Robert’s Rules of Order Cheat Sheet for Nonprofits [+Free Download & Example]

Key takeaways

• Robert’s Rules of Order is the most widely used parliamentary procedure guide for nonprofit boards in the United States.
• The 6 motion types every nonprofit director must know: Main, Subsidiary, Privileged, Incidental, Motion to Table, Motion to Postpone.
• Every main motion follows a 6-step process: Motion → Second → Restate → Debate → Vote → Announce.
• Voting methods: Voice Vote (viva voce), Roll Call, Ballot, or General Consent — each serves a different purpose.
• A simple majority passes most motions; a two-thirds majority is required to limit debate or suspend the rules.
• Quorum must be confirmed before the meeting begins — business transacted without quorum is invalid.
• Common mistakes: skipping the second, starting debate before a motion is made, and failing to confirm quorum.

Research by Atlassian found that three out of four meetings are unproductive. For nonprofit boards, unstructured meetings create real governance risk — decisions without proper motions, votes without quorum, and minutes that don’t capture what actually happened. Robert’s Rules of Order provides the procedural framework that prevents these problems — but many nonprofit directors find the 700-page manual overwhelming.

This cheat sheet extracts the most practical, most frequently used rules from Robert’s Rules of Order and presents them in a format that nonprofit board chairs, secretaries, and directors can actually use during a meeting. Download it, print it, and keep it at the table.

Running Robert’s Rules meetings more efficiently is easier with structured agenda tools. Ideals Board helps nonprofit boards build proper agendas, capture motions and votes in real time, and store compliant minutes — all in one place.

What is Robert’s Rules of Order?

Robert’s Rules of Order is a parliamentary procedure manual originally written in 1876 by Henry Martyn Robert, a U.S. Army engineering officer who adapted congressional procedures for use by civic and community organizations. The current edition — Robert’s Rules of Order Newly Revised (RONR, 12th Edition) — runs approximately 700 pages and addresses virtually every procedural situation a board or assembly might encounter.

For nonprofit boards, Robert’s Rules provides four fundamental guarantees:

• All members have equal rights, privileges, and obligations
• A quorum must be present before any binding business is conducted
• Only one question may be considered at a time
• A majority decides most questions — with defined exceptions requiring a two-thirds vote

Whether your bylaws formally adopt Robert’s Rules or not, the principles they establish form the basis of good governance practice for any deliberative assembly.

Robert’s Rules of Order cheat sheet: The 6 types of motions

A motion is a formal proposal that a member presents to the group for decision. There are six types of motions under Robert’s Rules:

Motion Type	Purpose	Requires Second?	Debatable?	Vote Required	Example
Main Motion	Introduces a new item of business	Yes	Yes	Majority	“I move to approve the 2026 budget as presented.”
Subsidiary Motion	Changes or regulates the main motion	Yes	Usually yes	Majority (usually)	“I move to amend the motion by increasing the budget line to $50,000.”
Privileged Motion	Addresses urgent matters unrelated to the current business	Usually not	Usually not	Majority or 2/3	“I call for recess.” / “I move to adjourn.”
Incidental Motion	Addresses procedure of other motions	Usually not	Usually not	Majority	“Point of order.” / “I request a division of the assembly.”
Motion to Table	Temporarily sets aside a motion	Yes	No	Majority	“I move to table the motion on the new contract until our next meeting.”
Motion to Postpone	Delays consideration of a motion to a specific time	Yes	Yes (briefly)	Majority	“I move to postpone consideration of this item until our March meeting.”

Bookmark or print this table for your next nonprofit board meeting — keep a copy at the table for quick reference during complex motions.

The 6-step motion process: How every motion works

Every main motion follows the same procedural sequence. Memorize these six steps and you can handle any motion that comes before your nonprofit board:

1. Step 1: Make the Motion
   A board member rises (or raises their hand) and says: “I move to [state the motion clearly].” A motion must be specific and actionable — vague motions create ambiguous records and implementation problems. Example: “I move to authorize the executive director to enter into a contract with ABC Consulting for up to $25,000 for the 2026 fiscal year.”
2. Step 2: Second the Motion
   A different board member says: “I second the motion.” The second indicates that at least one other person besides the mover wants the matter discussed. Without a second, the motion dies. The chair asks: “Is there a second?”
3. Step 3: Chair Restates the Motion
   The chair repeats the motion clearly: “It has been moved and seconded to [restate motion]. Is there discussion?” This ensures everyone in the room knows exactly what is being debated and decided — and creates the language that the secretary will record in the minutes.
4. Step 4: Debate
   Board members who wish to speak on the motion are recognized by the chair. Under Robert’s Rules, each member typically speaks no more than twice on a motion, with the mover given the right to speak first. The chair ensures debate remains focused on the motion at hand — not on personal remarks, tangential issues, or previously decided matters.
5. Step 5: Vote
   When debate is complete (or when a member calls the question with a two-thirds vote), the chair calls the vote. The chair restates the motion, then asks for affirmative votes (“All in favor?”), negative votes (“All opposed?”), and abstentions. The chair announces the result.
6. Step 6: Announce the Result
   The chair announces: “The motion carries [or fails]. The board has approved [or not approved] [state what was decided].” The secretary records the motion, the vote tally, and the outcome in the minutes.

