Principal Contractor Advisory Support

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Practical CDM support for Principal Contractors — advice, documentation, and structured systems to help you run organised, compliant projects.

If you’re managing the Principal Contractor role alongside running the job, we provide the expert guidance and support that keeps your Construction Phase Plan, RAMS, and site records properly organised and ready when clients or auditors ask to see them.

Experienced construction safety advisors supporting SME Principal Contractors across the UK.

37 Critical document templates for Principal Contractors: User Manual Index

Purpose and outcome

This meeting record is your practical proof that you have properly coordinated a subcontractor’s work before they start (and whenever the plan changes). It pulls together the details that usually cause problems on site: where the work is happening, who is in charge, access and deliveries, permits, temporary works interfaces, and overlaps with other trades.

Good completion looks like: clear start date and work area agreed; RAMS checked and briefed; asbestos status confirmed for the work area (especially for refurbishment, drilling/coring/penetrations); key hazards and interfaces written down with real controls; actions assigned with owners and due dates; both sides signed; filed with the programme and RAMS so it’s easy to show during an inspection or after an incident.

Who uses it (roles and responsibilities)

Role	What they do	Typical examples
Site Supervisor / Site Manager	Runs the meeting, checks interfaces, agrees site rules/logistics, confirms asbestos info is available and understood, sets actions, signs on behalf of site.	Working foreman, site manager, contracts manager (small jobs).
Subcontractor Supervisor	Confirms method, resources, supervision, plant, permits needed; checks asbestos info applies to their work; agrees controls; signs for the subcontractor.	Chargehand, foreman, working supervisor.
Temporary Works / Lifting roles (if used)	Confirms what designs/checks/plans are needed and what must be in place before work starts.	TWC, lift supervisor, appointed person.
Other affected trades (as needed)	Joins for the interface part only, to agree sequencing, segregation, and who is doing what and when.	Scaffolders, electricians, groundworkers, fire stopping.
Administrator / Document controller (if you have one)	Files the signed record with the programme, RAMS, asbestos info references, and permits; keeps version control.	Office admin, QS, site administrator.

When to use it (trigger points)

Before a new subcontractor/trade starts on site or in a new area/phase.
Before intrusive works such as drilling, coring, penetrations, breaking out, chasing, or refurbishment strip-out (asbestos info must be checked first).
Before high-risk or permit work starts (hot works, work at height, lifting, excavations, live services, confined space, dusty cutting/grinding).
When the plan changes (re-programme, change of work area/access route, new plant, new sequence, new overlaps).
Weekly interface review where there are regular overlaps (busy fit-out, multiple plots, tight access).

Rule of thumb: if the work involves making holes, opening up, or refurb work, do not start until the asbestos position is confirmed for that area and task.

Before you start (what you need in your hands)

Input / evidence	What “good” looks like on the day
Latest programme / short look-ahead	Start date, duration, and key dependencies are clear (who needs to finish what first).
Subcontractor RAMS (current version)	Task-specific, matches the actual area/sequence, includes controls for shared hazards and dusty work; signed/authorised by the subcontractor.
Asbestos information (mandatory where relevant)	Asbestos Register (for managed buildings) and/or the Refurbishment & Demolition (R&D) Survey for the area and type of work. Information is current, covers the exact rooms/floors, and is shared with the subcontractor supervisor before intrusive works start.
Drawings / sketches / marked-up plans	Work area, access routes, storage, exclusion zones and lifting routes can be shown quickly.
Service information	Latest service drawings and (where needed) scan results / permit requirements for drilling/coring/excavation.
Permit-to-work arrangements	You know what permits are used on the site and who issues them (hot works, services isolation, roof access, penetrations, etc.).
Lifting / temporary works info (if applicable)	Lift plan reference, appointed person/lift supervisor details, ground bearing checks; temporary works designs/checks where required.
Site rules and emergency arrangements	Induction process, muster point, first aid, fire arrangements, welfare and housekeeping expectations.

Practical note: If you cannot produce the asbestos register/survey for the area, treat it as unknown. Do not allow drilling, coring, chasing, breaking out, or strip-out until the correct asbestos information is available and understood.

