Business activity coordination meeting minutes template
Updated on 29 October 2026 · Free template for information only: adapt it to your workplace; it does not replace advice from your prevention service.
A coordination meeting is one of the means of business activity coordination listed in article 11 of Royal Decree 171/2004. Spanish law does not impose a model for the minutes, but recording what was discussed, what was agreed and who will do it is the best way to prove that you coordinated if there is an inspection or an accident.
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What should coordination minutes include?
- Meeting details: workplace, date, time and who calls the meeting (usually the workplace owner or the main company).
- Attendees: name, company and role of each person, including the preventive resources or the person in charge of coordination, if any.
- Concurrent work and companies: what each company does, where and on which dates.
- Risks that may affect other companies and those made worse by sharing the workplace.
- Agreed measures, each with an owner and a date.
- Workplace rules and emergencies: access, restricted areas, work permits and what to do in an emergency.
- Documents reviewed or pending for each company.
- Next meeting and attendees’ signatures.
Minutes template
Copy it, print it or save it as PDF with the button above (only the template is printed). The template is in English; Spanish and Catalan versions are on the other language pages.
Business activity coordination meeting minutes
Royal Decree 171/2004 · Minutes no. ______
1. Meeting details
| Workplace | |
|---|---|
| Date and time | |
| Called by (company and person) | |
| Reason | ☐ Start of work ☐ Regular ☐ Change in work or risks ☐ After an incident or accident |
2. Attendees
| Name | Company | Role | Signature |
|---|---|---|---|
3. Concurrent companies and work
| Company | Work carried out | Area | Dates |
|---|---|---|---|
4. Risks that may affect other companies
| Risk | Company that creates it | Who it affects |
|---|---|---|
5. Agreed measures
| Measure | Owner | Deadline |
|---|---|---|
6. Workplace rules and emergencies
| Access and restricted areas | |
|---|---|
| Work permits required | |
| Emergencies: assembly point and contact |
7. Documents
| Reviewed at the meeting | |
|---|---|
| Pending (company and document) |
8. Remarks and next meeting
| Remarks | |
|---|---|
| Next meeting |
Tips to make the minutes useful
- Hold the meeting when work starts and repeat it when the work, the risks or the companies change, not just once a year.
- Every measure needs an owner and a date. An agreement without a name or deadline is neither met nor provable.
- Give a copy to every company and keep it with the rest of the health and safety documents: the third additional provision of RD 171/2004 makes it part of the documentation that must be kept.
- Review the contractors’ documents before the meeting: what is missing and what expires soon. The usual list is in which documents to request from a contractor.
Frequently asked questions about coordination minutes
Are coordination meetings mandatory?
Not always. Article 11 of Royal Decree 171/2004 lists regular meetings as one of the possible means of coordination, together with exchanging information, instructions or a person in charge of coordination. Each workplace chooses the means according to the hazards, the number of workers and how long the work lasts; the collective agreement or your procedure may require them.
Is there an official model for the minutes?
No. Neither Royal Decree 171/2004 nor the Law on the Prevention of Occupational Risks sets a model. This template includes the sections usually found in minutes so that they serve as proof of coordination.
Who has to sign the minutes?
Usually every attendee signs on behalf of their company. That records that each company received the information and knows the agreed measures.
Sources
- Royal Decree 171/2004 on business activity coordination (BOE, consolidated text, in Spanish).
- Guidelines for effective business activity coordination (INSST, 2024), in Spanish.
Written by the Coorvia team from the consolidated text in the BOE (Spain’s Official State Gazette) and the INSST guidelines cited in the sources. If you find a mistake or something has changed, write to us at hola@coorvia.app and we will fix it. How we write our guides.