PMC›💬 Meetings & MoM›Subcontractor Meeting MoM

Subcontractor Meeting MoM

mom
PMC-MTG-MOM-003·v1.0-beta·⚠ Beta — review before use

This is a standard format to record the discussions, decisions, and action items from meetings with subcontractors. It's used to officially track progress, resolve site issues, and ensure everyone is aligned on the plan.

ReferencesFIDIC Red Book (1999) Sub-Clause 3.5 (Instructions)FIDIC Red Book (1999) Sub-Clause 4.4 (Subcontractors)BOCW Act, 1996 - Section 40 (Duties of employer to ensure health and safety)CPWD Works Manual, Chapter 19: Site Organisation and Execution
Download
📍 When to use this template
  • After any formal meeting with a subcontractor to discuss progress, quality, safety, or commercial issues.
  • Typically held weekly or fortnightly, or as needed when specific problems arise.
  • Filled by the PMC/Main Contractor's Site Engineer or Project Manager who chaired the meeting.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information9 fields
Project Name
_____________
Contract / Package No.
_____________
Subcontractor Name
_____________
MoM No.
_____________
Date of Meeting
_____________
Time of Meeting
_____________
Location of Meeting
_____________
Prepared By (Name & Designation)
_____________
Approved By (Name & Designation)
_____________
2List of Attendees6 fields
Sr. No.
_____________
Name
_____________
Designation
_____________
Organisation (e.g., PMC, Contractor, Subcontractor)
_____________
Contact No.
_____________
Email ID
_____________
3Agenda of the Meeting7 fields
Review of Previous MoM Action Points
_____________
Weekly Progress Review (Planned vs. Actual)
_____________
Look-ahead Plan (Next 1-2 weeks)
_____________
Hindrance & Constraint Resolution
_____________
Quality & Safety Compliance Review
_____________
Material & Drawing Submittal Status
_____________
Commercial / Billing Issues
_____________
4Review of Previous Action Points7 fields
Sr. No.
_____________
Previous MoM Ref. & Point No.
_____________
Action Point Description
_____________
Responsibility
_____________
Original Target Date
_____________
Current Status (Completed/Ongoing/Delayed)
_____________
Remarks / Reason for Delay
_____________
5Discussion Points & Decisions Taken5 fields
Sr. No.
_____________
Topic / Issue Discussed
_____________
Key Discussion Points
_____________
Decision / Resolution Reached
_____________
Reference Drawing / Document No.
_____________
6New Action Items5 fields
Sr. No.
_____________
Action Item Description
_____________
Responsibility (Person/Agency)
_____________
Target Date for Completion
_____________
Priority (High/Medium/Low)
_____________
7Distribution List3 fields
Name
_____________
Organisation
_____________
Email
_____________
💡 Sample filled excerpt
Section: New Action Items
Sr. No.: 6.1
Action Item Description: M/s ABC Plumbing to submit revised shop drawing for basement drainage layout incorporating consultant's comments from RFI-P-012.
Responsibility: Mr. Rajesh Singh (ABC Plumbing).
Target Date: 28-Oct-2023.
⚖ Compliance notes
  • Serves as a formal record of instructions and agreements, which can be referenced in contract administration as per FIDIC Sub-Clause 3.5 (Instructions of the Engineer).
  • Documents subcontractor's compliance (or non-compliance) with safety instructions, supporting enforcement of the BOCW Act, 1996 on site.
  • Provides evidence for potential claims, variations, or Extension of Time (EOT) by documenting hindrances and delays.
  • Helps in monitoring subcontractor performance as required under general conditions of contract and CPWD Works Manual.
← Consultant Meeting MoMWeekly Progress Meeting MoM →