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Consultant Meeting MoM

mom
PMC-MTG-MOM-002·v1.0-beta·⚠ Beta — review before use

This is the standard format for recording the minutes of meetings held with the project's design consultants, architects, or structural engineers. It ensures all discussions, decisions, and action items are properly documented for future reference and follow-up.

ReferencesFIDIC Red Book (1999/2017) Sub-Clause 3.5 (Instructions of the Engineer)CPWD General Conditions of Contract, Clause 12 (Deviations/Variations)National Building Code of India (NBC) 2016IS 456:2000 (Plain and Reinforced Concrete - Code of Practice)
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📍 When to use this template
  • After any formal or informal meeting with the Architect, Structural Consultant, MEP Consultant, or any other specialized consultant.
  • Typically prepared and circulated within 24-48 hours of the meeting.
  • Filled by the PMC/Contractor's site engineer or project coordinator who attended the meeting, and circulated to all attendees for review and comments.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information9 fields
Project Name
_____________
Contract / Package No.
_____________
MoM Reference No.
_____________
MoM Date
_____________
Meeting Date & Time
_____________
Meeting Location (Physical/Online)
_____________
Meeting Subject / Title
_____________
Prepared By (Name & Designation)
_____________
Approved By (Name & Designation)
_____________
2List of Attendees6 fields
Sr. No.
_____________
Name
_____________
Designation
_____________
Organisation (e.g., PMC, Contractor, Architect, Structural)
_____________
Email / Contact No.
_____________
Signature (for physical meetings)
_____________
3Agenda Points3 fields
Sr. No.
_____________
Agenda Item
_____________
Presented By
_____________
4Review of Previous MoM Action Points7 fields
Sr. No.
_____________
Previous MoM Ref. No. & Point No.
_____________
Action Point Description
_____________
Responsibility
_____________
Original Target Date
_____________
Current Status (Open/Closed/Delayed)
_____________
Remarks / Reason for Delay
_____________
5Discussion Points & Decisions Taken5 fields
Sr. No.
_____________
Point Discussed / Query Raised
_____________
Key Inputs from Consultant(s)
_____________
Decision Taken / Way Forward
_____________
Reference Drawing / Document / RFI No.
_____________
6New Action Items5 fields
Sr. No.
_____________
Action Item Description
_____________
Responsibility (Name / Organisation)
_____________
Target Date
_____________
Remarks
_____________
7Distribution List4 fields
Sr. No.
_____________
Name
_____________
Organisation
_____________
Email
_____________
8Next Meeting Details3 fields
Next Meeting Proposed Date & Time
_____________
Proposed Location (Physical/Online)
_____________
Tentative Agenda for Next Meeting
_____________
💡 Sample filled excerpt
**Discussion Point 4:** Terrace waterproofing detail change. 
**Consultant Input:** M/s ABC Consultants confirmed that the specified 7-course system can be replaced with an integral crystalline waterproofing admixture in the final screed, subject to submission of a method statement and test certificates. 
**Decision:** Contractor to submit a method statement and cost implication for the alternative system within 3 days for approval. 
**Action Item:** Mr. Sharma (Contractor) to submit proposal by 25-Jul-2024.
⚖ Compliance notes
  • Helps maintain a formal record of instructions and clarifications from the Engineer/Consultant, as required under many contract forms (e.g., FIDIC Clause 3.5).
  • Crucial evidence for substantiating claims for Variation Orders (VO) or Extension of Time (EOT) if design changes or delays in information are discussed.
  • Serves as a formal record for design coordination, which is a key responsibility of the contractor/PMC under most contracts.
  • Can be used as supporting documentation during project audits or dispute resolution proceedings.
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