How to complete it (step-by-step)

Step 1: Set up the meeting (10–20 minutes that saves hours later)

Hold the meeting on site, at the workface if possible. Walk the route in and out.
Have the programme, drawings/plan, and the subcontractor’s RAMS with you.
Have the asbestos info ready (register and/or R&D survey) if the work is refurbishment, opening up, or includes penetrations/drilling/coring.
Keep it practical: write down what you actually agree, not generic wording.

Step 2: Fill in the header and meeting type

Project/site/date and whether it’s Pre-start, Change/re-plan or Weekly interface review.
Agree and record the start date. If asbestos info, permits, isolations, or plans are not in place, set actions and adjust the start date accordingly.

Step 3: Attendees and key contacts

List the people who can make decisions (site supervisor + subcontractor supervisor minimum).
Complete key roles so everyone knows: first aider, fire coordinator, and any temporary works or lifting roles.
If the subcontractor will have different gangs, record who is in charge day-to-day (not just the office contact).

Step 4: Scope, area and programme (What / Where / When)

Write a short, clear work description: what you’re installing/removing/altering.
Define the work area(s): floor/plot/rooms/zone. Avoid “whole site”.
Record access points/routes and working hours.
Add hold points (stop-and-check moments), for example:
- “Asbestos register/R&D survey confirmed for Room 103 before drilling any fixings.”
- “Service scan and permit complete before coring.”

Step 5: Induction, competence and RAMS check (include asbestos briefing where relevant)

Tick off that operatives are inducted and signed in (or set an action if induction will be done on first arrival).
Confirm RAMS have been received, reviewed and briefed face-to-face. Record RAMS version/date and who briefed it.
Confirm asbestos information has been communicated to the subcontractor supervisor and (where relevant) briefed to operatives doing intrusive works: what the survey says, what areas are included/excluded, and what to do if anything suspicious is found.
Only tick plant certificates/training cards if you have actually checked (or set an action to check before start).
Agree the supervision level (who is the working supervisor on the tools, and who to call if something changes).

Step 6: Logistics and access

Agree delivery times, booking method and lead time.
Record loading/unloading points, storage limits, and waste arrangements.
Confirm pedestrian/vehicle routes and any banksman requirements.

Step 7: Permits, high-risk activities and key controls (don’t skip asbestos)

Tick what applies and write the actual controls (not “as per RAMS” unless you add a clear reference).
For penetrations/drilling/coring/refurb strip-out, record:
- Which asbestos document applies (register or R&D survey reference/title/date for the area).
- Any restrictions (e.g., “no works to ceiling void until area surveyed”).
- The stop-work rule for suspicious materials (see pitfalls section below).
If you tick an activity that needs a permit/plan, confirm who issues it and what must be in place before start.

Step 8: Lifting operations (only if needed)

Confirm whether a lift is required. If yes, record the lift plan reference and roles.
Write down exclusion zone arrangements, oversailing/public interface, and ground bearing/set-up checks.

Step 9: Temporary works and interfaces

Record who is allowed to change/alter: scaffold, edge protection, temporary covers, props/supports, temporary electrics.
Write “who checks / who signs off” in plain terms.
Include protection of finished work (who supplies it, who maintains it).

Step 10: Overlapping trades and shared hazards

List trades working near/over/under the subcontractor and when/where the overlap happens.
Agree controls that stop clashes (sequencing, exclusions, shared-route rules, dust/noise controls).

Step 11: Welfare, housekeeping and site rules

State where welfare is and what housekeeping standard is expected.
Confirm PPE expectations and reporting routes for near misses/incidents.

Step 12: Actions, owners and due dates

Every “we need to…” becomes an action with an owner and a due date.
Typical asbestos-related actions:
- “Provide R&D survey for Level 1 corridor” (owner: site / client; due: before start).
- “Mark ‘no drill’ zones on plan and brief the gang” (owner: subcontractor supervisor; due: first morning).