Robert’s Rules voting methods cheat sheet

Choosing the right voting method for each situation is a critical skill for board chairs. Here are the five methods and when to use each:

Voting Method	How It Works	Best Used For	Recorded in Minutes?
Voice Vote (Viva Voce)	Members say “aye” for approval, “no” for opposition	Routine, non-controversial items; quick decisions	Result only (not individual votes)
Show of Hands	Members raise hands to vote; chair counts	When voice vote result is unclear; small groups	Result only (not individual votes)
Roll Call Vote	Secretary calls each member’s name; they state their vote aloud	When a recorded individual vote is required; controversial decisions	Yes — each member’s vote recorded
Ballot Vote	Members write votes on paper; counted privately	Elections; sensitive personnel matters; when secrecy is appropriate	Result only (individual ballot contents private)
General Consent	Chair asks: “If there is no objection, we will…” — silence = consent	Routine, unanimous matters; saves time on obvious decisions	Action recorded; no formal vote noted

Download our free PDF Robert’s Rules of Order cheat sheet

We have designed a free cheat sheet for using Robert’s Rules of Order specifically for nonprofit organizations. Download it right now to improve your next board meeting!

Voting thresholds under Robert’s Rules

Most nonprofit board decisions require a simple majority — more than half of the votes cast by members present and voting. But some actions require a two-thirds majority to protect minority rights:

Simple majority (more than 50% of votes cast)

• Approving most main motions
• Amending a motion
• Referring a motion to committee
• Postponing a motion
• Tabling a motion

Two-thirds majority required

• Calling the question (ending debate prematurely)
• Suspending the rules
• Amending or rescinding a previous action
• Closing nominations
• Any motion that limits or removes a member’s rights

Unanimous consent / General consent

• Routine agenda items no one objects to
• Approval of consent agenda items
• Procedural corrections to previously approved minutes

Robert’s Rules cheat sheet: Key terminology

Board members new to Robert’s Rules often stumble on terminology. Here are the most essential terms:

Term	Definition
Quorum	The minimum number of members that must be present for the board to legally conduct business. Set in the bylaws — typically a majority of current directors.
Motion	A formal proposal that the board take a specific action or adopt a particular position.
Second	An indication by a second member (not the mover) that they want the motion to be considered. Without a second, the motion dies.
Debate	Discussion of a pending motion before the vote. Each member typically may speak no more than twice per motion.
Call the Question	A motion to immediately end debate and proceed to vote. Requires a second and a two-thirds majority vote.
Point of Order	A member’s challenge to a procedural violation. The chair must rule on the point of order immediately.
Table a Motion	To temporarily set aside a motion without defeating it. The motion can be taken from the table later in the same meeting or at the next meeting.
Adjourn	To formally end the meeting. Requires a motion, second, and majority vote (or declaration by the chair if a fixed adjournment time was set).
Abstain	To refrain from voting. Abstentions are not counted as votes for or against — they only affect the denominator if the bylaws define majority differently.
Consent Agenda	A grouped list of routine items approved with a single vote. Any member may pull an item for separate discussion before the vote.

Robert’s Rules example: A realistic nonprofit board motion

Here is how a Robert’s Rules motion looks in practice during a nonprofit board meeting. The board is considering a new grant application:

Board Chair: “Is there any new business? Director Chen, you have the floor.”

Director Chen: “I move that the board authorize the executive director to submit a grant application to the Johnson Foundation for up to $75,000 in support of the Literacy Initiative, with a deadline of April 30, 2026.”

Director Okafor: “I second the motion.”

Board Chair: “It has been moved and seconded that the board authorize the executive director to submit a grant application to the Johnson Foundation for up to $75,000 for the Literacy Initiative, deadline April 30. Is there discussion?”

Director Williams: “Have we reviewed the grant requirements? I want to make sure we can meet the reporting obligations.”

Executive Director: “Yes — I’ve reviewed the requirements and we can meet all reporting obligations within our current capacity.”

Board Chair: “Any further discussion? [Pause.] Hearing none, all in favor?”

Members: “Aye.”

Board Chair: “Opposed? [Pause.] The motion carries unanimously. The executive director is authorized to submit the Johnson Foundation grant application.”

