Key takeaways
- Robert’s Rules is a default procedure, not a law. Bylaws and state law come first.
- Motions fall into four classes, plus a group that brings a question back.
- A standard main motion typically follows six steps, from making the motion to the chair’s announcement of the result.
- A majority means more than half of the votes cast. Some actions need two-thirds.
- Boards of about a dozen members or fewer can relax some formality.
A Robert’s Rules of Order cheat sheet for nonprofits is a one-page reference to the few procedures a board uses in most meetings: making a motion, counting a vote, and relaxing formality on a small board. This guide explains those rules in plain English, based on Robert’s Rules of Order Newly Revised, 12th edition (2020), and separates them from what bylaws and state law require. It also serves readers who search for a Robert’s Rules cheat sheet or Robert’s Rules of Order for dummies.
The need is wide. Independent Sector counts more than 1.9 million U.S. nonprofits in its 2025 sector report, and 75% of surveyed nonprofits say volunteers are important to their operations. Volunteer chairs and secretaries therefore need a short, accurate reference more than the full manual.
What are Robert’s Rules of Order, and do nonprofits have to use them?
No. Nonprofits are not generally required by law to use Robert’s Rules of Order. The rules apply only when the bylaws adopt them or the board uses them by custom, and bylaws and state nonprofit law override them wherever they conflict. Robert’s Rules describes its own rules as default rules.
Henry M. Robert published the first edition in 1876. The current manual, Robert’s Rules of Order Newly Revised (RONR), 12th edition, was published in September 2020 and replaced all earlier editions, according to the official site.
Robert’s Rules of Order cheat sheet: the four classes of motions
RONR sorts motions into four classes: main, subsidiary, privileged, and incidental. A fifth group brings up a question. The table summarizes the Robert’s Rules of Order motions boards use most.
| Class | What it does | Common examples | Second | Debatable | Vote needed |
|---|---|---|---|---|---|
| Main | Brings new business | Approve a budget | Yes | Yes | Majority |
| Subsidiary: amend | Changes a pending motion | Change $5,000 to $4,000 | Yes | Yes, if the motion is debatable | Majority |
| Subsidiary: refer to committee | Sends it to a committee | Refer to finance | Yes | Yes | Majority |
| Subsidiary: postpone to a certain time | Delays it to a set time | Postpone to next meeting | Yes | Yes, on the postponement only | Majority |
| Subsidiary: limit or close debate | Restricts or ends discussion | Previous question | Yes | No | Two-thirds |
| Subsidiary: lay on the table | Sets a question aside temporarily | Urgent item arises | Yes | No | Majority |
| Privileged: adjourn | Ends the meeting | Adjourn | Yes | No | Majority |
| Privileged: recess | Takes a short break | Recess for 10 minutes | Yes | No, when business is pending | Majority |
| Privileged: question of privilege | Addresses urgent comfort or safety | Noise in the room | No | No | Chair decides |
| Incidental: point of order | Flags a rule violation | No quorum present | No | No | Chair rules |
| Incidental: suspend the rules | Allows an action the rules block | Skip an agenda item | Yes | No | Two-thirds |
| Incidental: division of the assembly | Requires the vote to be retaken by a rising vote | “Division!” | No | No | One member can demand it |
| Bring back: reconsider | Reopens a vote just taken | Reconsider a vote | Yes | Yes, if the motion is debatable | Majority; mover voted on the winning side |
| Bring back: rescind or amend something adopted | Cancels or changes earlier action | Rescind a policy | Yes | Yes | Depends on notice and bylaws |
| Bring back: take from the table | Resumes a tabled question | Resume an item | Yes | No | Majority |
To rescind or amend, RONR sets a majority with previous notice, two-thirds without it, or a majority of the entire membership.
Table vs. postpone vs. refer to committee
These three Robert’s Rules motions confuse boards most. Lay on the table sets a question aside temporarily by majority vote, without debate, when something more urgent arises. Postpone to a certain time delays it to a stated time. The committee sends it to a smaller group for study.
