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PMC›💬 Meetings & MoM›Monthly Review Meeting MoM

Monthly Review Meeting MoM

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PMC-MTG-MOM-005·v1.0-beta·⚠ Beta — review before use

This is the standard format for recording the minutes of the monthly review meeting with the client, consultant, and key contractors. It captures the overall project status, key decisions, and action items for the next month.

ReferencesFIDIC Conditions of Contract, Clause 4.21 (Progress Reports) and Clause 3.5 (Instructions)CPWD Works Manual, Chapter on Contract Management & Site AdministrationIS 1200 (All Parts) - Methods of Measurement (for billing discussions)IS 456:2000 - Plain and Reinforced Concrete (for quality discussions)
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📍 When to use this template
  • After the monthly progress review meeting, which involves senior management from the Client, PMC, and Contractor.
  • Once a month, typically circulated for comments within 48 hours after the meeting.
  • The PMC's Project Manager or a designated engineer prepares the draft, which is then circulated for review and final approval.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information8 fields
Project Name
_____________
Contract Package No.
_____________
MoM Document No.
_____________
Date of Meeting
_____________
Time of Meeting
_____________
Meeting Location (Physical/Virtual)
_____________
Prepared By (Name & Designation)
_____________
Approved By (Name & Designation)
_____________
2List of Attendees5 fields
Sr. No.
_____________
Name
_____________
Designation
_____________
Organisation (Client/PMC/Contractor/etc.)
_____________
Email / Contact No.
_____________
3Review of Previous MoM Action Points6 fields
Ref. Previous MoM No. & Action Point No.
_____________
Action Point Description
_____________
Responsibility
_____________
Original Due Date
_____________
Current Status (Open/Closed/Delayed)
_____________
Remarks / Reason for Delay
_____________
4Project Status & Progress Review8 fields
Overall Progress (Planned vs. Actual %)
_____________
Engineering & Design Status (Drawings Submitted/Approved)
_____________
Procurement & Material Status (Major Materials at Site/Ordered)
_____________
Construction Progress (Key Milestones Achieved/Upcoming)
_____________
Billing & Financial Status (RA Bill Status, Payments Received)
_____________
Quality Control Status (Major NCRs, Concrete Pour Summary)
_____________
HSE Status (Man-hours, LTI, Incidents, Safety Observations)
_____________
Labour & Machinery Deployed (Skilled/Unskilled, Major Equipment)
_____________
5Key Issues, Hindrances & Delays Discussed5 fields
Sr. No.
_____________
Issue / Hindrance Description
_____________
Impact on Schedule/Cost
_____________
Discussion Summary
_____________
Proposed Solution / Path Forward
_____________
6Decisions Taken & New Action Plan5 fields
Action Item No.
_____________
Description of Action Required
_____________
Responsibility (Organisation & Person)
_____________
Target Date for Completion
_____________
Priority (High/Medium/Low)
_____________
7Next Meeting Details4 fields
Date of Next Meeting
_____________
Time
_____________
Venue / Location
_____________
Tentative Agenda
_____________
💡 Sample filled excerpt
Action Item No.: MRM-05/A-03 | Description: Expedite procurement of final-finish flooring tiles (Make: Kajaria, Model: K-204) to avoid delay in Block-B handover. | Responsibility: Contractor (Mr. R. Sharma) | Target Date: 15-Jul-2024 | Priority: High
⚖ Compliance notes
  • Serves as an official project record as per the contract agreement's communication protocol.
  • Provides critical evidence for contractual claims, such as Extension of Time (EOT) or variations, by documenting delays and instructions.
  • Fulfills general contract administration requirements under FIDIC (e.g., Clause 4.21 Progress Reports) and CPWD contract conditions.
  • A primary document reviewed during internal, client, or third-party project audits to verify project governance and decision-making.

More related

IS / IRC codes
Calculators
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