Pre-contract meeting for construction contracts
The pre-contract meeting is an important meeting that takes place after the contractor has been appointed but before work commences on site. It is an opportunity for the project team to meet (perhaps for the first time) and to plan the construction stage.
The pre-contract meeting is chaired by the contract administrator and is an opportunity to:
- Make introductions and issue contact details (perhaps a project directory).
- Clarify roles, responsibilities and lines of communication.
- Agree meeting schedules, meeting structures and attendees.
- Hand over outstanding documents (such as insurance certificates and bonds) and issue outstanding information (which may including any variations made since the contract was awarded).
- Issue nomination instructions.
- Discuss the contractor's master programme, including incorporation of works outside of the main contract, inspections, commissioning and testing.
- Discuss the role of the project team members (including site inspectors).
- Agree procedures for monitoring, issuing, receiving and reviewing information (including the information release schedule if there is one, and its relationship with the contractor's master programme). This may include a distribution matrix.
- Agree site access procedures and issues.
- Agree site induction procedures and other health and safety issues.
- Agree procedures for dealing with queries.
- Agree procedures for issuing instructions.
- Hand over contractor's procurement schedule.
- Mobilisation schedule and status.
The meeting should be minuted so that there is a clear record of the procedures agreed and decisions made. These minutes may form part of the contract documents, subject to agreement by both parties.
See also: Consultant team start-up meeting and Specialist contractors start-up meeting.
[edit] Related articles on Designing Buildings Wiki
- Construction phase plan.
- Contract administrator.
- Contract documents.
- Contract negotiations.
- Contract strategy.
- Contractor's master programme.
- Handover to contractor.
- Health and safety.
- Information release schedule.
- Possession.
- Pre-contract management.
- Site inspectors.
- Site layout plan.
- Site waste management plan.
Featured articles and news
Design and construction industry podcasts
Professional development, practice, the pandemic, platforms and podcasts. Have we missed anything?
C20 Society; Buildings at Risk List 2025
10 more buildings published with updates on the past decade of buildings featured.
Boiler Upgrade Scheme and certifications consultation
Summary of government consultation, closing 11 June 2025.
Deputy editor of AT, Tim Fraser, discusses the newly formed society with its current chair, Chris Halligan MCIAT.
Barratt Lo-E passivhaus standard homes planned enmasse
With an initial 728 Lo-E homes across two sites and many more planned for the future.
Government urged to uphold Warm Homes commitment
ECA and industry bodies write to Government concerning its 13.2 billion Warm Homes manifesto commitment.
From project managers to rising stars, sustainability pioneers and more.
Places of Worship in Britain and Ireland, 1929-1990. Book review.
The emancipation of women in art.
Call for independent National Grenfell oversight mechanism
MHCLG share findings of Building Safety Inquiry in letter to Secretary of State and Minister for Building Safety.
The Architectural Technology Awards
AT Awards now open for this the sixth decade of CIAT.
50th Golden anniversary ECA Edmundson awards
Deadline for submissions Friday 30 May 2025.
The benefits of precast, off-site foundation systems
Top ten benefits of this notable innovation.
Encouraging individuals to take action saving water at home, work, and in their communities.
Takes a community to support mental health and wellbeing
The why of becoming a Mental Health Instructor explained.
Mental health awareness week 13-18 May
The theme is communities, they can provide a sense of belonging, safety, support in hard times, and a sense purpose.
Mental health support on the rise but workers still struggling
CIOB Understanding Mental Health in the Built Environment 2025 shows.
Design and construction material libraries
Material, sample, product or detail libraries a key component of any architectural design practice.