A construction MoM template for site and coordination meetings

Minutes of Meeting (MoM) are the written record of what a meeting discussed, what it decided and who agreed to do what, by when. On a construction project they are the thread that connects one weekly meeting to the next: every open item is carried forward until somebody closes it.

Because they record agreements between parties — the architect, the PMC, consultants, contractors and the client — minutes are often relied on later as evidence of what was decided and when. That is the main reason to write them accurately and circulate them quickly.

This guide describes common practice. What minutes mean contractually depends on your contract, so check its terms or take legal advice if that matters for your project.

The template is laid out in the order a meeting runs. The header and attendance come first, then the items, then what is carried forward.

Project and meeting

Project name, meeting type (weekly coordination, design review, site progress) and a running meeting number, such as MoM-012.

Date, time and venue

When and where it was held — site office, client's office or online.

Attendees

Name, firm and discipline of everyone present, and who chaired. Note anyone expected who did not attend.

Distribution

Who receives the minutes, including people with actions who were not in the room.

Previous minutes

Confirmation that the last meeting's minutes were accepted, or the corrections agreed.

Item number

Meeting number plus item (12.1, 12.2) so an item can be quoted on a call or a drawing and traced back.

Item and location

What it is about and where on site — tower, floor, flat, room. "Kitchen electrical" is ambiguous on a 20-flat floor; "Residence 602 · Kitchen" is not.

Discussion and decision

One or two lines on what was agreed. Record the decision, not the conversation.

Action by

The firm and the person responsible. "Contractor" is not an owner; "Electrical agency — Rohan" is.

Due

A date, or a named milestone such as "before Thursday's pour".

Status

Open, closed, or waiting on someone — and on whom.

Drawing reference

The drawing number and revision the decision relies on, so nobody executes from a superseded sheet.

Carried forward and next meeting

Open items from earlier meetings, and the date, time and venue of the next one.

Sign-off

Who prepared and issued the minutes, and when.

Here is a weekly coordination meeting on a residential project, minuted with the template. The meeting was held in three languages; the minutes are in English.

Most templates assume one language, one company issuing the minutes and email as the only way they travel. Indian projects rarely work like that.

• Meetings mix languages. An architect may speak Gujarati, a consultant Hindi and the PMC English, all in one meeting. Minutes are usually written in English so every party reads the same record — but keep the original words where the exact phrasing of a commitment matters.
• The PMC usually chairs and issues the minutes. On projects without a PMC, the architect or the project manager on the client's side normally does. Agree who issues them at the first meeting, not after a dispute.
• Item numbers carry across meetings. An item raised as 9.3 and still open three weeks later should still be findable as 9.3, not reworded as a new item each week.
• Minutes travel on WhatsApp. A PDF in the project group reaches site faster than email ever will. Send the PDF rather than a photo of handwritten notes, so it can be searched and forwarded intact.
• Ask for acknowledgement. A short reply from each agency confirming its actions closes the gap between "it was minuted" and "they knew about it".

• Actions with no owner, or with "all" as the owner.
• No due date, so an item stays "ongoing" for months.
• No location, so the site has to call and ask which flat.
• No drawing revision, so work proceeds from a superseded sheet.
• Minutes written days later from memory, when nobody can contest them any more.
• Recording the debate instead of the decision.

A template makes minutes consistent. It does not make them quicker to write, or connect an action to the work it creates. That is what Space does with the meeting itself.

• Record the meeting in Space and speak in any language. The transcript keeps each speaker separate, in the language they spoke, with an English translation alongside.
• Space drafts the Minutes of Meeting and suggests the tasks, queries and decisions that came out of it, each quoting the line it came from.
• A person reviews every suggestion and decides whether it becomes work. Nothing is created automatically.
• Minutes are numbered, kept version by version and export as a PDF for the project group.