Tabling cannot defeat a motion, because a majority may not suppress debate that way, according to the official FAQ. To end a motion without a direct vote, object to consideration before debate (two-thirds against) or postpone indefinitely (majority, but debate stays open).
“Friendly amendments”
A “friendly amendment” is an informal habit, not a RONR motion. Once the chair states a motion, it belongs to the assembly, so any amendment needs a vote or general consent. One objection to “Is there any objection?” requires a vote.
The 6-step process for making a motion: Robert’s Rules of Order simplified
Every motion follows the same six steps. The chair’s usual wording is in italics.
- A member makes the motion. “I hope that the board approves the revised budget.”
- Another member seconds. “I second the motion.”
- The chair states the motion. “It is moved and seconded that the board approves the revised budget. Is there any discussion?”
- Members debate. Each member may speak twice on a question on the same day.
- The chair puts the question to a vote. “Those in favor, say aye. Those opposed, say no.”
- The chair announces the result. “The ayes have it, and the motion is adopted.”
For Robert’s Rules of Order minutes, secretaries should record the exact wording of each main motion, who made it, and whether it passed. RONR says minutes record what was done, not what was said. IRS Form 990, Part VI, line 8 also asks whether the board documented meetings by the next meeting or within 60 days afterward, per the 2025 instructions. For more details, check our guide to nonprofit board meeting minutes.
Voting methods and how a majority is counted
A board can vote by voice, show of hands, roll call, ballot, or general consent. The table shows how each works.
| Method | How it works | When to use it | How to record it |
|---|---|---|---|
| Voice vote | Chair asks ayes, then noes | Routine motions | “Adopted” or “lost” |
| Show of hands or rising vote | Members raise hands or stand; chair counts | Unclear voice vote; two-thirds votes | Count for and against |
| Roll call | Each name is called, and the answer noted | Bylaws require it or the board orders it | Each name and vote |
| Ballot | Secret written votes counted by tellers | Required elections; sensitive questions | Totals only |
| General consent | Chair asks, “Is there any objection?” | Routine, uncontroversial items | “Adopted by general consent” |
For who may vote and how officers are elected, see our guide to nonprofit board voting procedures. For votes outside a meeting, read board voting by email. RONR does not treat separately collected approvals as board action, although bylaws or state law may allow written consent.
Majority, two-thirds, and abstentions
Under RONR, a majority is more than half of the votes cast, not 50 percent plus one. Two-thirds means at least two-thirds of the votes cast, so yes votes must be at least double the no votes. A tie fails because it is not a majority.
Abstentions are not votes and do not change a majority or two-thirds result. They act like no votes only if the rules require a majority of members present or of the entire membership, so check your bylaws. On a small board, the chair votes like any other member.
Robert’s Rules of Order quorum: how many members must be present?
A quorum is the minimum number of members who must be present to transact substantive business. The bylaws may specify the quorum; if they do not, RONR generally defaults to a majority of the membership.
If they are silent, RONR’s default is a majority of the members. A point of order can be raised if a quorum is lost.
Points and requests that do not need a vote
These requests need no second or vote.
- Point of order. A member names a rule being broken, such as no quorum. The chair rules at once. This is the Robert’s Rules point of order.
- Parliamentary inquiry or request for information. A member asks about the rules or about facts, such as the budget balance.
- Question of personal privilege. A member raises an urgent comfort or safety concern, such as noise in the room.
- Division of the assembly. After a voice vote, any member can call “Division,” and the chair retakes the vote by a show of hands.
Robert’s Rules for small boards: what you can relax
Under RONR 49:21, boards with about a dozen members or fewer present may relax formality. Robert’s Rules of Order for small boards allow:
- Members can raise a hand instead of standing and remain seated.
- Motions need no second.
- Members may speak any number of times, except on appeals.
- Informal discussion is allowed while no motion is pending.
- The chair may speak in discussion, make motions, and vote.
Quorum, voting thresholds, and minutes still apply, and every action still needs a vote unless the board gives general consent. RONR allows videoconference meetings only if the bylaws authorize them; see our guide to virtual board meetings.
Common Robert’s Rules mistakes nonprofit boards make
- Debating before there is a motion. Fix: ask for a motion first, unless small-board informal discussion applies.
