Your last meeting before construction begins, here’s how to make it count
Introduction
The construction kickoff meeting is the official start of your build. It’s where you align with your contractor, review expectations, confirm site logistics, and walk through key parts of the scope. Whether you’re managing the project closely or working with a full team, this meeting sets the tone and helps reduce miscommunication once the work starts.
Use this guide to make sure you’re prepared and covering the right topics.
Who Should Attend
- Property owner(s) – You (and any co-decision makers) should be there
- General contractor – Preferably the person managing the job day-to-day (PM or superintendent)
- Architect or designer – If they’ll be involved during construction
- Project manager or consultant – If you’ve hired someone to oversee the job
Even if not everyone is required for the whole meeting, it’s helpful to get key team members together for shared understanding.
When to Schedule the Meeting
- 1 to 5 days before the official start of construction
- After the permit has been issued (or confirmed as approved)
- Once the contract is signed and your financing is in place
- After you’ve reviewed your scope of work, timeline, and payment structure
What to Bring to the Meeting
- A printed copy of the final plans
- Scope of work and contract (or digital access)
- Any approved change orders or allowances
- A checklist of topics (you can use this page as a guide)
- Something to take notes, written or digital
- Any remaining questions you’ve been holding
This meeting is often done on-site, so plan accordingly.
Suggested Agenda Topics
1. Site Walkthrough
- Walk through the areas to be worked on
- Identify any sensitive areas that need protection
- Clarify material storage locations and jobsite boundaries
- Confirm if fencing or signage will be installed
2. Project Timeline & Milestones
- Review the overall schedule and projected start and end dates
- Discuss any key milestones (e.g., rough inspections, framing complete, finish install)
- Align on expectations for change orders or delays
3. Communication & Decision-Making
- Who will be the primary point of contact?
- How will updates be shared (email, text, shared drive, app)?
- How much notice is needed to make decisions or select finishes?
- What’s the best way to handle questions or issues as they arise?
4. Permits & Inspections
- Confirm that the building permit has been issued
- Review the inspection process and who will schedule/manage them
- If deferred submittals are required, note who is handling them
5. Working Hours & Access
- Typical working hours (weekdays, weekends, holidays)
- Entry method (lockbox, key handoff, gate code)
- Plan for deliveries and where trucks or dumpsters can be placed
- Trash and debris management
6. Neighbor or HOA Notifications
- Are there restrictions on noise, work hours, or equipment access?
- Does the HOA require design approval, signage, or a construction deposit?
- If applicable, decide who will notify neighbors or tenants about the upcoming work
7. Safety & Liability
- Clarify responsibilities for site safety and secure fencing (if needed)
- Review insurance documents and coverage
- Discuss pets, family, or tenant access to the site during construction
- Identify any liability concerns
Action Items & Owner Tips
- Confirm all parties are clear on who does what, don’t assume
- Request a written summary or meeting minutes after the call or walk-through
- Don’t hesitate to ask questions about what’s happening or what to expect
- This is your opportunity to align with the contractor before the job begins
What’s Next: Understanding the Construction Schedule
With your kickoff meeting complete, the next step is knowing what to expect once the job actually begins. Construction doesn’t move at a steady pace every day, there will be busy weeks, slower periods, and times when things feel stalled due to inspections, material delays, or trade scheduling.
Continue to Construction Schedule: What to Expect Once Building Begins to learn how construction unfolds in phases, why activity varies from week to week, and how to stay informed and confident throughout the build.