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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 Once you accept a commission from a client it is your responsibility to meet the brief to which you have agreed. It is, therefore, advisable to keep the client informed regarding progress of the design and documentation at regular intervals. One simple method is to involve the client in all specialist consultant and authorities meetings by either sending them minutes or inviting them to attend.
1.2 This letter often accompanies progressive invoices particularly when the project is between milestones. A report of this nature may also be required as a condition of your Client Architect Agreement.
2. Content
Advise:
- present situation of design and documentation with reference to such matters as brief, program, project budget, authorities' approvals, further input required from client and any other relevant considerations.
Recommend:
- Action, if necessary, to respond to changed circumstances and request approval for such action before proceeding.
- If the project is running behind the agreed program, it is generally advisable to keep the client informed of the delay and the causes, particularly where the causes are outside your control. Refer Acumen note Guide letter 16: Advice to client on implications of changes.
3. Action
3.1 Writing this letter is strongly recommended.
4. What happens next?
4.1 Advise specialist consultants of any action that has been approved.
4.2 Confirm client's instructions in writing.
5. Are there other possibilities?
5.1 If you do not document progress, or confirm approval for changes, it may be difficult later to recall specific events. While extensive diary entries may suffice, a letter or properly distributed minutes of meetings will be more conclusive.
6. Copies
6.1 Architect's file
6.2 Relevant specialist consultants
Disclaimer
This content is provided by the Australian Institute of Architects for reference purposes and as general guidance. It does not take into account specific circumstances and should not be relied on in that way. It is not legal, financial, insurance, or other advice and you should seek independent verification or advice before relying on this content in circumstances where loss or damage may result. The Institute endeavours to publish content that is accurate at the time it is published, but does not accept responsibility for content that may or has become inaccurate over time. Using this website and content is subject to the Acumen User Licence.