Meeting Minutes

Every conversation and interaction with the contractor is a “meeting”, no matter how informal it may seem.

Write notes of questions asked, responses, and any agreements. Issue minutes, or minimally send an email confirming your understanding.

Having a written record makes it harder for people to claim they forgot or misunderstood something.

TIP: Misunderstandings during planning, result in conflicts during construction, so always write a memo documenting the discussion and the decision.

Putting all conversations and decisions in writing and forwarding it to the contractor is an important part of making the project run smoother and eliminating miscommunication.

You can require them to confirm what you have put into writing. While it may seem trivial, by sending out the written confirmation, you maintain the power position by requiring the contractor, to respond with agreement or disagreement to questions and topics that require clarification.

Use the Meeting Minutes Form to keep track and disseminate a legal record of all conversations, meetings, decisions, and agreements.