Meeting minutes that carry open items forward.

A minutes sheet for the weekly OAC or subcontractor coordination meeting. Every topic gets a number, an owner and a due date, and anything still open goes onto next week’s agenda.

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Meeting minutes template

os.construction · free template

Project
Meeting # / series
Date and time
Location / call link
Minutes by
Next meeting

Attendance

Name	Company	Role	Present / absent / call / distribution only
(name)	Sample GC	Project manager	Present
(name)	Sample Architects	Architect	Call

Topics and minutes

Item #	Category	Topic	Discussion / decision	Owner	Linked record	Status
11.2	Business from previous minutes	Corridor fire damper detail	Architect to issue detail; affects ceiling close-in (SAMPLE · delete this row)	Architect	RFI-212	Open
12.1	Safety	Crane pick on Thursday	Lift plan reviewed; area cordoned 7–10 am	GC super		Closed
12.2	Submittals	Door hardware resubmittal	Returned revise and resubmit; sub to resubmit	Doors & hardware	Submittal 08 71 00-2	Open

Sample rows are illustrative and marked for deletion. Your contract, drawings and specifications govern. Template from os.construction/resources/templates/meeting-minutes

How to use it

Using the meeting minutes template

Use the same agenda order every week: safety, previous open items, schedule and look-ahead, RFIs, submittals, changes, quality and punch, owner items, next meeting.
Number each topic by meeting and item (12.3 is meeting 12, topic 3) and keep the number when it carries forward, so everyone can find its history.
Write the decision, not the conversation. One or two lines: what was agreed, who does what, by when.
Every open topic gets one owner and a due date. “Team” is not an owner.
Link the RFI, submittal or change number the topic is about, so the minutes point at the record instead of retelling it.
Send the minutes within a day, ask for corrections by a stated date, then copy every open topic to the top of next week’s agenda.

AgendaPrevious open items first
Meeting heldAttendance taken
Minutes recordedDecision, owner, due date per topic
Minutes distributedCorrections by a stated date
Open topics carried forwardOnto the next agendaNext week: back to “Agenda”

The weekly meeting loop

Text version

Agenda: Previous open items first
Meeting held: Attendance taken
Minutes recorded: Decision, owner, due date per topic
Minutes distributed: Corrections by a stated date
Open topics carried forward: Onto the next agenda

Next week: from “Open topics carried forward” back to “Agenda”.

In os.construction

Do this in os.construction instead of a spreadsheet

The Meetings tool in os.construction holds each meeting from agenda to minutes: recurring weekly, biweekly or monthly series, attendance marked Present, Absent, Conference or For Distribution Only, numbered topics with an assignee and due date, and links to the RFI, submittal, punch item or observation a topic is about. Create Follow-up Meeting carries open topics into the next meeting, and Create task turns a topic into a tracked task.

Watch the walkthrough · 1:49

Schedule a project meeting with a clear agenda

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Read the transcript

Here's the Create Meeting page in our local sample project. A good meeting record tells everyone what we're meeting about, where, and what we want to decide. Let's set one up together.

We start with a title people will recognize in a list. Ours is the weekly owner, architect and contractor coordination meeting. The demo adds a unique reference so each recording creates a separate sample record.

Next, let's check the date and time. The form suggests a date, a time zone, and a start and end time. We keep the suggested values in this sample; set them to match your real meeting.

Now we add where the meeting happens. For this sample it's the site trailer conference room.

In Overview, we write the agenda and the decision we need. Our sample covers open RFIs, the two-week look-ahead, pending submittals, and one decision on the level 2 ceiling sequence.

Then we select Create. The app saves the meeting and opens its record, with the meeting number and our title in the header.

Here's our saved meeting. Let's check that the location and agenda came through. We've created a meeting with a clear title, a place, and an overview the team can prepare for.

Video page with chapters Step-by-step guide More in Field: daily logs & tasks

Try it on the sample project

Every trial workspace includes a sample project to run this workflow on. 14-day free trial. Pricing for paid plans isn't set yet.

Start free trial Read the guide: Meetings

FAQ

Questions about the meeting minutes template

What is an OAC meeting?

Owner–architect–contractor: the regular meeting, usually weekly, where the three parties review progress, open RFIs, submittals, changes and owner decisions.

What should construction meeting minutes include?

Project, meeting number, date, attendance, and for each topic a number, the decision, the owner, the due date and the status. Open items from the previous meeting go first.

Who takes the minutes?

Usually the GC’s project manager or project engineer. Whoever takes them should send them, and the contract may say who is responsible.

How do I handle corrections?

State in the minutes that they stand as written unless corrections arrive by a date, then record any corrections at the start of the next meeting.

Does os.construction email the minutes?

No. Record Distribution keeps a record of who received the minutes; send them the way your team normally does.

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