If you are responsible for taking minutes, you’ve likely frequently come across two terms: motions and resolutions. While they are closely related, it’s important to understand the differences and similarities.
Motions and resolutions are the beating heart of formal meetings. Making decisions is the primary purpose of many meetings. They are how they propose, debate and record decisions and conduct business.
But motions and resolutions are not the same thing, and we can’t treat them the same way when it comes to taking minutes.
- A motion is a proposal put to the meeting for the assembly’s consideration (for example, “I move that we approve the budget”). A resolution is essentially a particular form of main motion: it’s normally prepared in advance, more formal in wording (often beginning “Resolved, likely has a “whereas” clause, etc. …).
- In short, every resolution is a motion, but not every motion is a resolution. In my Minute Taking Made Easy workshops, I routinely joke that motions are easy, but resolutions need a law degree, so never volunteer to write one!
Motions: The Building Blocks of Decisions
- A motion is a proposal presented by a member (often a board or committee member) for consideration and debate during a meeting.
- A motion needs to be “seconded” by another member before it is discussed or voted on.
- Motions can be made verbally or provided in advance.
- The majority of routine decisions in meetings, such as scheduling, budget adjustments, or procedural changes, begin as motions for the group to consider.
- Not every motion is complex; some are as simple as “Motion to approve the minutes.”
Resolutions: Formalizing Key Decisions
- A resolution is essentially a formal motion that has been discussed, voted on, and adopted by the majority (or required proportion) of attendees.
- Once a motion is approved, particularly if it addresses significant policies, legal matters, or actions that must be documented for organizational records or external review, it is usually written as a resolution.
- Resolutions tend to be more detailed and formal. They are often drafted in advance and recorded in the minutes with specific wording.
- Common examples include resolutions to adopt policies, approve contracts, or enact organizational changes. Use a resolution when precise wording matters or when the decision will be part of the official corporate record or a legal action.
Key Differences
- A motion is a proposal for action; a resolution is the decision or result once the action has been agreed upon.
- Motions can be verbal and informal, while resolutions are written and formalized.
- Every resolution starts as a motion, but not all motions become resolutions. Only those passed by a vote and deemed significant enough to be recorded are formalized as resolutions.
Similarities
- Both are tools for decision-making and require majority approval (or as specified in the bylaws).
- Both are proposals that may be debated, amended, and voted on. Both require the chair to “put the question” and announce the results.
- Both should be recorded in the meeting minutes, including the name of the mover, the seconder, and, if appropriate, the voting results.
- Both serve as official records of decisions made during the meeting.
- Motions are recorded verbatim. We must record them exactly as was stated (even if the language used is very casual). Resolutions are prepared in advance to avoid confusion regarding their wording. And the wording is very formal (which seems outdated for a majority of corporate minutes). Some motions are also published in advance on the agenda. That doesn’t make them a resolution, though.
Practical minute-taking tips (speed + accuracy)
- Capturing the motion verbatim is essential. If possible, ask for the motion to be stated clearly so you can capture it, or request that any motions be sent in advance so you can include them on the agenda. I also recommend that, before voting in your meeting, you read back exactly what you have captured to ensure that everyone understands exactly what they are voting on.
- Attach written resolutions as attachments to the minutes and/or store them in the corporate records folder with cross-references (e.g., “Resolution 2025-07; see Appendix A”). Many organizations treat adopted resolutions as separate signed documents.
- Record only the necessary debate. Summarize key reasons for/against when it’s important for context (conflict of interest, legal concerns, dissenting reasons), but avoid verbatim debate transcripts unless required. That keeps minutes readable while preserving substance. Remember, “will it matter in two seconds, two minutes, two hours, two days, two weeks, two months, two years?”
Sample Motion
On a motion made by Jane Smith and seconded by John Doe,
“Approve the minutes of the previous meeting as circulated.“
Motion Carried.
This wording records who made and seconded the motion, as well as its outcome. The language is clear, concise, and standard for motions in meeting minutes.
Sample Resolution
On a motion made by Helen Back and seconded by Justin Time,
It was resolved that:
“The organization adopt the new workplace safety policy, as attached, effective immediately.”
See Attached Appendix A
Resolutions usually begin with the phrase “It was resolved that…” to formally capture the board or group’s decision, and detail the nature of the resolution, often following a motion and a successful vote. Both the motion and the resolution need you to summarize the accompanying discussion. Remember to capture what will matter in two hours, two days, two weeks, two months, two years.
Treat motions as the day-to-day engine of meetings and resolutions as the formally worded documents you’ll rely on later. For many of you, resolutions may not be necessary, as your meetings do not involve the level of decision-making that requires them. But, it’s good to know that you don’t need them and your group isn’t missing something they should be doing too!
The words are not interchangeable. They aren’t the same thing, so ensure that your minutes reflect your understanding as well.
Sources and further reading: Robert’s Rules of Order (official commentary), Jurassic Parliament (practical parliamentary guidance), Robert’s Rules For Dummies, BoardCloud/BoardBook guidance on minutes
Recent Comments