Standard letters in architectural practice

Preface to Fourth Edition......Page 15
Introduction......Page 17
Appraisal......Page 19
1 To client, if asked to tender on fees......Page 21
2 To prospective client, offering services......Page 22
3 To client, regarding the first visit......Page 23
4 To client, setting out terms of appointment SFA/99 or S-Con-07-A......Page 24
5 To client, setting out terms of appointment CE/99 or S-Con-07-A (a)......Page 25
6 To client, setting out terms of appointment CE/99 or S-Con-07-A (b)......Page 27
7 To client, setting out terms of appointment SW/99 or C-Con-07-A (a)......Page 30
8 To client, setting out terms of appointment SW/99 or C-Con-07-A (b)......Page 33
9 To client, requesting payment in advance......Page 37
10 To client, regarding other architects engaged on the work......Page 38
11 To other architect, regarding former engagement......Page 39
12 To client, if former architect notifies some problem......Page 40
13 To client, if former architect states that the client does not have a copyright licence......Page 41
14 To client who claims to have a copyright licence......Page 42
15 To client, if architect asked to sign a warranty not previously mentioned......Page 43
16 To client, if architect asked to sign a warranty only agreed in principle......Page 44
17 To client, if asked to provide a certificate of satisfaction not previously mentioned......Page 45
18 To client, if a conflict of interest arises......Page 46
19 To client, regarding the CDM Regulation duties......Page 47
20 To client, regarding site survey......Page 48
21 To client, before carrying out a site survey......Page 49
22 To client, if requested to help in boundary negotiations......Page 50
23 To client, if problem encountered during survey......Page 51
24 To geotechnical specialists, enquiring about soil survey......Page 52
25 To Coal Authority, requesting preliminary information......Page 53
26 To telephone service provider, requesting preliminary information......Page 54
27 To electricity supplier, requesting preliminary information......Page 55
28 To gas supplier, requesting preliminary information......Page 56
29 To water supplier, requesting preliminary information......Page 57
30 To drainage authority, requesting preliminary information......Page 58
31 To highway authority, requesting preliminary information......Page 59
32 To National Power, requesting preliminary information......Page 60
33 To mobile telephone companies, requesting preliminary information......Page 61
34 To cable television, requesting preliminary information......Page 62
35 To client, seeking information......Page 63
36 To client, enclosing the feasibility report......Page 64
Design Brief......Page 65
37 To client, regarding early appointment of consultants......Page 66
38 To client who queries early appointment of consultants......Page 67
39 To client, enclosing draft for appointment of consultants......Page 68
40 Client to consultant [draft prepared by architect]......Page 69
41 To client, if consultants’ agreements are complex......Page 70
42 To client who wishes architect to appoint consultants......Page 71
43 To client, if architect is to appoint consultants (a)......Page 72
44 To client, if architect is to appoint consultants (b)......Page 73
45 To client, if architect wishes to appoint consultants (a)......Page 74
46 To client, if architect wishes to appoint consultants (b)......Page 75
47 To consultant, seeking indemnity......Page 76
48 To client, if consultancy services to be provided by the architect......Page 77
49 To client, suggesting the use of a supplier or sub-contractor in a design capacity......Page 78
50 To client, regarding lists of firms to design and supply/execute......Page 79
51 To client, regarding lists of firms to supply......Page 80
52 To client, if a relatively new material or process is proposed......Page 81
53 To members of the design team, arranging meeting......Page 82
54 To client, regarding fees for planning applications......Page 83
55 To planning authority, requesting outline approval......Page 84
56 To client who considers that drawing work should proceed before necessary approvals obtained......Page 85
57 To planning authority, requesting renewal of temporary permission......Page 86
58 To client, enclosing fee account......Page 87
59 To client, if fees are late: first reminder......Page 88
60 To client, if fees are late: second reminder......Page 89
61 To client, if fees are late: third reminder......Page 90
62 To client, if fees late: legal action threatened......Page 91
Concept......Page 92
63 To client, if amenity society writes with objections......Page 93
