Project Contact List

Full Description

This project contact list template lets you log the key contact information for everyone involved in your construction project. Projects involve many people and companies, and keeping their details in one place saves time and helps the team reach the right person quickly.

What is a project contact list?

A project contact list is a single document that records the names, companies, roles and contact details of the people working on a project. On a construction job this usually includes the owner, design team, consultants, general contractor staff, subcontractors, suppliers and inspectors. It is shared with the project team so everyone knows who is responsible for what and how to reach them. Keeping it current is a simple step that prevents delays and miscommunication.

When to use it

• At project startup, as part of setting up the project
• When new subcontractors, suppliers or consultants join the job
• When issuing contact details to the owner and design team
• For site office reference and emergency planning
• At handover, so the client knows who to contact for warranty items

What’s included

A project contact list in spreadsheet (.xlsx) format, set up so you can log key contact information for each individual involved in your construction project.

How to fill it out

1. Enter the project name, number and the date of the list.
2. Group contacts by company or role, such as owner, design team, contractor, subcontractors and suppliers.
3. For each person, record their name, company, role, phone and email.
4. Add the trade or scope for each subcontractor and supplier.
5. Mark the main point of contact for each company.
6. Share the list with the project team and post a copy in the site office.
7. Update it whenever people change and add a revision date.

Tips

• Include after-hours numbers for key people in case of site emergencies.
• Keep one master list and send updates, rather than letting several versions circulate.
• Record only business contact details that people have agreed to share.
• Check the list at each monthly meeting and remove people who have left the project.

Related templates and guides

• Project Directory Template
• Emergency Contact Numbers Form
• Supplier & Subcontractor Register
• Construction Startup Checklist

Frequently asked questions

What should a project contact list include?

For each person, include their name, company, role or trade, phone number and email address. It also helps to note the main point of contact for each company, an after-hours number for key people and the date the list was last updated.

What is the difference between a contact list and a project directory?

The terms are often used the same way. A project directory is sometimes more detailed, listing companies with addresses, contract roles and several contacts each, while a contact list focuses on the individuals the team calls day to day.

Who maintains the project contact list?

It is usually kept by the project coordinator or project manager. Subcontractors and consultants should tell them when their staff change, so the list stays accurate. Ask for updates at project meetings and when new companies are brought on.

How often should the contact list be updated?

Update it whenever someone joins or leaves the project, and review it at least monthly. Add a revision date each time so people know they have the latest version. Send the new version to everyone on the distribution list.

Who should receive the project contact list?

Share it with the people who need to coordinate the work, such as the owner, design team, contractor staff and subcontractor leads. Avoid posting personal details publicly, and share only the contact information people have agreed to provide.