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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. The timing of this letter depends on the circumstances of appointment. In most instances you would have briefed a specialist consultant earlier, during the fee proposal stage prior to engagement. There may be a two-part briefing: initially for an indicative fee proposal and subsequently for the project commencement date and fee confirmation. This methodology presupposes a reconfirmation phase when the initial fee proposal is reviewed after the second briefing. A suitable allowance for brief development should be incorporated in the initial indicative fee.
1.2. Specialist consultants must be briefed as thoroughly as you yourself expect to be briefed by your client.
1.3. When you brief a specialist consultant in the initial phase prior to their formal engagement you must ensure that there is no likelihood that this can be interpreted as confirmation of appointment.
1.4. A brief constitutes information only, and obviously is needed before specialist consultants commence work on a project. Ideally most of the initial briefing occurs during the initial specialist consultant engagement phase of the project.
1.5. The brief should set the standards for the project. It is a pre-eminent document. It will be developed as the project proceeds but it should be constantly updated and referred to as the benchmark for evaluation.
2. Content
Advise:
- brief is attached for final discussion at first consultants’ meeting on … (date).
Or
- brief is attached. (It is assumed that a brief for the whole project or at least a summary would have been supplied to the specialist consultant with the information in Guide letter 4)
- refer to the program outlined in Guide letter 7. If no program has so far been issued to the specialist consultant (as it should have been) enclose it with this letter.
Request:
- comments on matters which need to be clarified
- that each specialist consultant notify you of any changes to the brief which may become necessary. Confirmation or otherwise regarding changes will come from you.
Confirm:
- names and telephone numbers of responsible personnel within the project team
- date, time and venue for first project team meeting and reiterate frequency of such meetings (weekly, fortnightly, monthly etc)
- special requirements for the operation of the project team eg number of prints required, lines of communication (refer Guide letter 7).
3. Action
3.1. As primary consultant it is your duty to prepare and disseminate the agreed brief (agreed by you, the client and the consultants when they were first approached).
3.2. Everything in professional relationships should be in writing and this includes the brief.
4. What happens next?
4.1. Deal with comments and clarify matters related to brief.
4.2. Prepare agenda for first consultants’ meeting and send to all relevant parties (refer Guide letter 7).
4.3. Establish a formal method for running consultants’ meetings: be business-like, ensure minutes are taken and circulated, limit length of meetings.
5. Are there other possibilities?
5.1. After specialist consultants are appointed, finalise preliminary brief via design meetings (these must be recorded in minutes which should be circulated).
6. What can happen if you don't?
6.1. If you fail to brief consultants adequately it indicates poor administrative procedures and may have a detrimental effect on the progress and quality of design and documentation.
7. Copies
7.1. Architect's file
7.2. Client
7.3. Other specialist consultants (copy of brief)
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