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Guide letters provide advice about matters architects should consider when composing letters to the parties involved in architectural projects.
1. Caution
1.1 It is advisable to notify the client of the completion of each stage of service and to seek written confirmation that the work meets the client's requirements before proceeding to the next stage. The conclusion of each stage is a milestone event and should be acknowledged, particularly by the client. A sign-off of the previous stage is recommended to assist in managing the project.
2. When and how?
2.1 The Institute has produced the Client and Architect Agreement CAA2019 which contains a number of core and additional project stages and services. Project-specific agreements should generally be based on the principles contained in this agreement. Written notice should be sent at the completion of each of these stages (although completion of the final stage will necessarily involve some additional matters). A convenient time for the completion notice is generally when the drawings for each stage are issued.
2.2 It is also advisable to provide notices of completion of intermediate stages, if they are identified in the Agreement and are milestones in the project.
3. Content
Refer to:
- project agreement
- stage completed
- design criteria met (ie size, cost, planning, time).
Advise:
- when instructions are needed to proceed to next stage
- implication of failure to instruct (consider program, increased costs, availability of staff, special conditions).
Request:
- confirmation that completed services conform with instructions received
- authority to proceed to next stage
- confirmation of criteria for next stage.
4. Action
4.1 Written approval for the completed stage is obtained from the client before proceeding to the next stage.
5. What happens next?
5.1 Do not proceed without instructions as you may not be paid unless agreement can be established.
5.2 Convene specialist consultants' meeting upon receipt of instructions to proceed.
6. What can happen if you don't?
6.1 You may be involved in unnecessary disputes over whether your design complies with the brief.
6.2 You may find it more difficult to manage scope creep when the conclusion of design phases are not formalised.
7. Copies
7.1 Architect's file
7.2 Consultants
Disclaimer
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