Contractor Meeting Checklist

Prepare for a contractor meeting with scope, access, decisions and follow-up documented.

Before relying on this checklist These checklists are generic organizing aids, not authoritative procedures. Add the permits, codes, accessibility requirements, workplace rules, contracts, manufacturer instructions, qualified trades, privacy/security controls and professional approvals that apply to the actual project. Safety-critical work should use the applicable approved procedure, not a generic checklist.

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Before the meeting

Write the project scope and known constraints.Gather drawings, photos, quotes or prior reports.List permits/code questions for qualified parties.Identify decisions needed from the meeting.

Scope and assumptions

Confirm included and excluded work.Review site access and working-hour constraints.Clarify materials, allowances and substitutions.Identify owner-supplied versus contractor-supplied items.

Cost and schedule

Review price basis and change-order process.Discuss milestones and dependencies.Confirm payment terms from the actual contract.Ask how delays or discoveries will be handled.

After the meeting

Write down decisions and open questions.Request revised documents where needed.Confirm next milestone and responsible person.Keep communications with the project record.

Make it project-specific

Add actual names, dates, model numbers, approvals, contract requirements and local rules. A generic checklist is an organizing layer, not an authoritative operating procedure.