# 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.

- Topic: Meetings
- Framework: Few-Shot
- Level: Advanced
- Tags: Meetings, Write, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/write-owner-architect-contractor-meeting-minutes-with-action-items

## Prompt

```text
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.
```

## 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

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.