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One of the basic rules for writing motions – proposals for action – is to write them in positive form. In other words, don’t use the word “not” in setting out what you plan to do.

If your city council doesn’t like the mayor’s proposed appointee to the planning commission, write a motion that says “that Ms. X be appointed to the planning commission,” and then vote it down. Do not phrase your motion this way:  “that the council does not approve the appointment of Ms. X.”

If your student senate wants to protest proposed cuts to the university budget, write a motion that says “we deplore these cuts” or “we condemn these cuts.” Do not phrase your motion to say “we do not approve of these cuts.”

And, if you’re a sports body that doesn’t choose to expand, your motion might say “that our conference expand to 14 teams” – and the board would then defeat the motion. This is clearer than saying “that our conference not expand” and then voting in favor, or, even more ambiguous, voting against. If we vote against not expanding, what action have we taken?

Phrasing motions in the positive helps keep everyone clear about what is intended. You can learn more about this in Robert’s Rules of Order Newly Revised 10^th edition, page 100.