📍 When to use this template
- When there are clashes between different service drawings (e.g., HVAC vs. Electrical) or between architectural and structural drawings.
- Held weekly or fortnightly during the design development and shop drawing submission phase, or whenever a major design issue is identified.
- The PMC's design coordinator or project engineer chairs the meeting and is responsible for preparing and circulating the MoM within 24-48 hours.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Project & Meeting Details8 fields
Project Name
_____________
Contract / Package No.
_____________
Meeting Date
_____________
Meeting Time (Start/End)
_____________
Meeting Location (Physical/Virtual)
_____________
Prepared By (Name & Designation)
_____________
Circulation List
_____________
2Attendees List6 fields
Organisation (Client/PMC/Architect/Consultant/Contractor)
_____________
3Review of Previous MoM Action Points7 fields
Previous MoM Ref. No.
_____________
Action Point ID
_____________
Description of Action
_____________
Responsibility
_____________
Original Due Date
_____________
Current Status (Open/Closed/Delayed)
_____________
Remarks / Reason for Delay
_____________
4New Discussion Points & Decisions6 fields
Discipline (Arch/Struct/MEP/Façade)
_____________
Subject / Drawing Ref. No.
_____________
Discussion Summary
_____________
Decision Taken / Clarification Provided
_____________
Reference Document / Sketch No.
_____________
5Action Items for All Stakeholders5 fields
Action Item ID
_____________
Description of Action Required
_____________
Responsibility (Person & Organisation)
_____________
Target Date for Completion
_____________
Priority (High/Medium/Low)
_____________
6Drawing & Document Submission Status7 fields
Drawing / Document Title & No.
_____________
Submission Type (GFC/Shop Drawing/RFI)
_____________
Submission Date
_____________
Expected Return Date
_____________
Current Status (Approved/Approved with Comments/Resubmit)
_____________
7Next Meeting Details3 fields
Date of Next Meeting
_____________
Time of Next Meeting
_____________
Tentative Agenda
_____________
💡 Sample filled excerpt
Action Item ID: DCM-08-A-001 | Description: MEP Consultant to revise the basement level-1 coordinated services drawing (CSD) to resolve clash between fire-fighting pipe and main HVAC duct near Grid A-5. | Responsibility: Mr. Sharma (ABC Consultants) | Target Date: 25-JUL-2024
⚖ Compliance notes
- Documents design changes which may lead to Variation Orders under FIDIC Clause 13 [Variations and Adjustments] or equivalent contract clauses.
- Provides a record of design clarifications, crucial for defending against claims for delay or disruption (FIDIC Sub-Clause 20.2).
- Ensures coordination between different agencies as per General Conditions of Contract, preventing abortive work and ensuring compliance with approved GFC drawings.
- Can be used as supporting evidence for Extension of Time (EOT) claims if design information is delayed by consultants.