What is a motion to approve minutes?

Definition

A motion to approve minutes means a formal statement made by a meeting participant to accept the minutes from a previous meeting as accurate and complete. The motion is typically presented at the beginning of the current meeting, followed by a second and a vote.

Once passed, the minutes become the official, approved record of the previous session.

How to make a motion to approve minutes

The process is usually simple and follows these steps:

1. The chair asks if there are any corrections to the minutes
2. A participant makes a motion:
   • “I move to approve the minutes as presented”
   • or “I move to approve the minutes with the discussed amendments”
3. Another participant seconds the motion
4. The group votes to approve
5. The approval is recorded in the current meeting’s minutes

How to say motion to approve minutes

If you’re unsure of the wording, here are some common and professional phrases:

• “I make a motion to approve the minutes of the meeting held on [date].”
• “I move to approve the minutes as corrected.”
• “I second the motion to approve the minutes.”
• Chair: “The minutes have been distributed. Are there any corrections? Hearing none, the minutes stand approved.”

Using consistent and clear language helps keep the approval process efficient and professional.

Quick summary

• A motion to approve minutes means formally accepting the previous meeting’s records
• It includes a motion, a second, and a majority vote
• Common phrasing includes “I move to approve the minutes as presented”
• Once approved, the minutes become an official part of the organization’s record

Related terms