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Pre-Commencement Meeting Minutes Template

Written from experience on CTRL, Crossrail and Network Rail

This pre-commencement meeting minutes template gives you the agenda and the record for the meeting that starts the job: who attended, what was agreed on each topic, and the actions that came out of it.

Page 1 of the Pre-Commencement Meeting Minutes TemplateSee what you get →

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Completed except the facts only you know

£25 + VAT

£30 inc. VAT

  • Fills in: Header details and the items to check for your project.
  • Stays [TO CONFIRM]: References, names and locations you haven’t given us. Results, readings, dates and signatures are left blank.
  • A competent person must review before use.
  • Company logo in header
  • Delivered in minutes
  • Word document (.docx)
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Template

£9 + VAT

£10.80 inc. VAT

Blank form — fill in yourself

  • Word document (.docx)
  • Guidance notes included
  • Instant download
  • Use on any project
Construction phase plan guide Who writes it, when it must be ready and what goes in it.Read the guide →

Prices exclude VAT: UK customers pay 20% VAT; VAT is not charged for customers outside the UK.All documents are drafts. Placeholders marked [TO CONFIRM] must be completed with your site-specific details. A competent person must review before use on site.

What it's for

The pre-start meeting is where the client, the contractor and key subcontractors agree how the job will run, covering the programme, CDM appointments, site rules, welfare, emergencies, traffic, environment, communication, quality and payment. Minutes recorded against a standard agenda make sure nothing is skipped, and give everyone the same record of what was decided.

When you need it

At the pre-commencement meeting before work starts on site. It can be reused for a pre-start meeting on each new phase.

Who signs it

The chair of the meeting. Attendees initial the attendance list.

What's inside

  • An attendance list with name, organisation, role and initials
  • A twelve-item agenda: contract and programme, CDM appointments, site rules and access, welfare, emergency procedures, traffic management, environmental controls, communication, subcontractor management, quality, payment, and any other business
  • Space to record the discussion and decisions on each item
  • An action log with owners and due dates
  • Next meeting details and the chair’s sign-off

FAQ

Who should attend?
Usually the client or their representative, the contractor’s project and site managers, the Principal Designer where appointed, and key subcontractors.
Should the minutes be issued to everyone?
Yes. Issue them promptly so that actions are clear and anyone who disagrees can say so early.
Can I add agenda items?
Yes. The twelve items are a starting point. Add anything specific to your project.
How soon should the minutes be issued?
As soon as possible after the meeting, ideally within a few days, so that actions are started on time and any disagreement about what was decided is raised early.
What is [TO CONFIRM]?
Details only you know, such as references, names and locations. We never guess these. They appear as highlighted [TO CONFIRM] placeholders, and the form opens with a list of every one. Results, readings, dates and signatures are left blank for completion at the time.
Can I edit the document?
Yes. Both options are Word documents you can edit freely.
Do I still need to review it?
Yes. A competent person must check every document against the actual site and works before it is used. ClarusDocs gives you a complete first draft, not a substitute for that check.

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