How to record roll-call votes in minutes
Record a roll-call vote by listing each member’s name with their vote (yes, no, abstain, absent or recused), followed by the result and tally, for example “Motion carried 2-1.” Many states, including Pennsylvania and Michigan, require minutes to show how each member voted on every roll call.
Last updated October 11, 2026. General information, not legal advice; confirm with your solicitor.
Standard format
Variations
| Situation | How to write it |
|---|---|
| Unanimous voice vote | “Motion carried 5-0.” Where your state requires individual votes on roll calls, list each member even if all voted yes. |
| Abstention | “Kauffman – Abstain.” Note the stated reason if given, for example a conflict of interest. |
| Member absent | “Hershey – Absent.” The tally counts only votes cast, for example 2-0 with one absent. |
| Recusal | “Miller – Recused (stated a conflict of interest).” |
| Motion fails | “Motion failed 1-2.” |
| No second | “The motion died for lack of a second.” |
| Tie vote | “Motion failed 2-2.” A tie generally defeats a motion. |
Tips
- Call the roll in the same order every time and record it in that order.
- Use members’ surnames with titles consistently.
- If a vote is unclear on the recording, check it with the member before approval rather than guessing.
Questions
Do minutes need individual votes if the vote was unanimous?
It depends on your state and your board’s practice. Pennsylvania requires the vote of each member on every roll call vote; many boards list individual votes on all motions to be safe.
How do you write an abstention in minutes?
List the member with “Abstain,” and note the reason if stated. An abstention is not counted in the yes/no tally.
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