PMC›💬 Meetings & MoM›Client Meeting MoM

Client Meeting MoM

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PMC-MTG-MOM-001·v1.0-beta·⚠ Beta — review before use

This is the official record of what was discussed and decided in a meeting with the client. Use it to track action items, responsibilities, and deadlines to avoid any confusion or disputes later.

ReferencesFIDIC Red Book (1999/2017) Sub-Clause 3.5 (Engineer's Instructions)FIDIC Red Book (1999/2017) Sub-Clause 20.1 (Contractor's Claims)CPWD General Conditions of Contract, Clause 2 (Authority of Engineer-in-Charge)Indian Contract Act, 1872
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📍 When to use this template
  • After every formal meeting with the client, their representatives, or the Engineer-in-Charge.
  • Circulated within 24-48 hours of the meeting to all attendees and stakeholders.
  • Prepared by the PMC's Project Manager or a designated site engineer, then reviewed before circulation.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information8 fields
Project Name
_____________
Contract / Package No.
_____________
MoM No.
_____________
Date of Meeting
_____________
Time of Meeting (Start/End)
_____________
Venue of Meeting (Physical/Online)
_____________
Prepared By (Name & Designation)
_____________
Circulated On
_____________
2List of Attendees6 fields
Sr. No.
_____________
Name
_____________
Designation
_____________
Organisation (Client/PMC/Contractor/Consultant)
_____________
Contact No.
_____________
Email ID
_____________
3List of Absentees (with apologies)4 fields
Sr. No.
_____________
Name
_____________
Designation
_____________
Organisation
_____________
4Discussion Points & Decisions4 fields
Item No.
_____________
Subject / Agenda Point
_____________
Discussion Summary
_____________
Decision Taken / Way Forward
_____________
5Action Points / Responsibility Matrix7 fields
Action Item No.
_____________
Description of Task
_____________
Responsible Person / Organisation
_____________
Target Date for Completion
_____________
Current Status (Open/Closed/In Progress)
_____________
Reference (MoM Item No.)
_____________
Remarks
_____________
6Key Issues Hindering Progress5 fields
Hindrance No.
_____________
Description of Issue (e.g., Drawing Delay, Material Approval, Site Access)
_____________
Impact on Schedule/Cost
_____________
Proposed Mitigation
_____________
Support Required From Client
_____________
7Attachments & References3 fields
Attachment Sr. No.
_____________
Document Title / Description (e.g., Site Photos, Drawing Ref., Letter No.)
_____________
File Name / Link
_____________
8Distribution & Next Meeting4 fields
Distribution List (For Information / For Action)
_____________
Next Meeting Date (Tentative)
_____________
Next Meeting Time & Venue (Tentative)
_____________
MoM Approved By (Client Representative)
_____________
💡 Sample filled excerpt
Section: Action Points / Responsibility Matrix
Action Item No.: 03
Description of Task: Client to provide approval for the final shade card of external paint (Brand: Asian Paints Apex Ultima).
Responsible Person / Organisation: Mr. R. Sharma (Client PM)
Target Date for Completion: 25-JUL-2024
⚖ Compliance notes
  • Serves as an official record of instructions and agreements, crucial for substantiating claims for Extension of Time (EOT) or Variations as per FIDIC Sub-Clauses 3.5 (Instructions) and 20.1 (Contractor's Claims).
  • Documents client-caused delays or changes, providing key evidence for dispute resolution and arbitration proceedings.
  • Provides a clear audit trail of communication and decisions for internal, client, or third-party project audits.
  • Helps enforce accountability by formally recording responsibilities and deadlines agreed upon during the meeting.
Consultant Meeting MoM →