Construction meeting minutes template (Word, free)

What’s in the template

The minutes open with these details:

• Project
• Contract reference
• Meeting number
• Date
• Time
• Location (site office)
• Chair
• Minutes taken by
• Present (name, company, role)
• Apologies
• Distribution

Then the body follows the meeting in this order:

1. 1. Previous minutes — Record that the previous minutes were accepted, or list the amendments requested in writing and by whom.
2. 2. Safety — Always first. Record facts and the status of any investigation; do not record opinions about fault.Incidents and near-misses since last meeting: · Toolbox talks held: · Inductions this period: · Inspections and observations: · Outstanding safety actions:
3. 3. Progress against programme — Compare with the current approved programme. Record the figures and the critical path position, not the discussion of why.Planned percent complete: · Actual percent complete: · Activities completed this period: · Activities planned next period: · Critical path status: · Days ahead / behind programme:
4. 4. Delays and weather — Record days lost this period and cumulatively, the cause, and any notice given under the contract.Days lost to weather this period / cumulative: · Other delay events and cause: · Notices given (date, clause if known):
5. 5. Requests for information (RFIs) — Open RFIs with the date raised and the date a response is due. Overdue responses are a delay record.RFI no.: · Subject: · Raised: · Response due: · Status:
6. 6. Submittals and samples — Every submittal in review, with its status.Submittal: · Submitted: · Status (approved / approved as noted / revise and resubmit / rejected):
7. 7. Change orders and variations — Each change with its cost and time effect and its approval status. A change discussed is not a change approved; record who approves and whether they have.CO no.: · Description: · Cost: · Time: · Status (raised / priced / approved / rejected):
8. 8. Quality and inspectionsInspections held and results: · Non-conformances open: · Hold points upcoming:
9. 9. Design and information — Current drawing register revision and any information the contractor is waiting for.
10. 10. Commercial and paymentsProgress claim no. and period: · Amount claimed / certified: · Retention held: · Payment due date:
11. 11. Procurement and subcontractors — Long-lead items, deliveries expected, subcontractor start dates.
12. 12. Actions and next meeting — Number actions as meeting number dot item: 14.01, 14.02. Carry open actions forward under their original number.

At the end: action items and open rfis and submittals, as tables you can keep across meetings.

The template

Download it as a Word file, or copy the text version into your own document.

Construction Site Meeting Minutes

Project: 
Contract reference: 
Meeting number: 
Date: 
Time: 
Location (site office): 
Chair: 
Minutes taken by: 
Present (name, company, role): 
Apologies: 
Distribution: 

1. Previous minutes
   [Record that the previous minutes were accepted, or list the amendments requested in writing and by whom.]

2. Safety
   [Always first. Record facts and the status of any investigation; do not record opinions about fault.]
   Incidents and near-misses since last meeting:
   Toolbox talks held:
   Inductions this period:
   Inspections and observations:
   Outstanding safety actions:

3. Progress against programme
   [Compare with the current approved programme. Record the figures and the critical path position, not the discussion of why.]
   Planned percent complete:
   Actual percent complete:
   Activities completed this period:
   Activities planned next period:
   Critical path status:
   Days ahead / behind programme:

4. Delays and weather
   [Record days lost this period and cumulatively, the cause, and any notice given under the contract.]
   Days lost to weather this period / cumulative:
   Other delay events and cause:
   Notices given (date, clause if known):

5. Requests for information (RFIs)
   [Open RFIs with the date raised and the date a response is due. Overdue responses are a delay record.]
   RFI no.:
   Subject:
   Raised:
   Response due:
   Status:

6. Submittals and samples
   [Every submittal in review, with its status.]
   Submittal:
   Submitted:
   Status (approved / approved as noted / revise and resubmit / rejected):

7. Change orders and variations
   [Each change with its cost and time effect and its approval status. A change discussed is not a change approved; record who approves and whether they have.]
   CO no.:
   Description:
   Cost:
   Time:
   Status (raised / priced / approved / rejected):

8. Quality and inspections
   Inspections held and results:
   Non-conformances open:
   Hold points upcoming:

9. Design and information
   [Current drawing register revision and any information the contractor is waiting for.]

10. Commercial and payments
   Progress claim no. and period:
   Amount claimed / certified:
   Retention held:
   Payment due date:

11. Procurement and subcontractors
   [Long-lead items, deliveries expected, subcontractor start dates.]

12. Actions and next meeting
   [Number actions as meeting number dot item: 14.01, 14.02. Carry open actions forward under their original number.]

Action items
Action no. | Raised (meeting) | Action | By (company) | Due | Status

Open RFIs and submittals
Ref. | Subject | Raised | Due | Status

Example: filled-in construction meeting minutes

What the template looks like once it’s been used. The organisation and people are made up.

Open RFIs and submittals

Action items

Tips for construction meeting minutes

• Issue the minutes within two or three working days and state the correction period in the distribution line of every set.
• List attendees by company and role every time, even when it is the same people. The minutes may be read by someone who does not know who Dermot is.
• Record both parties' positions on a delay as positions, with the date each was stated. Do not resolve the disagreement in the minutes.
• Keep RFI and submittal registers as attachments and minute only the items that changed or are overdue.
• Use the action numbering meeting.item from the first meeting onward, and never reuse a number.
• Photograph the whiteboard or the marked-up programme used in the meeting and file it with the minutes.

Related templates

• Project meeting minutes template — The weekly status record: where each workstream stands, which milestones moved, what changed on the risk log and what was decided.
• Safety committee minutes template — The monthly safety committee record: incidents, near-misses, inspections, hazard reports and a corrective actions register that stays open until verified.
• Project kickoff meeting template — The one meeting where scope, roles and how the project will communicate are written down before anyone starts work.
• Business meeting minutes template — A simple, professional format for any business meeting: agenda items with discussion, decision and action, and next steps.
• All meeting minutes templates

Or let the notes write themselves

A template helps when you’re the one typing. If you’d rather not be, an AI note taker can draft the summary and action items for you. Most send a bot into the call; QuietNote captures from your own computer instead, so nothing joins the meeting and you decide when capture starts. It’s in private beta. Whatever you use, read the draft before you send it, and tell attendees you’re recording where the rules require it.