What it's for
This construction meeting minutes template gives a superintendent or project manager one form to fill out at a job meeting: who called it, who showed up, what got discussed, who owns each action and when it's due. Use it for a weekly progress meeting, a safety meeting, an owner-architect-contractor meeting, or any other meeting worth a written record.
Fill in ITEM AND DISCUSSION and RESPONSIBLE under ITEMS before the meeting, and the same form works as a meeting agenda: everyone can see what's on the list and who owns it before they sit down. That includes a preconstruction meeting agenda sent to the owner, the architect and the subs ahead of time.
What's inside
Two Letter-size pages, with our logo, a credit link and the page number in each footer. The pale yellow boxes are yours to fill in, nothing on the form calculates, and it carries no payment, warranty, indemnity, lien or dispute wording.
The form opens on your letterhead, with MEETING MINUTES, Meeting no. and Date on the right.
MEETING holds five fields: PROJECT, LOCATION, CALLED BY, RECORDED BY and TIME.
ATTENDEES is a 12-row table: NAME, COMPANY and PRESENT, a box to check off for whoever's there, not a line to sign.
ITEMS is a second 12-row table under NO., ITEM AND DISCUSSION, ACTION, RESPONSIBLE and DUE, with NO. pre-printed 1 to 12 so a later meeting can cite an item by number. It runs across the page break onto page 2, and its header row repeats there so the five column labels stay in view.
Page 2 continues with OPEN ITEMS FROM EARLIER MEETINGS (four lines), NEXT MEETING (DATE, TIME, LOCATION) and DISTRIBUTION (two lines), ending in a signature block: PREPARED BY, with ruled lines for SIGNATURE, PRINTED NAME AND TITLE and DATE.
How to fill it in
- Replace YOUR LOGO and Your Company Name with your own, fill in the address and Phone · Email · License no., then enter Meeting no. and Date at the top.
- Under MEETING, fill in PROJECT, LOCATION, CALLED BY (who called the meeting), RECORDED BY (who takes the minutes) and the TIME it started.
- Under ATTENDEES, list each person's NAME and COMPANY, and mark the PRESENT box for whoever's actually there. The boxes are typed characters, not checkboxes you click: type an X over one, or tick it on paper.
- Under ITEMS, give each topic its own row: fill in ITEM AND DISCUSSION, the ACTION coming out of it, who's RESPONSIBLE and the DUE date.
- Keep ITEMS for what came up at this meeting. If something changes the cost or the schedule, note it under ACTION, but put the actual change on a change order form rather than leaving it as a line in the minutes. Our guide to change orders that get paid covers giving notice and pricing it.
- Under OPEN ITEMS FROM EARLIER MEETINGS, carry forward anything from a previous meeting that's still not closed out, by its meeting and item number, and drop it once it's resolved.
- Under NEXT MEETING, fill in DATE, TIME and LOCATION.
- Under DISTRIBUTION, list who gets a copy of the minutes.
- Sign under PREPARED BY: SIGNATURE, PRINTED NAME AND TITLE and DATE.
Running and recording the meeting
Keep each line under ITEM AND DISCUSSION short enough to read back out loud: what was raised and what was decided, not a transcript of who said what.
Give every item exactly one RESPONSIBLE name and one DUE date. An item split between two people, or with no date at all, tends to sit untouched until someone asks about it at the next meeting.
If a topic turns into a real question rather than something the room can settle on the spot, write it up on an RFI template instead of trying to resolve it in the minutes. An RFI log template keeps every RFI on the job in one place across meetings, and a submittal log template does the same for submittals.
Send the minutes to the people under DISTRIBUTION soon after the meeting, while memories of what was decided still match. Filing each meeting's copy in order gives you something to check the next one's OPEN ITEMS against.
Frequently asked questions
Does it calculate anything?
No. It's a blank form. Nothing on it adds up or checks a figure.
Does it work in Google Docs or Pages?
Both open .docx files, and this one has no macros, form fields or content controls. Each app lays out Word files its own way, so check where the ITEMS table breaks and that its header row repeats on page 2.
Can I add rows?
Yes. ATTENDEES and ITEMS are ordinary Word tables: click in a row and insert rows above or below it. The item numbers are typed, not automatic, so number any row you add. Added rows stay under the repeating header, and enough of them push the signature block onto a third page. Check the print preview.
Can I put my logo on it?
Yes. Delete the words YOUR LOGO at the top left and insert your logo there.
Is it legal advice?
No. The form records what was discussed and decided. It doesn't decide whether anything in the minutes counts as notice or changes your contract. If you want your terms reviewed, ask your attorney.