Free template
Construction site meeting minutes template
For progress meetings and site walks: safety first, then progress against the programme, what was decided, what is still open, and who does what before the next visit.
The template
Copy it, or download it and fill it in by hand.
Site meeting minutes
Issue the minutes to everyone present and to anyone named in an action. Unchallenged minutes are often taken as the agreed record.
| Project | Name and number. |
|---|---|
| Meeting | Progress meeting, site walk or coordination meeting. |
| Date and time | |
| Location | Site address or the area walked. |
| Weather | It matters for pours and roofing. |
| Chaired by | |
| Present | Name, company and role. |
Safety
Incidents and near misses since the last meeting.
Toolbox talk topic and open safety actions.
Progress against programme
| Area or trade | Planned | Actual | Notes |
|---|---|---|---|
| Level, zone or trade. | Where the programme says it should be. | Where it is. | Reason for any gap. |
Decisions
| Decision | Agreed by | Reference |
|---|---|---|
| One sentence each. | Name and company. | Time in the recording, drawing or instruction number. |
Issues and RFIs
| Ref | Issue | Owner | Needed by |
|---|---|---|---|
| RFI number. | The question or problem. | Who answers it. | The date work stops without it. |
Actions
| Action | Owner | Due |
|---|---|---|
| Starts with a verb. | One person. | Before the next visit, ideally. |
Next meeting
| Date, time and place |
|---|
The same template, filled in by Velkri
A 30-minute site walk, recorded on a phone
- Project
- Riverside Clinic renovation
- Meeting
- Site walk, Level 2
- Date and time
- 28 Oct 2026, 08:00
- Location
- Level 2, east wing
- Weather
- Dry, 14°C
- Chaired by
- Ravi Menon (site manager)
- Present
- Ravi Menon, Lena Ortiz (architect), Tom Hale (M&E), Sara Quinn (client)
Safety
- No incidents. One near miss: unsecured board at the east stair, fixed on the day.
Progress against programme
| Area or trade | Planned | Actual | Notes |
|---|---|---|---|
| L2 partitions | 100% | 90% | East corridor this week |
| L2 first fix M&E | 80% | 80% | On programme |
Decisions
| Decision | Agreed by | Reference |
|---|---|---|
| Level 2 doors: solid core, 30-minute fire rating | Sara Quinn (client) | Site walk, 06:12From: Site walk · 06:12 |
| Slab pour moves to Tuesday | Ravi Menon | Site walk, 14:40From: Site walk · 14:40 |
Issues and RFIs
| Ref | Issue | Owner | Needed by |
|---|---|---|---|
| RFI-031 | Door supplier lead time for fire-rated sets | Lena Ortiz | 4 NovFrom: Site walk · 09:30 |
Actions
| Action | Owner | Due |
|---|---|---|
| Order Level 2 door sets | Tom Hale | 31 OctFrom: Site walk · 07:05 |
| Confirm pump booking for Tuesday | Ravi Menon | 30 OctFrom: Site walk · 15:10 |
Next meeting
- Date, time and place
- 4 Nov 2026, 08:00, site office
Confirmed by Ravi Menon
Ravi recorded the walk on his phone. Velkri wrote it up in this format, proposed the decisions and actions, and every reference opens the recording at that moment.
How to use it
Four habits that make it work.
- 1
Start with safety
Incidents, near misses and open safety actions come first, every time, so they are never squeezed out by programme talk.
- 2
Check progress against the programme
Planned against actual for each area or trade, with a reason for every gap.
- 3
Record decisions with a reference
Who agreed, from which company, and a reference you can point to later: a drawing, an instruction number, or the moment in a recording.
- 4
Issue before the next shift
Send the minutes to everyone present and everyone named in an action, and ask for corrections within a set time.
Questions
Construction site meeting minutes
What should construction site meeting minutes include?
The project and meeting details, who was present (with company and role), safety, progress against the programme, decisions, issues and RFIs, and actions with owners and dates.
Can I record a site walk?
Yes, with everyone’s agreement. In Velkri you record on a phone and can add other phones as extra mics; the write-up follows the same format, with each decision linked to its moment.
Who should receive site meeting minutes?
Everyone who attended, everyone named in an action, and the client or their representative. Many contracts set a time limit for raising corrections.
Stop filling it in by hand.
Velkri takes the notes on your calls and in the room, proposes each decision and action, and your team confirms them.