Meeting minutes earn their keep when they record what was actually decided, who owns each follow-up, and which documents were issued, and when they are filed soon enough that people can still correct a mistake. They do harm when they invent a commitment the meeting never made.

This template is a practical starting point, not an industry standard. The working form is in templates/H7-10-meeting-minutes-template.md. The longer habit is in “Meeting Minutes and a Decision Log” (Meeting Minutes and a Decision Log) and in “Drafting RFIs and Meeting Notes With AI” (Drafting RFIs and Meeting Notes With AI — and What You Still Have to Check).

Procore and other platforms sometimes include a meetings tool that facilitates official minutes and an action list. A Google Doc, a PDF in Drive or Dropbox, and a short decision log do the same job, as long as the minutes are issued and filed.

What is in the template

A header for the job, the meeting type, the date, and the attendees. A table for decisions only: what was actually decided, a drawing or spec reference if there was one, and any follow-up that was really assigned. A separate action list. A place for information that was discussed without a decision, so discussion does not get rewritten as a fake decision. A list of documents issued or referenced in the room.

How to run it

  1. Issue the minutes the same day, or the next morning at the latest, as a PDF in the meetings folder.
  2. Keep a send-record: a transmittal or a dated email with the PDF attached.
  3. Add decisions and open actions to the decision log, so they do not live only in a PDF nobody opens again.
  4. If a statement would change the work, it still needs the official path (RFI, ASI, or change document), not just a line in the minutes.
  5. If you draft minutes with an AI tool from notes, check every name, date, commitment, and drawing reference before issuing.

I can set up the folder and the log, or file issued minutes that reach the job file as part of a retainer. I do not run meetings for you. The files stay yours.

If you want help, not just a checklist

Some jobs run fine on a clean file and a superintendent who gives the log fifteen minutes twice a week. Others do not: revisions are moving fast, closeout is already behind, or the field simply has no hours left for paperwork.

That is where I come in. I set up the job file, run the logs on a retainer, or prepare closeout before the scramble starts. Your files stay yours, and there is no software contract to sign.

Email travis@builtonrecord.com Get the free Job File Kit