[Secretary records: “Director Chen moved that the board authorize the executive director to submit a grant application to the Johnson Foundation for up to $75,000 for the Literacy Initiative, deadline April 30, 2026. Motion seconded by Director Okafor. Passed unanimously.”]

This example illustrates every element of a proper Robert’s Rules motion: clear motion language, a second, chair restatement, brief debate, voice vote, result announcement, and minutes notation.

Common Robert’s Rules mistakes nonprofit boards make

Mistake 1: Starting debate before a motion is made

Under Robert’s Rules, debate can only occur on a pending motion. Discussion without a motion creates confusion about what the board is deciding and produces minutes that don’t capture a clear decision. The chair should ask: “Is there a motion?” before allowing discussion on any substantive matter.

Mistake 2: Forgetting to confirm quorum

Voting on decisions before confirming quorum is present invalidates those decisions. Always confirm quorum at the start of the meeting, before any substantive business.

Mistake 3: Skipping the second

A motion without a second dies. Board chairs sometimes allow discussion to begin before confirming whether the motion has been seconded. Establish the habit: “Is there a second?” before any further action.

Mistake 4: Overemphasizing procedure for small boards

Robert’s Rules acknowledges that small boards (under 12 members) may operate with relaxed procedures. In small board settings, members may speak without first being recognized, motions may be acted on without formal seconds, and the chair may participate in debate. Know when to apply full procedure and when the spirit of the rules is sufficient.

Mistake 5: Failing to record the exact motion wording

Minutes must capture the exact wording of every motion — not a paraphrase. Imprecise recording creates ambiguity about what was actually approved, which can be a significant problem when the action is later implemented or challenged.

Conclusion

Robert’s Rules of Order provides nonprofit boards with a reliable, fair, and legally sound framework for conducting meetings and making decisions. The core principles are simpler than the 700-page manual suggests: every decision starts with a motion, every motion needs a second, debate precedes voting, most decisions require a simple majority, and everything gets recorded in the minutes.

For boards that find the full manual overwhelming, this cheat sheet covers the procedural ground you’ll need for 95% of what happens in a typical nonprofit board meeting. Keep the motion types table, the 6-step motion process, and the voting methods chart accessible at every meeting — and refer back to the full manual only when an unusual situation arises.

For the full procedural framework — including how to structure your meeting agenda — see our guide to Robert’s Rules of Order agenda templates. For how to run your meeting from beginning to end, see how to run a nonprofit board meeting.

FAQ

What are the most important Robert’s Rules for nonprofit boards?

The most critical rules for nonprofit boards are: always confirm quorum before conducting business; every main motion requires a second before debate can begin; a simple majority decides most matters; debate requires a pending motion; and the minutes must capture every motion’s exact wording, who made it, who seconded it, and how the vote turned out.

What is the difference between a motion to table and a motion to postpone?

A motion to table (lay on the table) temporarily sets aside a motion without a specific time to return to it — it can be taken up later in the same meeting or at the next meeting by majority vote. A motion to postpone delays consideration to a specific future time (e.g., “postpone to the March meeting”), which triggers automatic reconsideration at that time. Both require a second and a majority vote.

Can a nonprofit board member abstain from a vote?

Yes. Board members may abstain from voting on any motion, and they are sometimes required to abstain when a conflict of interest exists. An abstention is neither a “yes” nor a “no” — it is effectively a decision not to vote. The board should record abstentions in the minutes and note the reason (especially for conflict-of-interest abstentions).

How does “calling the question” work in Robert’s Rules?

Any member may move to “call the question” (also called a motion to close debate or move the previous question). This motion requires: a second, no debate, and a two-thirds majority vote to pass. If it passes, debate ends immediately and the board votes on the pending motion. If it fails, debate continues.

What is a point of order and how is it raised?

A point of order is raised when a board member believes a procedural rule is being violated. The member says “Point of order!” and the chair stops the proceedings to address it. The chair rules on the point of order immediately — either sustaining it (the procedure was violated) or overruling it (no violation occurred). No second or vote is required for a point of order itself.

Do nonprofit bylaws have to specify Robert’s Rules?

Bylaws don’t have to specify Robert’s Rules — organizations can choose a different parliamentary authority or adopt their own simplified rules. However, adopting Robert’s Rules as the parliamentary authority in the bylaws provides a clear, well-understood default for any situation the bylaws don’t address. Most U.S. nonprofit boards either formally or informally follow Robert’s Rules.

What majority is required to amend the bylaws under Robert’s Rules?

Bylaw amendments typically require a two-thirds majority vote, with advance notice given to all members before the meeting. The specific requirement should be stated in the bylaws themselves — organizations may set a higher threshold (e.g., three-quarters). Check your organization’s bylaws for the exact amendment procedure.