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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 generally the client's responsibility to provide site information. This should be established at the time of signing the client and architect agreement.
1.2 You and the specialist consultants must advise the client regarding the type and extent of site information you require to carry out your professional duties.
1.3 You should send this letter as early as possible so that the agreed program can be maintained and your professional obligations can be carried out.
2. Content
Advise:
- client's responsibility to supply site information
- the site information required by you and the specialist consultants, including:
– statutory (all levels of government – federal, state and local)
– legal
– historic
– surface features
– physical (such as existing buildings or vegetation)
– sub-surface conditions
– environmental
– site-specific local government requirements
- that the architect and specialist consultants can assist in obtaining the required information, details of related costs and additional fees, if necessary
- when information is needed to maintain the agreed program
- the format in which the information would be most useful, such as scales, photographs, and the preferred electronic information format.
Request:
- information be provided as required.
3. Action
3.1 This letter must be written by you to obtain site information not already provided.
4. What happens next?
4.1 When you receive the information distribute it to the relevant specialist consultants.
4.2 Process accounts for payment in accordance with your own and specialist consultants' agreements.
5. Are there other possibilities?
5.1 This letter could be incorporated with Guide letter 1 and/or Guide letter 2. Site information should be discussed when the client is aware of their commitments.
5.2 Where specialist consultants are not yet engaged, make the client aware that their advice will be required in order to continue the design process.
6. What can happen if you don't?
6.1 The architect and the other specialist consultants are generally in the best position to assess what information is required. If you do not make the client fully aware of what is expected you may not be able to carry out your professional role and design and documentation may be inappropriate or inaccurate.
7. Copies
7.1 Relevant specialist consultants
7.2 Architect's file
Disclaimer
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