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Construction meeting minutes template
Minutes for the regular site progress meeting, taken on a phone or tablet in the meeting and issued as a PDF straight after. Record the meeting number, date and place, who attended and who sent apologies, and whether the last minutes were agreed. Then work through the standing agenda: health and safety, programme and progress, design and RFIs, procurement, quality, commercial and change, client matters and any other business. Each item keeps its reference number from meeting to meeting, with the discussion, the action, the owner, the due date and a status of new, open or closed, so nothing drops off the list. For the one-off meeting before a package starts, use the pre-start meeting template.
For project managers, site managers, clerks of works and client representatives who chair or minute progress meetings on building projects and need the actions tracked between meetings.
- Meeting number, attendees, apologies and absences counted, previous minutes agreed or amended
- Eight standing agenda sections, each with numbered items that carry forward
- Every item has discussion, action, owner, due date and a new, open or closed status
- Programme position against the contract completion date, with weeks ahead or behind
- Counts of new, open and closed items, next meeting date and two signatures
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What should construction meeting minutes include?
Good minutes are short and numbered. Each item keeps its reference from meeting to meeting, says what was agreed, who will do it and by when, and is either still open or closed with a reason. Anyone who missed the meeting can then see what is late and who owns it.
Last updated . Facts checked by the SiteSurvey team on 27 October 2026 against Construction (Design and Management) Regulations 2015, regulation 13 (legislation.gov.uk), Construction (Design and Management) Regulations 2015, regulation 14 (legislation.gov.uk) and HSE, Principal contractors: roles and responsibilities.
How to minute a construction progress meeting
Start from the last meeting's minutes, so every open item is on the agenda before anyone sits down.
Set up the meeting
Enter the meeting number, date, time, place and chair. List the people invited and mark each present, apologies or absent.
Agree the last minutes
Record whether the previous minutes were agreed, and note any amendments.
Carry forward open items
In each section, add the open items from the last minutes with the same reference number and status Open. Close the ones that are done and say how.
Record new items
Add new items with the next number in the section. Write the discussion briefly, then the action, the owner and the due date. Add photos where they help, such as a near miss or a quality issue.
Programme and figures
Record the programme revision, the contract and forecast completion dates, whether the job is ahead, on or behind, and the safety figures since the last meeting.
Close and issue
Check the counts of new, open and closed items, set the next meeting date, list who the minutes go to, and sign. Share the PDF report or a link.
What makes construction meeting minutes useful
Each item: reference, status, discussion, action, owner and due date
Item 4.2, Open, meeting 7: two weeks behind after wet ground at the foundations. Recovery plan: extra bricklaying gang from 27 October and roof steel brought forward. Action: issue programme rev D showing the recovery. Owner G. Fairclough, due 29 October.
Fictional example. Record the actual evidence and approved arrangements for your job.
A common recording mistake
Writing a narrative of who said what, with no owners or dates, and renumbering items at every meeting so nobody can tell whether item 4.2 was ever closed.
What happens next
Issue the minutes within a day or two, ask for corrections before the next meeting, and start the next agenda from the open items.
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Want to see one filled in? See a completed construction meeting minutes report (PDF), made by SiteSurvey from a fictional site visit.
Every question in the construction meeting minutes template
Minutes of a recurring construction progress meeting: meeting number, date and place, attendees and apologies, previous minutes agreed, then health and safety, programme and progress, design and RFIs, procurement, quality, commercial and change, client matters and any other business. Each item keeps its reference number between meetings, with the discussion, action, owner, due date and status (new, open or closed), counts of open and closed items, the next meeting and sign-off. 11 sections and 128 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project: the project name
- Site address: the site address, from the space or the project
- Client: the project's customer
Meeting details and attendance
- ProjectShort answer
Filled in from the project in SiteSurvey.
Fills in from the project name - Site addressShort answerFills in from the site address, from the space or the project
- ClientShort answerFills in from the project's customer
- Location (GPS)Short answer
- Meeting date*Date
- Minutes taken by*Short answer
- Meeting number*Number
- Meeting*Choose one
- Site progress meeting
- Client progress meeting
- Contractor and subcontractor progress meeting
- Design team meeting
- Other
- Start timeTime
- PlaceShort answer
For example site cabin, or online.
