Template · Construction

Construction site meeting minutes — template for the weekly site meeting.

Site meeting minutes record who does what by when — per trade, with deadline and status. Here you’ll find a template, an example and the points that matter later on.

See the template Have it filled in automatically

Last updated: 3 October 2026 · by juunote · juunit GmbH

What belongs in site meeting minutes

Structure every meeting the same way so open items can be followed up from week to week.

Project and numberConstruction project, running number of the meeting, date, place.
Attendees with company and tradeWho was there, on whose behalf — and who receives the minutes (distribution list).
Status from the last minutesDone, open, postponed — don’t let items quietly disappear.
Progress and scheduleWhat’s finished, what’s held up, which dates are slipping.
Obstructions, defects, variationsRecord what was raised. A notice of obstruction under § 6 VOB/B (German standard construction contract terms) doesn’t replace the minutes, though — it has to go to the client separately and in writing.
Tasks per tradeWhat, who, deadline and status — the list the next meeting starts with.

Template to fill in

Download it as a Word file, print it or paste it straight into Word, Outlook or OneNote — tables and headings stay intact.

construction-meeting-minutes-template.docx Word file

Site meeting minutes no. ___

Construction project
Date, place
Chair
Minutes taken by

Attendees

Name	Company	Trade

1. Status from minutes no. ___

Item	Status (done / open / postponed)	Comment

2. Progress on site

3. Schedule

4. Obstructions, defects, variations

5. Tasks

No.	Trade	Task	Who	Deadline

Next meeting

Please send any objections to these minutes in writing within 5 working days.

Distribution: Client, design team, all trades involved

Example: tasks per trade

An extract from the 14th site meeting for a new building.

Completed exampleSite meeting no. 14 · New day-care centre Am MarktSite office · 45 min · 7 attendees

Progress on site

Screed on the ground floor done, first floor follows next week. Windows for the 2nd floor delivered, installation from 20 Oct.

Obstructions

Electrical: sub-distribution board for the 2nd floor still missing, delivery promised for week 42

Tasks

SCScreed: measure residual moisture14 Oct
ELElectrical: sub-distribution board, 2nd floor18 Oct
DWDrywall: fit access panels21 Oct

Next meeting

Tuesday, 21 Oct, 9:00 in the site office

Tips

Minutes that help on site

The same structure every week — That way everyone involved sees at a glance where their trade stands.
Carry open items forward — The task list starts with whatever is still open from the previous week.
Deadlines as dates — “Soon” helps nobody, “14 Oct” does.
Send them out quickly — On the same day, to the whole distribution list — with a deadline for objections.
Keep formal notices separate — Send notices of obstruction and notices of concerns separately in writing; the minutes only refer to them.

With juunote

Talk it through instead of taking notes.

juunote captures the site meeting — in the site office or on Teams — and turns it into minutes in your format, with tasks per trade and deadlines. As a PDF to send out, with the tasks in Microsoft To Do if you like.

No bot in the meeting
Transcription on your computer
Finished minutes in your template

Try free for 14 days How it works

Questions

Questions and answers

Who writes the site meeting minutes?

Usually the site manager or the client’s project management. What matters is that one party is responsible for keeping and sending them.

Do the minutes have legal significance?

They document agreements and can later serve as evidence. They don’t replace formal declarations such as notices of obstruction or notices of concerns.

What does the deadline for objections do?

It gives everyone the chance to correct mistakes. If you stay silent, the minutes are more likely to be held against you in a dispute — but it’s no guarantee.

How often should site meetings take place?

During construction usually weekly as a fixed meeting, every two weeks in quieter phases.

Note: This page provides general information and is not legal advice. For your specific situation, please ask your legal or data protection adviser.