📍 When to use this template
- Prepared at the very beginning of the project, during the mobilization or kickoff phase.
- Updated whenever there's a major change in project stakeholders, organization structure, or reporting requirements.
- Typically drafted by the Project Manager or PMC lead and approved by the Client/Engineer-in-Charge.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information8 fields
Project Name
_____________
Contract / Package No.
_____________
Document No.
_____________
Revision No.
_____________
Prepared By (PMC)
_____________
Reviewed By (Contractor)
_____________
Approved By (Client/Engineer-in-Charge)
_____________
2Stakeholder Register & Communication Needs6 fields
Stakeholder Name/Group (e.g., Client, PMC, Contractor, Architect, Statutory Body)
_____________
Role/Designation
_____________
Contact Person
_____________
Contact Details (Email, Phone)
_____________
Information Needs (e.g., Progress, Cost, Safety, Quality)
_____________
Preferred Communication Method (Email, Meeting, Formal Letter)
_____________
3Communication Matrix - Reports & Documents7 fields
Communication Type (e.g., DPR, WPR, MPR, Safety Report, RFI)
_____________
Frequency (Daily, Weekly, As Needed)
_____________
Format/Template ID
_____________
Medium (Email, Hard Copy, Project Portal)
_____________
Originator (e.g., Contractor Site Engineer)
_____________
Recipient(s) (e.g., PMC, Client)
_____________
Purpose/Objective
_____________
4Meeting Schedule & Protocol8 fields
Meeting Type (e.g., Daily Toolbox Talk, Weekly Progress Review, Monthly Steering Committee)
_____________
Location (Site/HO/Virtual)
_____________
Mandatory Attendees
_____________
Agenda Distribution Timeline (e.g., 48 hrs prior)
_____________
Minutes of Meeting (MoM) Circulation Timeline (e.g., 24 hrs after)
_____________
Action Tracker Responsibility
_____________
5Formal Correspondence & Notice Protocol7 fields
Type of Notice (e.g., Notice of Claim, Request for Information, Engineer's Instruction)
_____________
Governing Contract Clause (e.g., FIDIC Sub-Clause 1.3)
_____________
Mode of Delivery (Hand delivery, Registered Post AD, Email as per contract)
_____________
Address for Notices (Client, Engineer, Contractor)
_____________
Response Time as per Contract
_____________
Document Control Numbering System
_____________
Escalation Path for Non-Response
_____________
6Escalation Matrix for Issues7 fields
Issue Type (e.g., Technical, Safety, Commercial, Labour)
_____________
Level 1 Contact (Site Engineer)
_____________
Response Time (L1)
_____________
Level 2 Contact (Project Manager)
_____________
Response Time (L2)
_____________
Level 3 Contact (Project Head/Director)
_____________
Final Authority
_____________
💡 Sample filled excerpt
From Communication Matrix:
Communication Type: Weekly Progress Report (WPR) | Frequency: Every Monday by 11:00 AM | Format/Template ID: PMC-PRG-REP-002 | Medium: Email with PDF attachment | Originator: Contractor's Planning Engineer | Recipient(s): PMC Project Manager, Client's Representative
⚖ Compliance notes
- Fulfills requirements for formal communication and notices as per FIDIC Conditions of Contract (e.g., Sub-Clause 1.3 'Communications').
- Establishes the protocol for issuing instructions and receiving information, crucial for contract administration under CPWD/PWD contracts.
- Helps maintain a clear audit trail of communications, which is vital for dispute resolution and claims management.
- Aligns with project management best practices as outlined in the PMI PMBOK Guide (Communications Management Knowledge Area).