64 To amenity society, if they write with objections......Page 94
65 To client, regarding form of contract to be used (a)......Page 95
66 To client, regarding form of contract to be used (b)......Page 97
67 To client, regarding form of contract to be used (c)......Page 99
68 To client, regarding form of contract to be used (d)......Page 101
69 To client, regarding form of contract to be used (e)......Page 102
70 To client, regarding form of contract to be used (f)......Page 104
71 To client, regarding form of contract to be used (g)......Page 106
72 To client, regarding the content of the Employer’s Requirements......Page 108
73 To client, enclosing concept design report......Page 110
Design Development......Page 111
74 To manufacturer, asking for technical literature......Page 112
75 To manufacturer, asking representative to visit for general purposes......Page 113
76 To manufacturer, asking representative to visit for special purposes......Page 114
77 To manufacturer, asking for letter......Page 115
78 To local authority environmental services department, enclosing sketch plans......Page 116
79 To fire prevention officer, enclosing sketch plans......Page 117
80 To telephone service provider, enclosing sketch layout......Page 118
81 To electricity supplier, enclosing sketch layout......Page 119
82 To gas supplier, enclosing sketch layout......Page 120
83 To water supplier, enclosing sketch layout......Page 121
84 To highway authority, enclosing sketch layout......Page 122
85 To environmental health authority, regarding Clean Air Acts......Page 123
86 To client, advising that additional requirements will cause the cost to rise above budget......Page 124
87 To client, enclosing final draft of Employer’s Requirements......Page 125
88 To client, enclosing the scheme design report......Page 126
89 To client, regarding modification of the brief......Page 127
90 To client who cannot understand why redesigning costs extra fees......Page 128
91 To client, confirming instruction to do extra work......Page 129
Technical Design......Page 130
92 To client, regarding promptness of decisions......Page 131
93 To client, regarding modifications to size, shape, location or cost......Page 132
Production Information......Page 133
94 To client, requesting fees for Building Regulations application......Page 134
95 To client, requesting fees for Planning and Building Regulations application......Page 135
96 To planning authority, requesting approval of reserved matters......Page 136
97 To planning authority, applying for full planning approval......Page 137
98 To planning authority, applying for full planning permission and Building Regulations approval......Page 138
99 To local authority, requesting Building Regulations Approval......Page 139
100 To HM Inspectorate (Health and Safety Executive), applying for fire certificate......Page 140
101 To client, regarding main contractor tender list......Page 141
102 To client, regarding main contractor tender list if two stage tendering is to be used......Page 142
103 To client, confirming tender details......Page 143
104 To donor, returning gift......Page 144
105 To prospective named sub-contractor/person, enquiring if willing to submit a tender......Page 145
106 To prospective contractor, enclosing questionnaire......Page 147
107 To referee, regarding suitability of contractor......Page 148
108 To contractor, enquiring if contractor is willing to submit a tender......Page 149
109 To unsuccessful sub-contractors and suppliers......Page 151
110 To client, confirming the amount of liquidated damages......Page 152
Tender Documentation......Page 153
111 To client, if clerk of works required......Page 154
112 To all contractors on tender list, if date delayed......Page 155
Tender Action......Page 156
113 To client, regarding letter of intent to named sub-contractors and suppliers......Page 157
114 To named sub-contractor or supplier: letter of intent......Page 158
115 To contractor, inviting it to tender if bills of quantities included......Page 159
116 To contractor, inviting it to tender if bills of quantities not included......Page 161
117 To contractor, inviting it to tender......Page 163
118 To client and quantity surveyor, enclosing copy of invitation to tender......Page 165
119 To all contractors, regarding questions during the tender period......Page 166
120 To client, regarding opening of tenders......Page 167
121 To contractor who submits a qualified tender......Page 168
122 To contractor who submits a qualified tender if insufficient compliant tenders received......Page 169
123 To contractors who submit the second and third lowest tenders......Page 170
