Free template · construction
Site meeting minutes template
A template for site progress meetings that you can copy and use straight away: a numbered standing agenda, actions carried forward from last week, and every owner named by company. No sign-up, no download.
For other kinds of meeting, the general meeting minutes template has a standard, a short and a formal version.
# Site progress meeting minutes — [project], meeting no. [n]
- **Date:** [YYYY-MM-DD]
- **Location:** [site office, or the address]
- **Chair:** [name, company]
- **Present:** [name (company), name (company)]
- **Apologies:** [name (company)]
- **Minutes taken by:** [name, company]
- **Distribution:** [client, design team, subcontractors]
## 1. Previous minutes
1.1 Minutes of meeting no. [n−1] agreed as a true record / amended as follows: [correction]
## 2. Actions carried forward
- [ ] **[ref] [What has to happen]** — Owner: [company (name)] · Due [YYYY-MM-DD] · Open
- [ ] **[ref] [What has to happen]** — Unassigned · No due date · Open
- [x] **[ref] [What has to happen]** — Owner: [company (name)] · Closed [YYYY-MM-DD]
## 3. Programme
3.1 Progress against the baseline: [on programme / ahead / behind by n days]
3.2 Milestones and key dates: [milestone — date — on track or at risk]
3.3 Delays and their causes: [what, why, and the effect on the programme]
## 4. Health, safety and environment
4.1 Incidents and near misses since the last meeting: [number and references]
4.2 Issues raised: [issue — action, if any, under new action items]
## 5. Design information and RFIs
5.1 RFIs open: [RFI ref — subject — awaiting whom]
5.2 Drawings issued since the last meeting: [drawing no. — revision — date]
## 6. Packages and subcontractors
6.1 [Package or subcontractor]: [progress, issues, what they need from whom]
## 7. Client items
7.1 [Instructions, variations, or approvals awaited]
## Decisions
- **[The decision, written as something that is now true]** — ref [n.n]
## Action items
- [ ] **[ref] [What has to happen]** — Owner: [company (name)] · Due [YYYY-MM-DD] · Open
- [ ] **[ref] [What has to happen]** — Owner: [company (name)] · No due date · Open
- [ ] **[ref] [What has to happen]** — Unassigned · Due [YYYY-MM-DD] · Open
## Next meeting
[YYYY-MM-DD, time, location]
What goes in each section
One line each. Why site minutes are written this way is on how to write meeting minutes.
- The header
- Project, meeting number, who chaired, who attended and for which company, and who the minutes go to. The meeting number is what everyone refers to later.
- 1. Previous minutes
- The first item, every time: last week's minutes agreed as a true record, or the corrections written in. It is what makes them a record rather than one person's notes.
- 2. Actions carried forward
- Every open action from last time, under its original reference, marked open or closed. An action keeps its number until it is closed.
- 3. Programme
- Where the job stands against the baseline, the next milestones, and any delay with its cause.
- 4. Health, safety and environment
- Incidents and near misses since the last meeting, by reference, and anything raised that needs an action.
- 5. Design information and RFIs
- Open RFIs and who they are waiting on, and drawings issued — always with the revision, never just the drawing.
- 6–7. Packages and client items
- One line per package or subcontractor, then instructions, variations and approvals the client still owes.
- Decisions and action items
- Decisions written as things that are now true. New actions get a reference, and an owner and date only where the meeting named one.
Questions
Can I use it in Word or Google Docs?
Yes. It is plain text with Markdown formatting, so it pastes into a document or an email and stays readable — the numbered items work as they are, and the hashes become headings in anything that understands Markdown. There is no file to download, deliberately.
Why are owners written as a company and a name?
On a project, the party responsible for an action is usually an organisation. “Electrical subcontractor (J. Reyes)” still means something after a change of staff; a first name on its own does not.
What if nobody took the action, or nobody gave a date?
Write Unassigned or No due date, and keep the item open. Filling in the nearest person or the end of the month creates a commitment nobody made, and site minutes are exactly the document where that comes back later.
Or let the recording write the first draft
Put your phone on the table at the progress meeting. Gorowame turns the recording into a summary, the decisions and the action items — with an owner only where somebody was named — so you start from a draft instead of a blank page. It does not fill in this template’s numbering for you; you still review it and send it. How it works for site teams.
5 recordings free, no card required.