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Templates / Industry and operations

Weekly construction (OAC) meeting

Construction meeting minutes template

Construction meeting minutes record the weekly owner, architect and contractor (OAC) meeting: safety, progress against the schedule and look-ahead, open RFIs and submittals, pending changes, inspections and site coordination. Every open issue gets a number and stays in the log, with who is responsible, until it is closed. Send the minutes within a day or two and ask for corrections by a date; what an uncorrected set of minutes counts for is up to your contract.

Best forGeneral contractors, project managers, owner's reps and architects on active projects

Meeting length45 to 90 minutes, weekly

SectionsAttendance by company, safety, schedule and look-ahead, RFIs, submittals, changes, inspections, site coordination, open items log

FormatsGoogle Docs, Word, Notion, Markdown

Word Markdown

[Project] weekly construction meeting minutes, meeting no. [ ].docx

[Project] weekly construction meeting minutes, meeting no. [ ]

Date and time Location Prepared by Distribution

Attendance

Name	Company	Role
	Owner / Architect / Contractor / Sub

Safety

Incidents or near misses since last meeting
Open safety items on site
Toolbox talk topic this week

Schedule and three-week look-ahead

Status against baseline and substantial completion date: Slipped activities, cause and recovery plan:

Week of	Planned work	Inspections or milestones

RFIs

No.	Subject	Sent	Answer due	Ball in court	Status
					Open / Answered / Closed

Submittals

No.	Item	Submitted	Status	Lead time or note
			Under review / Approved / Approved as noted / Revise and resubmit / Not yet submitted

Changes

No.	Description	Amount	Status
PCO or CO number			Pricing / Under review / Approved / Executed / Disputed

Quality, inspections and site coordination

Inspections passed, failed or requested
Shutdowns, deliveries, access and neighbor issues

Open items log

Item	Description and latest note	Responsible	Due	Status
Meeting.line, e.g. 12.03				Open / Closed

Next meeting

Date, time, location.

Corrections

These minutes are the preparer's understanding of the meeting. Send corrections to [name] by [date]. Sent to: [names], on [date]. How long people have to object, and what uncorrected minutes count for, follow the contract: [clause, or "not addressed"].

Word MarkdownPastes into Google Docs, Word or Notion with headings and tables intact.

Word Markdown

Weekly construction meeting agenda.docx

Weekly construction meeting agenda

Project Meeting no. Date and time LocationSite trailer or video callSent aheadLast minutes, RFI log, submittal log, change log, three-week look-ahead

Item	Owner	Time	What we need to leave with
Attendance and corrections to last minutes	Contractor PM	5 min	Last minutes accepted or corrected
Safety	Superintendent	5 min	Open safety items have an owner
Schedule status and three-week look-ahead	Superintendent	15 min	Slips explained, recovery plan agreed, inspections requested
RFIs	Contractor PM	10 min	A due date and ball-in-court for each open RFI
Submittals	Contractor PM	10 min	Long-lead items flagged, review dates agreed
Changes: PCOs and change orders	Contractor PM and owner's rep	10 min	Status and next step on each pending change
Quality, inspections and site coordination	Superintendent	5 min	Dates for inspections, shutdowns and deliveries
Open items log review	Contractor PM	8 min	Each item: closed, updated or reassigned
Next meeting	Contractor PM	2 min	Date confirmed

Word MarkdownPastes into Google Docs, Word or Notion with headings and tables intact.

Brookfield Elementary library addition, meeting no. 14

Filled-in example

Brookfield Elementary library addition, meeting no. 14

Date and timeTuesday, October 27, 2026, 10:00 amLocationSite trailerPrepared byBrian Teller, Summit Line ConstructionDistributionAll attendees, plus Kessler Ward Architects office file

Attendance

Name	Company	Role
Linda Marsh	Brookfield School District	Owner's rep, facilities
Nora Kessler	Kessler Ward Architects	Project architect
Brian Teller	Summit Line Construction	Project manager
Carl Ruiz	Summit Line Construction	Superintendent
Pete Lang	Delta Air Mechanical	Mechanical foreman

Safety

No incidents or near misses since meeting 13.
Gap in the perimeter fence at the north gate, next to the playground side. See 14.01.
Toolbox talk this week: cold weather and wet surfaces.

Schedule and three-week look-ahead

Substantial completion of February 12, 2027 still holds. Roof deck is 3 days behind after 4 rain days in October. Recovery plan: Saturday work on October 31, approved by Linda Marsh for site access.