Step 13: Final agreement and sign-off

Both sides sign and date/time it.
Tick attachments that exist today (programme snippet, RAMS, permits, lift plan, scans, drawings, temporary works checks).
If asbestos info is required for the task, make sure it is referenced/attached in the file pack (or listed with a clear reference so it can be produced quickly).

Review and approval (what “good checking” means)

Minimum: Site Supervisor/Manager reviews and signs; Subcontractor Supervisor reviews and signs.
Asbestos check is not optional for refurbishment and intrusive works. The reviewer should confirm the asbestos register/R&D survey has been checked for the area and the scope matches what will happen on site.
Escalate and pause the start if: asbestos status is unknown for the work area, RAMS don’t match the job, permits/isolations aren’t available, access/edge protection isn’t safe, service info is unclear, or multiple trades cannot be safely separated.

Recordkeeping (storage, retention, audit readiness)

Item	Practical approach
Where to file it	Project H&S file (digital folder) and/or site file. Store alongside the subcontractor RAMS and the relevant programme/look-ahead.
Include asbestos references	File (or clearly reference) the Asbestos Register and/or R&D Survey relevant to the work area, so you can show what was checked if asked.
Naming / indexing	Use a simple consistent name, e.g. `YYYY-MM-DD_Prestart_InterfaceMeeting_Drylining_Level1`.
Version control	If the plan changes, create a new record (or clearly mark as “Change/re-plan”) and cross-reference the previous one.
Retention	Keep for the life of the project and afterwards in line with your company retention practice and client requirements. If in doubt, retain with the project health & safety file.

How often to review or update

At least once per subcontractor start (new trade or new phase/area).
Weekly on busy sites where interfaces change constantly.
Immediately after any re-plan (new areas opened up, new penetrations, new overlaps).
Immediately if asbestos information changes, new areas are accessed, or the job becomes more intrusive than originally planned.

Common mistakes / pitfalls (and how to avoid them)

Pitfall: Starting drilling/coring/strip-out without checking the Asbestos Register or R&D Survey.
Avoid: Make asbestos status a hold point. No intrusive work until the right asbestos information is confirmed for that exact area and task.
Pitfall: “We’ve always done it this way” assumptions on older buildings.
Avoid: Treat unknown materials as suspect until confirmed. Brief the stop-work rule to everyone doing intrusive works.
Pitfall: No clear stop-work response if suspicious material is found.
Avoid: Agree and brief a simple rule: stop work, keep people away, do not disturb further, tell the site supervisor immediately. Record this expectation during the pre-start.
Pitfall: RAMS referenced but not briefed to the lads.
Avoid: Record RAMS version/date and the face-to-face briefing details; spot check understanding at the workface.
Pitfall: Interfaces not owned by anyone (“someone will cover the holes”).
Avoid: Assign responsibility clearly: who installs temporary covers, who inspects, who maintains, who signs off.
Pitfall: Record not filed or can’t be found when asked.
Avoid: File it the same day with RAMS + programme, and include asbestos references where relevant.

Worked example (refurb + penetrations)

Scenario: A mechanical subcontractor is starting a refurbishment. They need to core two holes for new pipework and chase walls for bracket fixings. Electricians are working in the same corridor.

Scope/area: “Run new heating flow/return along Level 2 corridor and into Rooms 2.14–2.18. Core 2 x 110mm penetrations.”
Asbestos check (pre-start): Site provides the R&D survey for Level 2. Supervisor confirms it covers the corridor and the specific rooms. Hold point added: “No coring until survey checked for exact core locations and permit issued.”
Penetrations control: Permit for coring required; service scan confirmed; core locations marked; exclusion zone set; dust control and clean-up agreed.
Overlaps: Electricians overhead in corridor ceiling void. Control: “No coring while electricians are working above; daily 07:15 coordination; barriered exclusion during cores.”
Actions: Site to issue penetration permit process and confirm who signs it off (due before start). Mechanical supervisor to brief operatives on stop-work procedure for suspicious materials (due first morning).
Sign-off & file: Signed by site and mechanical supervisors. Filed with programme, RAMS, permit reference, service scan, and R&D survey reference.

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