Write owner-architect-contractor meeting minutes with action items
Clear construction progress meeting minutes that record decisions, open issues, and responsibilities without creating unintended obligations.
The prompt
Turn my notes from an owner-architect-contractor (OAC) progress meeting into formal minutes.
Project and meeting number: [e.g. "Riverside Library, OAC #14"]
Date, location, attendees by company and role: [LIST]
My raw notes: [PASTE - in any order]
Open items from last meeting's minutes: [PASTE or "none"]
Who issues the minutes: [architect / contractor / owner's rep]
Distribution deadline for corrections: [e.g. "5 business days"]
Format the minutes as:
1. Header with project, meeting number, date, attendees, and absent invitees.
2. A standard opening note: corrections must be sent in writing by [DATE] or the minutes will stand as recorded.
3. Items numbered by meeting and item (e.g. 14.03) so they can be tracked across meetings, grouped as: schedule and progress, RFIs, submittals, change orders and pending changes, site observations, owner items, safety (as reported by the contractor), and other business.
4. For each item: discussion summary in neutral language, decision made (if any), responsible party, due date, and status (new / open / closed).
5. An action item table: item | action | responsible party | due date.
6. Next meeting date.
Rules:
- Record decisions and facts, not opinions or blame.
- Do not record anything as approved if it was only discussed; changes in cost or time must go through the formal change process, so say "to be submitted" rather than "agreed."
- Avoid wording that suggests the design team directed the contractor's means, methods, or safety.
- Mark anything unclear in my notes as [CONFIRM] rather than guessing.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Meetings prompts
What to fill in
- e.g. "Riverside Library, OAC #14"
- LIST
- PASTE - in any order
- PASTE or "none"
- architect / contractor / owner's rep
- e.g. "5 business days"
- DATE
- CONFIRM
How this prompt is built
This prompt follows the Few-Shot structure (Few-shot prompting). A few-shot prompt includes one or more worked examples of the input and the output you want, so the model can copy the pattern instead of guessing it.
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