Purpose
Construction meeting minutes are the formal record of discussions, decisions, and actions from project meetings. They typically cover progress meetings, design team meetings, and site coordination meetings. Minutes are a contractual record. they document agreed actions, decisions, and instructions. If a dispute arises later, meeting minutes are among the first documents reviewed. Accurate, timely minutes are essential for project governance.
When to Use This Template
- For all formal project progress meetings (usually monthly or fortnightly)
- During design team meetings and coordination meetings
- For pre-start meetings with new subcontractors
- During client review meetings and stakeholder briefings
- For health and safety committee meetings
- Whenever decisions are made or instructions given that need a formal record
The Template
MEETING MINUTES
| Project Name: | [Enter project name] |
| Meeting Title: | [E.g. Progress Meeting No. 12] |
| Date: | [DD/MM/YYYY] |
| Time: | [Start time. End time] |
| Location: | [Site office / Teams / Boardroom] |
| Chaired By: | [Name, role] |
| Minutes By: | [Name, role] |
| Next Meeting: | [Date, time, location] |
1. Attendees
| Name | Company / Role | Initials | Present / Apologies |
|---|---|---|---|
| [Name] | [Client representative] | [XX] | [Present] |
| [Name] | [Architect] | [XX] | [Present] |
| [Name] | [Project Manager] | [XX] | [Present] |
| [Name] | [Site Manager] | [XX] | [Present] |
| [Name] | [Quantity Surveyor] | [XX] | [Apologies] |
| [Name] | [M&E Contractor] | [XX] | [Present] |
2. Previous Minutes and Matters Arising
| Item | Action from Previous Meeting | Owner | Status |
|---|---|---|---|
| [PM11/01] | [Issue updated fire strategy drawing] | [Architect] | [Complete / Outstanding / Carried forward] |
| [PM11/02] | [Confirm window delivery date] | [PM] | [Status] |
| [PM11/03] | [Submit revised drainage layout] | [Civils] | [Status] |
3. Programme Update
[Summary of current programme status. Are works on time? If not, what is the delay and recovery plan? Key milestones achieved and upcoming. Reference the current programme revision number.]
4. Design Matters
[Outstanding design information, RFIs submitted, drawing approvals pending, design changes discussed. List specific drawing numbers and dates required.]
5. Commercial Matters
[Payment status, variations submitted, valuations, cost report summary, any disputed items. Keep brief. detail should be in separate commercial reports.]
6. Health and Safety
[Any incidents since last meeting, safety observations, upcoming high-risk activities, audit results, training needs.]
7. Quality
[Inspections held, test results, non-conformances, samples approved or outstanding, benchmarks set.]
8. Subcontractor Reports
| Subcontractor | Status | Issues |
|---|---|---|
| [Groundworks] | [On programme / behind / complete] | [Any issues or notes] |
| [Structural] | [Status] | [Issues] |
| [M&E] | [Status] | [Issues] |
9. Any Other Business
[Record any other items discussed that do not fit above categories.]
10. Actions Summary
| Ref | Action | Owner | Due Date |
|---|---|---|---|
| [PM12/01] | [Describe specific action required] | [Initials] | [DD/MM/YY] |
| [PM12/02] | [Action] | [Initials] | [Date] |
| [PM12/03] | [Action] | [Initials] | [Date] |
| [PM12/04] | [Action] | [Initials] | [Date] |
| [PM12/05] | [Action] | [Initials] | [Date] |
Distribution
[List all persons who should receive a copy of these minutes. Include attendees and those who sent apologies. State whether minutes are issued for information or for action.]
Sign-Off
| Minutes Prepared By: | |
| Date Issued: | [Within 3 working days of meeting] |
| Confirmed as Accurate By: | [Chair to confirm at next meeting] |
How to Customise This Template
- Issue minutes within 3 working days of the meeting while discussions are fresh
- Use a consistent numbering system for action items that references the meeting number
- Record decisions precisely. who decided what, and any conditions or deadlines
- Do not record every word. focus on decisions, actions, and key discussion points
- Carry forward all outstanding actions from previous meetings until resolved
- Get the chair to confirm accuracy at the start of the next meeting
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