124 To contractors not among the three lowest tenderers......Page 171
125 To contractors who submit the second and third lowest tenders if another tender accepted......Page 172
126 To contractor who submits the lowest tender, but with errors to be dealt with when overall price is dominant......Page 173
127 To contractor who submits lowest tender, but with errors to be dealt with where priced document is dominant......Page 174
128 To contractor, accepting tender subject to formal documents......Page 175
129 To contractor, accepting tender and forming contract immediately......Page 176
130 To consultants, regarding successful tenderer......Page 177
131 To unsuccessful tenderers......Page 178
Mobilisation......Page 179
132 To contractor, enclosing the contract documents......Page 180
133 To client, enclosing the contract documents......Page 182
134 To contractor, returning one copy of the contract documents......Page 183
135 To client, regarding letter of intent to contractor......Page 184
136 To contractor: letter of intent......Page 185
137 To contractor, regarding insurance......Page 186
138 To contractor, regarding insurance......Page 187
139 To contractor, regarding insurance......Page 188
140 To client, regarding insurance (a)......Page 189
141 To client, regarding insurance (b)......Page 190
142 To client, regarding insurance (c)......Page 191
143 To contractor, regarding insurance policies......Page 192
144 To contractor, requesting evidence of insurance......Page 193
145 To contractor, regarding performance bond......Page 194
146 To contractor, regarding advance payment bond......Page 195
147 To contractor, regarding off-site materials bond......Page 196
148 To client, at the beginning of the building contract......Page 197
149 To clerk of works, on appointment......Page 199
150 To contractor, noting the authority of the clerk of works......Page 201
151 To contractor, regarding extension of authority of the clerk of works......Page 203
152 To contractor, naming authorised representatives......Page 204
153 To contractor, regarding the issue of instructions......Page 205
154 To contractor, regarding sub-letting......Page 206
155 To contractor, regarding sub-letting......Page 207
156 To contractor, if architect is employee of the employer......Page 208
Construction to Practical Completion......Page 209
157 To contractor, if it fails to maintain insurance cover (a)......Page 210
158 To contractor, if it fails to maintain insurance cover (b)......Page 211
159 To contractor, if it fails to maintain insurance cover (c)......Page 212
160 To contractor, if it fails to maintain insurance cover (d)......Page 213
161 To client, if contractor fails to maintain insurance cover (a)......Page 214
162 To client, if contractor fails to maintain insurance cover (b)......Page 215
163 To client, if contractor fails to maintain insurance cover (c)......Page 216
164 To client, if contractor fails to maintain insurance cover (d)......Page 217
165 To contractor, confirming possession of the site......Page 218
166 Draft letter from employer to contractor, deferring possession of the site......Page 219
167 To contractor, who wrongly asks the architect to instruct integration of CDP design......Page 220
168 To contractor, if architect finds discrepancy within the Employer’s Requirements......Page 221
169 To contractor, if architect finds a discrepancy within the Contractor’s Proposals 204......Page 222
170 To contractor, if architect finds an inconsistency in CDP documents......Page 223
171 To contractor, requesting consent to the addition of persons to the list under clause 3.8......Page 224
172 To contractor, if it sub-lets without architect’s consent (a)......Page 225
173 To contractor, if it sub-lets without architect’s consent and not in accordance with clauses 3.6 or 3.7 (b)......Page 226
174 To contractor, regarding employer’s licensees (a)......Page 227
175 To contractor, regarding employer’s licensees (b)......Page 228
176 To contractor, regarding employer’s licensees (c)......Page 229
177 To client, enclosing report on progress......Page 230
178 To persons affected, enclosing extract of minutes......Page 231
179 To originator of minutes, if architect disagrees with contents......Page 232
180 To client, if disagreeing with former architect’s decisions......Page 233
181 To contractor client, if disagreeing with former architect’s decisions......Page 234
182 To contractor client, if architect’s drawings rejected......Page 235
183 To contractor client, if instructions received which are contrary to the Employer’s Requirements......Page 236
