Category: Contracts & management
Prepared by Eng. Ahmed Fathy, Projects Manager ·
Definition
Minutes of meeting record decisions, responsibilities and dates from project meetings and are circulated to the parties for confirmation.
Why it matters on a project
Signed minutes become contractual evidence of instructions or approvals and stop parties denying what was agreed verbally.
Common mistake
Writing minutes days later, or without an owner and date for each action.
Frequently asked questions
Who writes the minutes?
Usually the consultant or project manager, circulated for comments within a set period.
Are minutes binding?
If not challenged within the set period they usually stand as confirmation, depending on the contract.
Related terms
- RFI (request for information)A formal request from the contractor to clarify a gap or conflict in drawings or specifications before execution.
- Variation order (VO)A written instruction changing scope, quantity or specification, with its price and time effect.
- Baseline programmeThe programme approved at project start against which progress is measured.
- Handover certificateA document evidencing the client’s acceptance of the works and start of the defects period.
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