Free construction site meeting minutes template
Site meeting minutes keep the contractor, subcontractors, the design team and the owner working from the same list. This template follows the usual order of a weekly site or OAC meeting and keeps a numbered open items log that carries from one meeting to the next until each item is closed.
Paste it into Google Docs, Word, Notion or an email. Replace the [brackets].
Updated by the Acta team
Construction site meeting minutes template
Meeting
Project: [name and number] | Meeting no.: [ ] | Date: [date] | Location: [site / link]
Chair: [name] | Minutes by: [name]
Attendees
[Name] | [Company] | [Role: contractor, subcontractor, architect, engineer, owner's rep]
Safety
Incidents or near misses since last meeting: [ ]
Toolbox talk topic: [ ] | Site safety issues: [ ]
Progress and schedule
Work completed: [ ]
Against the schedule: [on track / days ahead / days behind, and why]
Look-ahead (next two to three weeks)
[Activity] | [Trade] | [Planned dates]
RFIs and submittals
RFI [no.]: [subject] | Status: [open / answered] | Needed by: [date]
Submittal [no.]: [item] | Status: [ ]
Change orders and costs
[CO no.]: [description] | Status: [pending / approved] | Cost and time impact: [ ]
Quality and inspections
Inspections passed or scheduled: [ ] | Defects to fix: [ ]
Site logistics
Deliveries, access, cranes, neighbours, weather: [ ]
Open items log
[Item no.] | [Description] | Owner: [company / name] | Due: [date] | Status: [open / closed]
Next meeting
[date and time] | Corrections to these minutes by: [date]
How to use this template
- Number items by meeting and line (for example 12.03) and keep each number until the item is closed.
- Give every open item one owner company and a date.
- Put safety first on every agenda.
- Send minutes within a day and give attendees a deadline for corrections; after that, they stand as the record.
- Attach photos and drawings by reference rather than describing them at length.
Skip the typing
Acta records your Zoom, Google Meet and Teams meetings, with or without a bot, and writes the notes for you: a summary, decisions, next steps and action items with owners, next to the transcript. Free for 15 days.
Let Acta fill in the template for you
Acta writes the transcript with speaker names, the summary and the action items for you. No notetaker joins the call. Free for 15 days.
Acta desktop app for Windows and Mac
Records Zoom, Microsoft Teams or any calling app from your own computer. It opens by itself when a Zoom or Teams meeting starts, and your screen is never recorded.
Download the desktop appActa Chrome extension
One click from the meeting tab in Google Meet, or Zoom and Teams in Chrome. Nothing else to install, so it works on a work laptop where you can't add apps.
More free meeting templates
Frequently asked questions
Related:
What is an OAC meeting?
An Owner-Architect-Contractor meeting: a regular meeting, often weekly, where the owner, the design team and the contractor review progress, cost, schedule and open issues.
What should construction meeting minutes include?
Attendees, safety, progress against the schedule, the look-ahead, RFIs, submittals, change orders, inspections, site logistics and an open items log with owners and dates.
Who writes site meeting minutes?
Usually the general contractor's project manager or the architect, depending on the contract.
How do I record a site meeting held in person?
Tell everyone first, then record on your phone. Acta's mobile app records in-person meetings and writes the notes and action items afterwards.
Is this construction site meeting minutes template free?
Yes. Copy it into Google Docs, Word, Notion or an email and use it as often as you like. No sign-up needed.
Can AI fill in the construction site meeting minutes for me?
Yes. Acta records the meeting on Zoom, Google Meet or Microsoft Teams, with or without a bot, or in person with the mobile app, and writes the notes, decisions and action items with owners afterwards. Anything the meeting didn't cover is left out, not made up.