Guide letters provide advice about matters architects should consider when composing letters to the parties involved in architectural projects.
1. Caution
1.1 No matter how changes arise, you must keep your client informed at all times as to the progress of the project (refer Guide letter 15) and advise of any matter which has arisen or is likely to arise that could affect:
- cost;
- time;
- quality; and
- performance of the project.
2. When and how?
2.1 You should send this letter when change has arisen or is likely to arise (refer Guide letter 9).
2.2 Before giving such advice to your client, you should obtain reports on matters from relevant specialist consultants and the contractor.
3. Content
Advise:
- nature of each change;
- cause of each change;
- implication of each change in terms of cost, time, quality and performance;
- action taken by you and/or others; and
- when approval is needed to minimise delays. Note that if changes are taking place during the contract administration phase of the project, reference should be made to the provisions of the building contract regarding delays.
Recommend:
- further action to be taken by you and/or others.
Request:
- client's approval for proposed action(s).
4. Action
4.1 It is strongly recommended that you should obtain your client's approval for the changes before proceeding.
4.2 It is essential to advise the client of changes causing variations during contract administration. The relevant building contract will describe the minimum requirements.
5. What happens next?
5.1 Unless the situation has already required immediate action to protect your client’s interests, you should initiate action as soon as you receive client approval.
5.2 Advise specialist consultants if appropriate.
6. What can happen if you don't?
6.1 Failure to take prompt action could result in delays and additional costs to your client.
6.2 Failure to obtain approval from your client could result in action against you.
6.3 Failure to inform your client of changes may restrict your ability to charge variations for scope creep.
7. Copies
7.1 Architect's file
7.2 Consultants
8. References
8.1 ABIC contracts
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