thoughtful report" don't belong. Stick to plain facts.
• Leaving out failed motions. A motion that lost is still part of the record. Write down its wording and its result.

A related point: minutes of an executive session (a closed meeting) should be read and approved only in executive session, unless the group decides otherwise (RONR §9).

When your own rules say otherwise

Your bylaws, special rules of order, or standing rules can add to or change these rules (RONR §2). Look for provisions on who keeps the minutes, how fast they must be shared, and whether attendance must be recorded. Public bodies such as city councils and school boards face more rules. State open-meetings or public-records law often requires the names of members present, how each member voted, and public access to the minutes. Some laws also set deadlines for drafts. Check your state's law, because it overrides Robert's Rules. This page is general guidance, not legal advice.