Schedule Pre-Construction Meeting
The pre-construction meeting is your final alignment session before work begins. This meeting establishes expectations, communication protocols, and ground rules that will govern the next several months of construction.
Quick Summary
Meeting duration
1-2 hours
Who attends
You + GC + key subs
When to schedule
1-2 weeks before start
Why This Meeting Matters
Most construction disputes stem from misaligned expectations, not bad intentions. The pre-construction meeting creates shared understanding of how the project will run day-to-day. Issues discussed now are simple conversations; the same issues mid-project become expensive conflicts.
Set the Right Tone
This meeting establishes your working relationship. Be friendly but businesslike. You want your contractor to see you as a reasonable, organized client who expects quality work and clear communication—not someone they'll need to manage around.
Essential Topics to Cover
Work Hours and Schedule
Establish clear expectations about when work will happen:
- Daily start/end times: Typical is 7:30 AM - 4:30 PM
- Days of work: Monday-Friday, or Saturday work?
- Noise restrictions: Local ordinances, HOA rules, your preferences
- Holidays: Which holidays will be observed?
Site Access and Parking
Clarify logistics that seem obvious but cause daily friction:
- Worker parking: Street, driveway, or designated area?
- Home access: Key, code, lockbox, or someone home?
- Restroom access: Portable toilet or interior bathroom?
- Material storage: Where will materials and dumpster go?
Neighbor courtesy: Discuss notifying neighbors before construction starts. A brief heads-up builds goodwill that helps when there's inevitable noise and disruption.
Dust and Debris Containment
If you're living in the home during construction, dust control is critical:
- Plastic barriers: Where will they be installed?
- Air filtration: Will they use air scrubbers?
- HVAC protection: Covering vents and returns
- Floor protection: Cardboard, ram board, or plastic
- Daily cleanup: What level of tidiness at end of day?
Communication Protocol
Establish how you'll stay informed and make decisions:
- Primary contact: Who do you call with questions?
- Response time: Expected turnaround for messages?
- Weekly updates: Meeting, phone call, or email?
- Progress photos: Frequency and documentation method
- Emergency contact: For urgent issues after hours
Pro tip: Agree on one communication channel (email, text, or app like BuilderTrend). Multiple channels lead to missed messages and confusion about what was agreed.
Change Order Process
Changes will happen. Establish the process now to avoid disputes later:
- All changes in writing: No verbal change orders
- Cost before work: Price agreed before change is made
- Timeline impact: How does the change affect schedule?
- Markup rates: Standard markup on change orders
Critical: Never approve a change verbally on-site. Always say "sounds good, please send me the change order to review and sign." This prevents surprises on your final invoice.
Pre-Construction Meeting Agenda
Use this agenda to structure your meeting. Share it with your contractor ahead of time.
- 1
Introductions (5 min)
Meet key team members, exchange contact info
- 2
Scope Review (15 min)
Walk through plans, confirm understanding
- 3
Schedule Overview (15 min)
Key milestones, critical path items
- 4
Site Logistics (20 min)
Access, parking, storage, protection
- 5
Communication Plan (15 min)
Updates, decision process, contacts
- 6
Change Orders & Payment (15 min)
Process, approval requirements, draw schedule
- 7
Questions & Concerns (15 min)
Open discussion, any pending items
Additional Topics to Address
Safety Concerns
- • Children and pets during construction
- • Security while home is open
- • Hazardous material handling (lead, asbestos)
- • First aid and emergency procedures
Quality Standards
- • Inspection checkpoints
- • Punch list process
- • Material substitution rules
- • Workmanship expectations
Utility Management
- • Planned utility shutoffs
- • Temporary power and water
- • Notice before interruptions
- • HVAC during construction
Owner Decisions Needed
- • Pending material selections
- • Fixture/appliance deliveries
- • Decision deadlines to avoid delays
- • Allowance items to finalize
Frequently Asked Questions
Who should attend the pre-construction meeting?
At minimum: you, your general contractor, and the project manager/site superintendent. Ideally, also include key subcontractors (electrician, plumber) if significant coordination is needed. All decision-makers in your household should attend to avoid conflicting directions later.
Should I take notes or record the meeting?
Absolutely take notes. Recording is optional but can be helpful—ask permission first. After the meeting, send a summary email to your contractor documenting what was agreed. Ask them to confirm or correct your summary in writing.
What if we disagree on something during the meeting?
Better to discover disagreements now than mid-construction. If you can't resolve an issue, document both positions and agree on a deadline to reach resolution before it affects the schedule. Some items may need contract amendments.
Can I change things discussed in this meeting later?
Yes, but changes become harder and more expensive as construction progresses. The meeting establishes baseline expectations. Changes after this point should go through your agreed change order process to document cost and schedule impacts.
Ready for the Next Step?
With your pre-construction meeting complete and agreements documented, the next step is ensuring you have an accurate property survey to guide foundation placement and verify setback compliance.