Why every job needs one current project directory
At some point on every project, someone needs a phone number right now: the inspector who's supposed to be on site at 7, the electrical foreman whose crew just hit a line, the owner's rep who has to approve a change before the pour. If the answer is "it's in an email somewhere," you're losing time you don't have. A construction project directory — also called a project contact list or team roster — puts every contact on the job in one place, in one current version. The free template above organizes it the way projects actually run and adds a one-page emergency card for the trailer wall.
What's in the directory
The directory is grouped into sections, each with the same columns: Role, Company, Contact Name, Office Phone, Cell, Email, Address, and Notes.
- Owner — project rep, facilities/operations, accounts payable (for pay apps), and any construction manager or owner's agent.
- Architect / design team — principal, project architect for construction administration, interior and landscape designers.
- Engineers & consultants — structural, civil, MEP, fire protection, geotechnical, surveyor, commissioning agent.
- GC team — project executive, PM, project engineer, superintendent, assistant super, safety manager, QA/QC, project accountant.
- Subcontractors by trade — ordered by CSI division, from demolition through site utilities.
- Suppliers & services — distributors, ready-mix dispatch, rebar, rental equipment, crane service, dumpsters, fencing.
- AHJ / inspectors & testing — permit desk, building, electrical, plumbing, and mechanical inspectors, fire marshal, special inspections, SWPPP, elevator.
- Utilities — new-service contacts for electric, gas, water/sewer, telecom, and 811.
- Emergency contacts — 911, nearest hospital ER, occupational clinic, police and fire non-emergency, utility emergency lines, Poison Control, the National Response Center for spills, and OSHA's severe-injury reporting line.
The emergency card
The second tab turns the directory into a one-page sheet to post in the job trailer, in gang boxes, and at the gate. It pulls the site address and gate access (the first thing 911 dispatch will ask for), the nearest hospital name, address, and phone, the emergency and utility lines, and the cell phones for the superintendent, safety manager, and PM — all with live formulas, so updating the directory updates the card. Add the route to the hospital and your muster point and first-aid/AED location by hand.
A few things experienced supers do on day one:
- Drive the hospital route. Know whether the nearest hospital has an emergency room — an urgent care can't take a serious injury.
- Know which injuries you must report. Under OSHA's recordkeeping rule (29 CFR 1904.39), employers report a work-related fatality within 8 hours and an in-patient hospitalization, amputation, or loss of an eye within 24 hours.
- Call 811 before you dig and record the locate ticket number. Lead times vary by state.
- Post the utility emergency lines for the site — downed lines and gas leaks don't wait for the office to open.
How to fill out the template
| Column | What to enter |
|---|---|
| Role | Pre-filled. Delete roles you don't need or type new ones into the blank rows in each section. |
| Company | Legal or common company name — match your subcontract or PO. |
| Contact Name | The person you'll actually call. For subs, the foreman in the field (PM in Notes). |
| Office / Cell | Cell first for field people. The office line won't answer at 6 AM. |
| For RFIs, submittals, and minutes distribution. | |
| Address | Office, yard, or — for the hospital — the ER entrance. |
| Notes | Hours, approval limits, license or permit numbers, preferred way to schedule inspections. |
The project info block counts how many contacts are filled in so you can see at a glance how complete the directory is. Bump the Rev # every time you reissue.
Common project directory mistakes
- Only office numbers. Get the field cell for every foreman and super.
- No revision control. Three versions floating around means someone calls the inspector who retired last month.
- Missing the AHJ. The inspection request line and the inspector's cutoff time save days over a job.
- Emergency info buried on page 4. Emergency contacts belong on their own posted page — that's what the emergency card is for.
- Posting personal info publicly. Cell numbers and emails are personal information. Share the directory with the project team only.
Keeping it current without reprinting
A spreadsheet directory is only as good as the last time someone reissued it. Field PM keeps the project team, subs, and contacts with the job, so the field has the current list on their phone and the same records drive daily reports, safety forms, and RFIs and change orders. Start a free 30-day trial.
Related construction templates
- Construction meeting minutes — OAC, sub coordination, and foreman meetings
- Certificate of insurance tracker — track every sub's COI alongside their contact
- Incident report template — what to fill out after you've made the emergency call
- Material receiving log — supplier contacts in action
- Browse all free construction templates
