Construction site meeting minutes always follow the same structure: a header (project, date, meeting number), attendance, items discussed per trade, decisions, snags, then follow-up actions with an owner and a due date. A fixed template makes the document fast to write, easy to read, and hard to dispute.
What are site meeting minutes for?
Site meeting minutes are the official memory of the project. They record what was decided, by whom, and what remains to be done. Circulated to everyone after each meeting, they prevent misunderstandings, secure snag tracking, and serve as evidence if a disagreement arises.
The standard structure
1. The header
Project name, address, client, project manager, date, meeting number and the date of the next one. These details make each document easy to file and find.
2. The attendance list
Who was present, excused and absent, with their role (client, project manager, trades by package). Attendance is what makes decisions enforceable.
3. Items discussed, trade by trade
Go through each trade (structure, plumbing, electrics…) and note progress, issues and decisions. Numbering the items makes them easy to follow from one meeting to the next.
4. Snags (reserves)
Record the defects raised, the company responsible and the deadline to fix them. A snag stays open until it is cleared and verified.
5. Follow-up actions
Every decision becomes an action: what, who, by when. This is the most useful section — it turns the meeting into concrete, tracked commitments.
Common mistakes to avoid
- Writing from memory that evening. Details get lost; capture them on site.
- Leaving out the owner or due date of an action — it won't get followed up.
- Not numbering items and snags: they become impossible to track over time.
- Circulating too late. Useful minutes go out within 24–48 hours.
Good minutes don't narrate the meeting — they list traceable decisions and actions.
Frequently asked questions
What should site meeting minutes include?
A header (project, date, meeting number), attendance, items per trade, decisions, snags, and follow-up actions with an owner and a due date.
Who writes the minutes?
Usually the project manager or site supervisor who chairs the meeting, then circulates them to all attendees.
Are they legally binding?
When circulated and left uncontested within the stated period, they are taken as accepted, and serve as a record of decisions and snags.