Week of	Planned work	Inspections or milestones
Oct 26	Finish roof deck, start roofing membrane, mechanical rough-in in east wing	None
Nov 2	Roofing membrane, plumbing and electrical rough-in	Framing inspection requested for Nov 5
Nov 9	Roof complete, start exterior sheathing	Above-ceiling rough-in inspection, date to request

RFIs

No.	Subject	Sent	Answer due	Ball in court	Status
RFI-021	Supply duct conflicts with beam at grid C-4	Oct 15	Oct 22	Architect	Open, overdue. Nora expects an answer by Oct 29. Delta is holding that run.
RFI-022	Door hardware set at library entry	Oct 16	Oct 23	None	Answered Oct 23. Closed.
RFI-023	Location of the district IT rack	Oct 26	Nov 2	Owner	Open

Submittals

No.	Item	Submitted	Status	Lead time or note
S-08	Roofing membrane	Resubmitted Oct 20	Approved as noted, Oct 26	Material on site Oct 30
S-11	Light fixtures	Oct 13	Under review	10-week lead time. Needs approval by Nov 3 to hold the ceiling schedule.
S-12	Carpet tile	Not yet submitted	Not yet submitted	Summit to submit by Nov 3

Changes

No.	Description	Amount	Status
PCO-006	Twelve additional data drops requested by the district	$4,860	Pricing submitted Oct 19. Waiting on owner approval.
PCO-007	Rock removal at north footing	$11,200	Disputed. Architect reviewing against the unit prices in the contract.
CO-03	Relocate fire alarm panel	$2,150	Executed Oct 20

Quality, inspections and site coordination

Underground plumbing inspection passed Oct 21.
Special inspection report for steel welding still not received from the testing agency. Brian following up.
Power shutdown for the electrical tie-in set for Saturday, November 7, 7:00 to 11:00 am. District to notify the school. See 13.02.

Open items log

Item	Description and latest note	Responsible	Due	Status
11.04	Confirm library furniture delivery date with the district's vendor. Carried from meeting 11, no date yet.	Linda Marsh	Nov 10	Open
13.02	Shutdown for tie-in. Date set for Nov 7. District notice to families and staff still needed.	Linda Marsh	Nov 2	Open
13.05	Revised door schedule after RFI-022	Nora Kessler	Oct 23	Closed, issued Oct 23
14.01	Repair fence gap at north gate	Carl Ruiz	Oct 28	Open
14.02	Who pays the $375 city re-inspection fee after the sidewalk forms failed inspection on Oct 14. Not settled.	No owner yet	Nov 3 (meeting 15)	Open

Next meeting

Meeting no. 15: Tuesday, November 3, 2026, 10:00 am, site trailer.

Corrections

These minutes are the preparer's understanding of the meeting. Send corrections to Brian Teller by Monday, November 2, 2026. Sent to all attendees by email on October 28, 2026. How long people have to object, and what uncorrected minutes count for, follow the contract: not addressed in this project's contract.

Brookfield Elementary, the school district, Kessler Ward Architects, Summit Line Construction, Delta Air Mechanical and all people named are a fictional sample.

Best forGeneral contractors, project managers, owner's reps and architects on active projects

Meeting length45 to 90 minutes, weekly

SectionsAttendance by company, safety, schedule and look-ahead, RFIs, submittals, changes, inspections, site coordination, open items log

FormatsGoogle Docs, Word, Notion, Markdown

What to write in each section

Attendance by company

List each person with their company and role. The owner, architect, contractor and any subs present. Who was in the room matters later when someone says they never heard about an issue.

Safety

Incidents and near misses since last week, open safety items on site, and the toolbox talk topic. Keep it short unless something happened.

Schedule and look-ahead

Where the project stands against the baseline, any activity that slipped and why, and the next three weeks of work. Write delays with their cause and the recovery plan.

"Roof deck 3 days behind, 4 rain days in October, Saturday work Oct 31 to recover" is useful. "Running a bit behind" is not.

RFIs and submittals

Only open items and anything closed since last week. For each one: number, subject, date sent, date answer is due, and whose court it is in. Flag submittals with long lead times.

Changes

Potential change orders and executed change orders with amounts and status. Write the status plainly: pricing submitted, under review, approved, disputed.

Open items log

Number items by meeting and line, so 13.02 means meeting 13, item 2. The number never changes. Carry the item forward each week with the latest note until it is closed, then show it as closed once and drop it. The meeting minutes example shows items carried over three weeks.

Corrections

End with a line asking attendees to send corrections by a date, and record who was sent the minutes and when. A deadline gets corrections in; it doesn't make silence an agreement. Whether minutes nobody corrected bind anyone, and how long people have to object, is for your contract to say, so check it and follow it. Your contract may also say who prepares and distributes minutes. How to write meeting minutes covers handling corrections. This template is not legal advice.

When to use this template

You run the weekly OAC or progress meeting and need minutes the owner and architect will accept as the record.
An RFI or change order has been talked about for a month and nobody can say whose court it is in.
A dispute over a delay or an extra is starting, and you need to show when an issue was first raised.

Questions people ask

Who takes the minutes in a weekly construction meeting?: Usually the general contractor's project manager, sometimes the architect or the owner's rep. Check the contract, which often says who prepares and distributes them. Whoever does it should send them quickly, because minutes sent two weeks late are hard to correct.
What does ball in court mean in construction minutes?: It names the party who has to act next on an RFI, submittal or change. Writing it on every open item makes delays visible: when an RFI is overdue, everyone can see whether the architect, the owner or the contractor is holding it.
Why number open items by meeting, like 13.02?: The number tells you when the issue was first raised and never changes as it carries forward. Months later, "item 11.04 has been open since meeting 11" is a clear fact, and it is easy to search across a stack of minutes.

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