Guide letters provide advice about matters architects should consider when composing letters to the parties involved in architectural projects.
1. When and how?
1.1 It is your responsibility to keep your client informed about building contract progress. Items you must cover include:
- progress related to the program;
- any decisions required from your client and how the contract might be affected by those decisions (or lack of decisions); and
- any variations or delays.
1.2 You should advise your client of contract progress at least monthly (preferably at the same time as the issue of progress certificates) both in general terms and with regard to how variations and time delays affect progress.
1.3 If you use this letter to reconfirm your client's approval for any decisions affecting the contract works, make sure you send it in sufficient time so that you do not cause a delay to the contract. Make sure your client understands the implications of delaying a decision.
2. Content
Advise:
- the current program and a summary of extensions of time approved to date and the adjusted date for practical completion;
- a cost summary to date, including a statement of the current adjusted contract sum and a summary of cost adjustments relating to variations claimed and approved to date; and
- outstanding cost adjustments relating to variations (assessment).
Recommend:
- action required and the time frame to prevent delays.
Request:
- approvals of your recommendations and advise consequences of delay.
3. Action
3.1 It is essential that you keep your client informed of contract progress on a regular basis.
4. What happens next?
4.1 Advise the specialist consultants and/or contractor of any action which may arise out of the client's response to your letter.
5. Are there other possibilities?
5.1 The client may be issued with copies of site minutes and/or progress reports as may be required by the specification.
6. What can happen if you don't?
6.1 Failure to keep your client informed may result in them incurring some loss or delay through inability to adjust to unexpected delays or additional costs.
7. Copies
7.1 Architect's file
Disclaimer
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