- Chair*Short answer
- Contract or job numberShort answer
- Date of the previous meetingDate
- Attendees and apologiesRepeat for each person. Each one asks:
- Name*Short answer
- OrganisationShort answer
- RoleShort answer
- Attendance*Choose one
- Present
- Apologies
- Absent
- PresentWorked out by the form
- ApologiesWorked out by the form
- AbsentWorked out by the form
Previous minutes
- Minutes of the previous meeting*Choose one
- Agreed as a true record
- Agreed with the amendments below
- Not agreed
- First meeting: none
- Amendments*NotesShown only when the answers above make it relevant
- GuidanceMatters arising sit in the sections that follow: copy each open item from the last minutes with its reference number and status Open, and close it when it is done.
Health and safety
- GuidanceProjects in Great Britain. Where there is more than one contractor, the principal contractor must organise cooperation between contractors and coordinate their implementation of health and safety requirements (CDM 2015 regulation 13(3)), and make arrangements for workers to cooperate and be consulted on health, safety and welfare (regulation 14). The meeting can record how that is being done; it is not the whole of it.
- Accidents since the last meetingNumber
- Of which reportable under RIDDORNumber
- Near misses reportedNumber
- Site safety inspections doneNumber
- Site inductions givenNumber
- Health and safety itemsRepeat for each item. Each one asks:
- Item ref*Short answer
Keep the same number at every meeting, for example 4.2.
- Status*Choose one
New: raised at this meeting. Open: carried forward. Closed: done or noted.
- New
- Open
- Closed
- Discussion*Notes
- ActionNotes
Leave blank for an item noted for information.
- OwnerShort answerShown when “Action” is answered
- Due byDateShown when “Action” is answered
- PhotosPhotos
- NewWorked out by the form
- OpenWorked out by the form
- ClosedWorked out by the form
Programme and progress
- Programme revisionShort answer
- Contract completion dateDate
- Forecast completion dateDate
- Against the programme*Choose one
- Ahead
- On programme
- Behind
- By how many weeksNumberShown only when the answers above make it relevant
- Work complete (%)Number
- Average labour on site this periodNumber
- Work done since the last meetingNotes
- Work planned before the next meetingNotes
- CheckBehind programme: record the cause, the recovery plan and who owns it as items below.Shown when “Against the programme” is “Behind”
- Programme and progress itemsRepeat for each item. Each one asks:
- Item ref*Short answer
Keep the same number at every meeting, for example 4.2.
- Status*Choose one
New: raised at this meeting. Open: carried forward. Closed: done or noted.
- New
- Open
- Closed
- Discussion*Notes
- ActionNotes
Leave blank for an item noted for information.
- OwnerShort answerShown when “Action” is answered
- Due byDateShown when “Action” is answered
- PhotosPhotos
- NewWorked out by the form
- OpenWorked out by the form
- ClosedWorked out by the form
Design and RFIs
- RFIs awaiting a replyNumber
- Design and RFIs itemsRepeat for each item. Each one asks:
- Item ref*Short answer
Keep the same number at every meeting, for example 4.2.
- Status*Choose one
New: raised at this meeting. Open: carried forward. Closed: done or noted.
- New
- Open
- Closed
- Discussion*Notes
- ActionNotes
Leave blank for an item noted for information.
- OwnerShort answerShown when “Action” is answered
- Due byDateShown when “Action” is answered
- NewWorked out by the form
- OpenWorked out by the form
- ClosedWorked out by the form
Procurement
- Procurement itemsRepeat for each item. Each one asks:
- Item ref*Short answer
Keep the same number at every meeting, for example 4.2.
- Status*Choose one
New: raised at this meeting. Open: carried forward. Closed: done or noted.
- New
- Open
- Closed
- Discussion*Notes
- ActionNotes
Leave blank for an item noted for information.
- OwnerShort answerShown when “Action” is answered
- Due byDateShown when “Action” is answered
- NewWorked out by the form
- OpenWorked out by the form
- ClosedWorked out by the form
Quality
- Quality itemsRepeat for each item. Each one asks:
- Item ref*Short answer
Keep the same number at every meeting, for example 4.2.
- Status*Choose one
New: raised at this meeting. Open: carried forward. Closed: done or noted.
- New
- Open
- Closed
- Discussion*Notes
- ActionNotes
Leave blank for an item noted for information.
- OwnerShort answerShown when “Action” is answered
- Due byDateShown when “Action” is answered
- PhotosPhotos
- NewWorked out by the form
- OpenWorked out by the form
- ClosedWorked out by the form
Commercial and change
- CheckRecord instructions and changes by their reference number. The minutes are not an instruction: changes are instructed and valued under the contract.
- Commercial and change itemsRepeat for each item. Each one asks:
- Item ref*Short answer
Keep the same number at every meeting, for example 4.2.
