Formal Meeting Agenda Template

A formal agenda and meeting minutes template for meetings conducted according to Robert's Rules of Order.

, Wednesday, August 17 (note)

Call to Order

A [meeting type] meeting of [organization name] was held on [date] at [location]. It began at [time] and was presided over by [chairperson’s name], with [secretary’s name] as secretary.

Attendance

Voting members

Guests

Members not in attendance

Approval of minutes

A motion to approve the minutes of the previous [date] meeting was made by [name] and seconded by [name].

Officer’s Reports

Other Reports

Main Motions

Motion by [name] and seconded by [name] that [state the motion here]. The motion [carried or failed] with [#] in favor and [#] against.

Announcements

Adjournment

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How to use this template

This formal meeting agenda template will guide you through the standard, specific agenda and procedure that formal meetings usually follow. It begins with a call to order, which signals the beginning of the meeting. The minutes take should, at that time, note all participants in attendance.

The first order of business in a formal meeting is to approve the minutes of the previous meeting (if there was one). Going over the meetings previous minutes helps remind all attendees of past decisions, and any open issues that may need to be revisited.

The main part of your formal meeting agenda is probably going to be taken up by reports, which are sections of the meeting where people lead presentations and discussions on specific issues. After the reports is the time to make decisions, which are presented to the group in the form of motions. If a motion is seconded, the voting members of the meeting will vote on the motion, with votes in favor or against the motion. Typically a majority vote is required for passage of a motion, although other amounts may be specified by your bylaws. You can also move to amend a motion on the floor, which also requires a majority vote.

Following motions, often organizations will set aside a portion of time for announcements—orders of business that require no discussion or decision. Then, the meeting ends with a motion to adjourn.

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