Construction meeting minutes template

Minutes built the way experienced PMs run them: every item numbered, old business carried forward until it is closed, and every action item with a name and a date next to it.

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Construction meeting minutes template
Template from Planium — planium.com
Project name
Project number
Meeting number
Date / time
Location / call link
Minutes prepared by
Next meeting (date / time)

How to use these minutes

Number items as meeting.item (e.g. 12.03 = meeting 12, item 3) and keep that number for the life of the item — it makes minutes searchable and stops issues from quietly disappearing between meetings.

Distribute within 24–48 hours with a standing note that the minutes stand as written unless corrections are raised by the next meeting. That one line turns the minutes into the agreed record of the project.

Attendees & distribution

NameCompanyRolePresent (Y/N)

+ 10 blank rows to fill in in the Word document

Old business

Carry every open item forward, with its original number, until it is marked closed in a meeting. Update the status each week — "no change" is a status too, and it is the one that gets items escalated.

Item #DescriptionResponsibleStatusDate raised

+ 8 blank rows to fill in in the Word document

New business

Record the decision or outcome, not the whole discussion. If an item needs follow-up, it also gets a row in the action items table below.

Item #DescriptionDiscussion / decisionResponsible

+ 6 blank rows to fill in in the Word document

Action items

Item #ActionOwnerDue dateStatus

+ 8 blank rows to fill in in the Word document

Minutes discipline

  • Minutes issued to all attendees and distribution list within 48 hours
  • Every open item has a number, an owner and a due date
  • Old business reviewed first, item by item, before new business
  • Decisions recorded with who made them, not just what was decided
  • Standing note included: minutes stand as written unless corrections are raised by the next meeting
  • Next meeting date and time confirmed and noted

Common questions

Who should take meeting minutes on a construction project?
Whoever runs the meeting — typically the GC’s project manager or project engineer for progress meetings, or the CM/architect for OAC meetings. The party that writes the minutes controls the record, which is exactly why you want it to be you, and why you should issue them fast.
How soon after the meeting should minutes go out?
Within 24–48 hours. Minutes issued a week later get ignored, and the correction window before the next meeting shrinks to nothing. A rough set of minutes issued the next morning beats a polished set issued Friday.
What is the difference between old business and new business?
Old business is every item raised in a previous meeting that has not been formally closed — it gets reviewed first, every meeting, with an updated status. New business is anything raised for the first time. The discipline of carrying old items forward is what keeps issues from dying silently.
What if someone disputes what the minutes say?
That is what the correction window is for: include a standing note that the minutes stand as written unless corrections are raised by the next meeting, and record any corrections in the next set of minutes. Disputes raised months later, after several uncorrected issues of the minutes, carry little weight.
What makes a good action item?
A verb, one owner and a date: "Smith to issue revised door schedule by 6/14." An action item assigned to "the design team" with no date is a discussion note, not an action item — and it will still be open in three meetings.

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