- Status*Choose one
New: raised at this meeting. Open: carried forward. Closed: done or noted.
- New
- Open
- Closed
- Discussion*Notes
- ActionNotes
Leave blank for an item noted for information.
- OwnerShort answerShown when “Action” is answered
- Due byDateShown when “Action” is answered
- NewWorked out by the form
- OpenWorked out by the form
- ClosedWorked out by the form
Client matters
- Client matters itemsRepeat for each item. Each one asks:
- Item ref*Short answer
Keep the same number at every meeting, for example 4.2.
- Status*Choose one
New: raised at this meeting. Open: carried forward. Closed: done or noted.
- New
- Open
- Closed
- Discussion*Notes
- ActionNotes
Leave blank for an item noted for information.
- OwnerShort answerShown when “Action” is answered
- Due byDateShown when “Action” is answered
- NewWorked out by the form
- OpenWorked out by the form
- ClosedWorked out by the form
Any other business
- Any other business itemsRepeat for each item. Each one asks:
- Item ref*Short answer
Keep the same number at every meeting, for example 4.2.
- Status*Choose one
New: raised at this meeting. Open: carried forward. Closed: done or noted.
- New
- Open
- Closed
- Discussion*Notes
- ActionNotes
Leave blank for an item noted for information.
- OwnerShort answerShown when “Action” is answered
- Due byDateShown when “Action” is answered
- NewWorked out by the form
- OpenWorked out by the form
- ClosedWorked out by the form
Summary, next meeting and sign-off
- Items minutedWorked out by the form
- NewWorked out by the form
- Open (carried forward)Worked out by the form
- ClosedWorked out by the form
- Items to carry to the next meetingWorked out by the form
- ResultWorked out by the form
- Next meeting date*Date
- TimeTime
- PlaceShort answer
- Minutes issued to*Short answer
Everyone invited, plus anyone with an action.
- Issued onDate
- GuidanceAsk for corrections before the next meeting, where the minutes are agreed as item 2.
- Key points for people who were not thereNotes
- Minutes taken byShort answer
- Minutes taken by: signature*Signature
- ChairShort answer
- Chair signatureSignature
See it filled in
A completed construction meeting minutes report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
Construction meeting minutes FAQs
Is a progress meeting the same as a pre-start meeting?
No. A pre-start meeting happens once, before a contractor or work package starts, to agree scope, access and site controls. A progress meeting repeats through the job, usually on a fixed cycle, and tracks the same open items until they close. Use the pre-start meeting template for the first and this form for the second.
How do you carry actions forward between meetings?
Give each item a number within its section, such as 4.2, and keep that number for as long as the item is open. At the next meeting, add the open items again with status Open, close the ones that are done and say how, and give new items the next free number. The form counts new, open and closed items so you can see what carries forward.
Does CDM 2015 require progress meetings?
We did not find a requirement in CDM 2015 to hold progress meetings or keep minutes. On a project with more than one contractor, the principal contractor must organise cooperation between contractors and coordinate their implementation of health and safety requirements (regulation 13(3)), and make arrangements for workers to cooperate and be consulted on health, safety and welfare (regulation 14). A standing health and safety item in the progress meeting is one place to record how that is going.
Sources: Construction (Design and Management) Regulations 2015, regulation 13 (legislation.gov.uk), Construction (Design and Management) Regulations 2015, regulation 14 (legislation.gov.uk) and HSE, Principal contractors: roles and responsibilities.
Who should attend a site progress meeting?
Usually the main or principal contractor's project and site managers, the client or their representative, the architect or lead designer, and the cost consultant, with key subcontractors and services engineers invited when their work is on the agenda. Record everyone invited, so apologies and absences show in the minutes.
Are the minutes an instruction to change the work?
Do not rely on them as one. Record the reference of any instruction or change discussed, but issue and value changes the way your contract sets out. The commercial and change section of the form reminds whoever takes the minutes of this.
How do I send the minutes out?
When the minutes are signed in SiteSurvey, download the PDF report or share a link to the record with the people on the distribution list. Photos taken in the meeting or on the walk round print with their items.
Related
Related templates
Templates that go with the construction meeting minutes form
Record construction pre-start coordination, agreed responsibilities, outstanding information and actions before the planned work begins.
Site diary for one day: weather, labour and plant, work done by area, deliveries, delays, instructions, safety and the plan for tomorrow, with photos.
Raise one construction clarification with controlled drawing references, the question, response and next action.
Record a proposed change to an identified scope, its supporting evidence and the named decision.
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