When you need it
Use during a meeting to record who actually participated and in what mode. Capture arrival or departure details only when relevant to the project record or the interpretation of particular discussions.
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AI tools and documents for engineering and project management.
Meeting Attendance Record
Record actual attendance and participation mode for a meeting.
How to use this templateThis Word template contains prepared headings, tables, project fields and completion notes. Add your information, review the completed document and remove the notes before issue.
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Learning
How to use this template
What it helps you decide
The attendance record provides a factual basis for interpreting meeting participation. It avoids implying that invited people heard or agreed with decisions and keeps personal information limited to the practical record need.
How to complete it
- Identify the meeting and recorder from actual details. Enter Name and Organization / role for people observed or otherwise evidenced as participating in the meeting.
- Record Mode as in-person, online or telephone participation. Use Arrival / departure only when the timing is relevant and supported by the attendance evidence.
- Separate apologies and invited absentees in Apologies and remarks. Apply the project's access and retention rules, adding signatures only where the actual process requires them.
Who prepares and reviews it
The meeting secretary or designated recorder maintains the record with participants' confirmation where needed. The chair reviews relevant discrepancies; any requirements for signatures or formal attendance evidence follow the actual meeting process.
A mistake to avoid
Copying every invitee into the attendance list creates an inaccurate record and may wrongly suggest that absent specialists participated in or endorsed a discussion.
Illustrative example
Illustrative example: a supplier's engineer joins an online coordination meeting after the structural discussion has finished. The record notes the participation mode and relevant arrival time. A later reviewer can determine which topics the engineer attended without assuming that the invitation proves involvement in the entire meeting.
Document contents
- Attendance
- Apologies and remarks
Required inputs
- Meeting identity and date
- Actual participants and relevant attendance times
- Recorder identity