Meeting Agenda Format: Robert’s Rules Explained

Under Robert’s Rules of Order, a meeting agenda follows a standard format that moves from call to order through unfinished business to new business and adjournment. The exact order is fixed by the rules, but the chair can adapt it to the group’s needs as long as the core sequence is preserved.

What Robert’s Rules Says About Agendas

Robert’s Rules of Order (the current edition is the 12th, published in 2020) does not prescribe a single printed agenda template. Instead, it defines the order of business, which is the sequence of items a meeting must follow. The standard order is:

1. Call to order
2. Roll call (if required by the bylaws)
3. Reading and approval of minutes
4. Reports of officers, boards, and standing committees
5. Reports of special (ad hoc) committees
6. Special orders (items previously scheduled for a specific time)
7. Unfinished business and general orders
8. New business
9. Announcements
10. Adjournment

This order is the skeleton of any agenda. A written agenda is simply this sequence with specific items listed under each heading. The chair should follow it unless the assembly votes to change it, which requires a two-thirds vote (or unanimous consent) because it suspends the rules.

How to Write an Agenda That Follows the Rules

To turn the order of business into a usable agenda, list each item under the correct heading. For each item, include:

• The name of the person who will present or lead the item (e.g., “Treasurer’s Report – J. Smith”)
• The expected action (e.g., “motion to approve”, “discussion only”, “vote”)
• A time estimate, if the group uses timed agendas

Here is a simple example for a club meeting:

Sample Agenda (fictional)

• Call to Order – President
• Approval of Minutes – Secretary
• Officer Reports: Treasurer, Membership
• Committee Reports: Fundraising, Social
• Unfinished Business: Vote on new member dues
• New Business: Proposal for community outreach event
• Announcements
• Adjournment

Note that the agenda does not include “good and welfare” or “open forum” unless the group has adopted that as a standing rule. Under Robert’s Rules, such items are not part of the standard order.

Key Rules for Handling Agenda Items

Several rules directly affect how agenda items are handled:

• Only one main motion at a time. The chair must not allow discussion of a second item while one is pending.
• Amendments to an agenda require a two-thirds vote (or unanimous consent) because they change the order of business.
• Unfinished business refers to items that were pending when the previous meeting adjourned, not merely items that were discussed but not acted on. Items that were postponed to this meeting are “general orders.”
• New business is for items not previously considered. Members introduce them via a motion, which the chair then states before debate.

One common misconception is that the chair can skip items in the order of business. The chair must follow the order unless the assembly votes to set it aside. However, the chair can combine related items (e.g., all officer reports) with unanimous consent.

Common Problems and How to Avoid Them

The most frequent issues with agendas under Robert’s Rules are:

• Agenda too long or too short. A 10-line agenda for a 2-hour meeting is unrealistic; a 50-item agenda is unmanageable. Use time estimates and prioritize.
• Including discussion items that are not motions. Robert’s Rules assumes that items are brought up as motions. If the group wants to discuss an idea without a motion, it must adopt a motion to “take from the table” or “consider informally,” which is more complex than most groups expect.
• Putting “old business” on the agenda. The correct term is “unfinished business” and it only includes items that were pending or postponed. Items that were defeated or disposed of cannot be brought back under that heading.
• Not distributing the agenda in advance. Robert’s Rules does not require it, but it helps members prepare. Many groups send the agenda with the meeting notice.

How to Choose the Right Agenda Format

For most groups, the simplest approach is to photocopy the order of business from Robert’s Rules and fill in the blanks. But you can also use:

• Formal agenda – lists every item under the standard headings, used by boards and large assemblies.
• Consent agenda – groups routine items (e.g., approval of minutes, minor reports) into one item that is adopted by a single vote. This is not in Robert’s Rules itself but is a common parliamentary practice that many groups adopt as a special rule of order.
• Timed agenda – assigns a time limit to each item. This is a practical tool, but it is not part of Robert’s Rules; the assembly can still extend debate by a two-thirds vote.

If your group uses a consent agenda, you must adopt it as a special rule of order (usually in the bylaws or as a standing rule). Robert’s Rules does not provide for it automatically.

Template: Blank Agenda

Frequently Asked Questions

Do we have to follow the order of business exactly?

Yes, unless the assembly votes to change it. The chair can ask for unanimous consent to take items out of order, but if any member objects, a formal motion to suspend the rules (requiring two-thirds vote) is needed.

Can the chair add items to the agenda?

The chair does not have unilateral power to add items. Any member can introduce new business at the appropriate time, but the chair cannot skip the order of business to insert an item. The chair can suggest that an item be taken up, but it requires the assembly’s consent.

What is the difference between “unfinished business” and “old business”?

Robert’s Rules uses “unfinished business” only for items that were pending when the previous meeting adjourned or that were postponed to this meeting. “Old business” is not a term used in the rules; it often incorrectly includes items that were previously discussed but not acted on, which cannot be brought back without a motion to reconsider (if within the same session) or a new motion.

Can we skip the reading of the minutes?

The minutes must be read unless the assembly votes to dispense with the reading. Many groups use unanimous consent to skip the reading if minutes were distributed in advance, but a single member can request the reading.

How do we handle an item that is not on the agenda?

If a member wants to discuss something not on the agenda, they can raise it under new business. The chair must state the motion before debate. If the item is urgent and cannot wait, the assembly can suspend the rules to take it up early, but that requires a two-thirds vote.

Does Robert’s Rules require an agenda to be sent in advance?

No, Robert’s Rules does not require it. However, many groups have their own bylaws or standing rules that require an agenda to be distributed with the meeting notice. Check your governing documents.

Costs and Tools

There is no cost to using Robert’s Rules; the book itself is available in print or online. Many groups use free templates from websites, but be careful: some templates deviate from the standard order. For a formal group, it is best to copy the order of business directly from the rulebook. There are also paid apps and software that manage agendas and minutes, but they are not necessary for compliance.

Alternatives to Robert’s Rules

If Robert’s Rules feels too formal, your group can adopt a simpler parliamentary authority, such as Demeter’s Manual or The Standard Code of Parliamentary Procedure. These books use a similar order of business but with fewer technicalities. Alternatively, many small boards operate by informal consensus, but that is not recommended for groups that need to make binding decisions, as it can lead to confusion. If your group wants to use a consent agenda or other modifications, you must adopt them as special rules of order, which requires a two-thirds vote with previous notice.

Related

• Agenda for Meeting Sample: How to Write One
• Agenda and Minutes of Meeting Sample
• Finance Committee Meeting Agenda: How to Plan One