# Meeting minutes 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 |
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## Topics and minutes

| Item # | Category | Topic | Discussion / decision | Owner | Due | 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 |
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## How to use it

1. 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.
2. 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.
3. Write the decision, not the conversation. One or two lines: what was agreed, who does what, by when.
4. Every open topic gets one owner and a due date. “Team” is not an owner.
5. Link the RFI, submittal or change number the topic is about, so the minutes point at the record instead of retelling it.
6. 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.

Template by os.construction: https://os.construction/resources/templates/meeting-minutes. Sample rows are illustrative; your contract and specifications govern.