- Skipping the chair’s restatement. Fix: state the question before debate and the vote.
- Using “table” to defeat a motion. Fix: postpone indefinitely or object to consideration.
- Ignoring the bylaws. Fix: keep quorum, notice, and vote rules at the table.
- Recording a paraphrase. Fix: write the motion exactly as adopted.
Order of business matters too. Under Robert’s Rules of Order agenda, a proposed agenda binds the meeting only after members adopt it. See our nonprofit board meeting agenda guide.
A sample exchange
Chair: “Next is the training budget.” Lee: “I move that the board adds $ 2,000 to use Robert’s Rules of Order. The rules apply only when the bylaws adopt them or the board uses them by custom. $2,000 to the training line, taken from the travel line.” Sam: “Second.” Chair: “It is moved and seconded to add $2,000 to training from travel. Is there any discussion?”
Ana: “I move to amend by changing $2,000 to $1,500.” Sam: “Second.” Chair: “Those in favor of the amendment, say aye.” The amendment passes. The chair then puts the motion as amended to a vote, and it passes.
Secretary’s record: Lee moved to add $1,500 to the training line, taken from the travel line, as amended by Ana (changing $2,000 to $1,500). Adopted.
Free printable Robert’s Rules of Order cheat sheet (PDF)
This Robert’s Rules of Order printable is a parliamentary procedure cheat sheet that puts the motion table, the six steps, and the vote thresholds on one page.
Running board meetings by Robert’s Rules with a board portal
A board portal can support these procedures in four ways. It can tie the agenda to the order of business, record motions and votes as they happen, track quorum as members join, and build minutes from the record. A secretary then has one clear account of what was moved and decided for the whole board. Features vary by vendor, so test each one in a demonstration against your bylaws and state law. Ask how the portal records motions, seconds, and abstentions, and whether it exports minutes. See how a board portal for nonprofits fits your meetings.
Compare nonprofit board portals
Final thoughts
Check your bylaws before applying any rule in this guide, because they override Robert’s Rules. Keep the cheat sheet at the table, and share it with new directors before their first meeting. Use the six steps for every motion so the minutes show what was decided. If a rule seems unclear, pause the meeting and check the manual or ask a registered parliamentarian instead of guessing.
For the full meeting flow from notice to adjournment, read our guide on how to run a nonprofit board meeting.
Frequently asked questions
Do nonprofits have to use Robert’s Rules of Order?
No. Nonprofits Robert’s Rules requirements depend on the organization’s bylaws and applicable state law. Robert’s Rules applies if the bylaws adopt it or the board follows it by established practice. In nonprofit board meetings, bylaws and state nonprofit law take precedence. Its core principles support orderly decision-making, majority rule, and minority rights
Is there a free PDF cheat sheet for Robert’s Rules?
Yes. Our free cheat sheet is a one-page quick reference covering common motions, a table of motion types, the six basic steps, and common voting thresholds. This simple cheat sheet is original work based on the current edition; for the complete rules, use the official manual rather than unofficial PDF copies.
Is there a version of Robert’s Rules for small boards?
Yes. RONR provides relaxed procedures for boards with about a dozen members or fewer present. The board chair may make motions and vote, and motions generally do not require a second. Confirming quorum still matters because quorum is the minimum number required to transact substantive business under the governing rules. A simple majority usually decides a question unless the bylaws or applicable rule requires a higher threshold.
What is the difference between tabling and postponing a motion?
Tabling temporarily sets a motion aside when more urgent business arises; postponing moves consideration to a specified time. Tabling is not intended to defeat vague motions or avoid a formal vote. A properly tabled matter may generally be taken up again within the permitted timeframe, including later in the same meeting.
How does calling the question work?
Shouting “Question!” does not end debate. A member must be recognized and move the previous question. The motion requires a second and a two-thirds vote, or unanimous consent, because it would limit debate and end further discussion.
If the Previous Question is adopted, the chair immediately puts the pending question to a vote. Affirmative votes and negative votes are then counted or otherwise determined under the applicable voting method, and the chair announces whether the motion carries.