📍 When to use this template
- Weekly / fortnightly coordination meetings with all major subcons.
- Pre-installation meetings before key subcon activity begins.
- Issue / dispute resolution meetings.
- Closeout + final settlement meetings.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Meeting Header4 fields
Date + Time + Venue
_____________
Subcons / Vendors Present
_____________
Main Contractor Representative
_____________
PMC Observer (if attending)
_____________
2Activity Coordination5 fields
Subcon Activity
_____________
Current Status
_____________
Interface with Other Trade(s)
_____________
Critical Path Impact
_____________
Sequencing Conflict (if any)
_____________
3Issues + Resolution5 fields
Issue Description
_____________
Affected Parties
_____________
Resolution Approach
_____________
Decision Maker
_____________
4Payment + Commercial4 fields
Subcon RA Bill Status
_____________
Payment Due Date
_____________
Variation Orders Pending
_____________
Performance Issues Affecting Payment
_____________
5Look-ahead3 fields
Subcon Activities Next Period
_____________
Interface Coordination Required
_____________
Pre-installation Approvals
_____________
💡 Sample filled excerpt
Subcon coordination meeting 10-May-2026. Subcons: HVAC (Voltas), Electrical (Schneider partner), Fire Fighting (Honeywell). Issue: HVAC ducts conflict with electrical cable tray at L3 — to be resolved by 17-May. Payment status: 2 RA bills pending client approval. Next week: HVAC + Electrical interface coordination.
⚖ Compliance notes
- Subcon coordination is main contractor's responsibility per FIDIC Sub-clause 4.4.
- Critical interface conflicts must be escalated to PMC / client meeting if unresolved within 2 weeks.
- Payment to subcons is a key driver of their performance — track separately.
- Subcon MoMs feed into main contractor's project record + MPR.