Form library · Construction and handover
Pre start meeting template
Record construction pre-start coordination, agreed responsibilities, outstanding information and actions before the planned work begins. View the questions, try the live form or download a blank PDF or Word copy.
Ready to use from the form library, and every question is yours to edit. Trial from £1, cancel any time.
Try it on your phone
Try it on this phone
Fill in the pre start meeting on your phone now
See how the pre start meeting looks on your phone
Scan the code with your phone camera. It opens the real form, no sign-up needed.
Open the live example and fill it in, just as your team would on site. No sign-up needed.
See it on this phoneEvery question is editable. Add this form to your account, then change the wording, add or remove questions and options, and make it fit your own jobs.
What does this template record?
A pre-start meeting template captures the work package, attendees, chair, planned start and the decisions needed before work begins. Record each topic with its supporting document, decision and follow-up owner or due date. It provides a coordination record alongside the project plan and site induction.
Last updated . Facts checked by the SiteSurvey team on 9 October 2026 against Smartsheet kickoff meeting templates.
How to make this record useful
Discussion and recorded decision
Programme and access: the delivery slot for the level 2 refurbishment is not yet confirmed. Logistics lead to obtain booking confirmation by 12 October; record the access reference when received. Do not describe the slot as agreed in the issued minutes.
Fictional example. Record the actual evidence and approved arrangements for your job.
A common recording mistake
“Discussed on site” does not tell an absent colleague what was agreed. Separate confirmed decisions from unanswered questions, and name an owner for each follow-up.
What happens next
Issue the minutes to the named participants, track outstanding actions and reference any updated drawings or plans. Meeting attendance does not replace the separate induction and briefing records needed for the job.
Try the pre start meeting form live
Answer a few questions and watch it adapt. Your answers are not saved, and any photos you add are deleted within the hour.
This is the real form as your team would use it: questions appear as you answer, scores work themselves out and you can add photos and signatures. No sign-up needed.
Want to see one filled in? See a completed pre start meeting report (PDF), made by SiteSurvey from a fictional site visit.
Every question in the pre start meeting template
Record construction pre-start coordination, agreed responsibilities, outstanding information and actions before the planned work begins. 3 sections and 22 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 or site: the project name
Meeting details
- Project or site*Short answerFills in from the project name
- Record reference*Short answer
- Record date*Date
- Prepared by*Short answer
- Work package*Short answer
- Planned start date*Date
- Attendees and organisations*Short answer
- Meeting chair*Short answer
Coordination record
- Topics and decisionsRepeat for each entry. Each one asks:
- Topic*Choose one
- Scope and drawings
- Programme and access
- Resources and logistics
- Site controls and permits
- Inspections and handover
- Other
- Discussion and recorded decision*Notes
- Supporting document referenceShort answer
- Is follow-up needed?*Choose one
- Yes
- No
- Follow-up action*Short answerShown when “Is follow-up needed?” is “Yes”
- Action owner*Short answerShown when “Is follow-up needed?” is “Yes”
- Due date*DateShown when “Is follow-up needed?” is “Yes”
- Outstanding start constraints or none*Notes
Distribution and follow-up
- Minutes issued to*Short answer
- Record status*Choose one
- Open
- Complete
- Next action or reason none is needed*Notes
- Responsible person*Short answer
- Reviewed byShort answer
- Reviewer acknowledgementSignature
See it filled in
A completed pre start meeting 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.
Pre start meeting FAQs
How does this differ from related templates?
This is the project or work-package coordination meeting record. The construction phase plan owns the management arrangements; induction records individual briefings.
Does the meeting record authorise work to start?
No. Record agreed actions and outstanding approvals. Follow the project’s separate permit, instruction and start-authorisation procedures.
Related
Related templates
Templates that go with the pre start meeting form
A construction phase plan record covering the team, programme, site rules, welfare, significant risks, emergency arrangements and revisions.
Site induction for a worker, contractor or new starter: topics covered, competence cards and training with expiry dates, PPE issued, questions and signatures.
A pre-construction information register with existing records, site constraints, significant risks, information gaps, recipients and issue revisions.
Use this pre start meeting form with your team
Add it from the form library in one click, change any question, and every completed form becomes a branded PDF report.
Start your trial →