184 To employer who is seeking advice, if architect engaged by contractor client......Page 237
185 To contractor, on receipt of master programme......Page 239
186 To contractor, on receipt of master programme if required to approve it......Page 240
187 To contractor, if architect asked to check setting out......Page 241
188 To contractor, confirmed acceptance under schedule 2......Page 242
189 To QS, if failing to respond to contractor’s valuation where there is disagreement......Page 243
190 To contractor, if seeking payment for off-site materials and there is no employer’s list......Page 244
191 To contractor, who has submitted drawings (a)......Page 245
192 To contractor who has submitted drawings under the design submission procedure (b)......Page 246
193 To contractor who has submitted design drawings (c)......Page 248
194 To contractor who contends that compliance with a comment will give rise to a variation......Page 249
195 To contractor, if requesting information and there is no information release schedule (a)......Page 250
196 To contractor, if requesting information (b)......Page 251
197 To contractor, if requesting information (c)......Page 252
198 To contractor, if requesting information on the information release schedule......Page 253
199 To contractor, if letter not understood......Page 254
200 To contractor, pending detailed reply......Page 255
201 To contractor, seeking proof of compliance (a)......Page 256
202 To contractor, seeking proof of compliance (b)......Page 257
203 To contractor, requesting samples......Page 258
204 To contractor, regarding compliant samples......Page 259
205 To contractor, regarding failure of samples......Page 260
206 To manufacturer, if problems with product on site......Page 261
207 To quantity surveyor regarding defective work......Page 262
208 Draft letter from employer to contractor, amount proposed to be paid (a)......Page 263
209 Draft letter from employer to contractor, amount proposed to be paid (b)......Page 264
210 Draft letter from employer to contractor, amount proposed to be withheld (a)......Page 265
211 Draft letter from employer to contractor, amount proposed to be withheld (b)......Page 266
212 To contractor, if defective work opened up......Page 267
213 To contractor, after failure of work (a)......Page 268
214 To contractor, after failure of work (b)......Page 269
215 To client, confirming instruction which entails extra cost......Page 270
216 To client, if material change to approved design necessary......Page 271
217 To contractor, requiring compliance with instruction......Page 272
218 To contractor, who fails to comply with notice......Page 273
219 To contractor, if no grounds for extension of time......Page 274
220 To contractor, if no extension of time due......Page 275
221 To contractor, if issuing extension in two parts because of lack of time before completion date......Page 276
222 To contractor, giving extension of time......Page 277
223 To client, enclosing a report on extension of time......Page 278
224 To contractor, shortly after practical completion......Page 279
225 To contractor, reviewing extensions of time after completion date or practical completion (a)......Page 280
226 To contractor, reviewing extensions of time after completion date or practical completion (b)......Page 281
227 To client, enclosing certificate of non-completion (a)......Page 282
228 To client, if Works not complete (b)......Page 283
229 To client, if Works not complete by date for completion and further extensions may be due......Page 284
230 Draft letter from employer to contractor, before deducting liquidated damages......Page 285
231 To client, advising on the deduction of liquidated damages......Page 286
232 To client, if it would be unfair to deduct liquidated damages......Page 287
233 To client, regarding common law claims......Page 288
234 To client regarding loss and/or expense applications......Page 289
235 To contractor, if ex-gratia or common law application submitted......Page 290
236 To client, regarding ex-gratia claims......Page 291
237 To contractor, rejecting application due to failure to comply with contract......Page 292
238 To contractor, if application badly presented......Page 293
239 To contractor, after receipt of estimate of loss and/or expense under supplemental provision, schedule 2, paragraph 5......Page 294
240 To contractor, requesting further information in support of financial claim......Page 295
241 To contractor, rejecting application for loss and/or expense......Page 296
242 To contractor, accepting financial claim......Page 297
243 To contractor, partly accepting financial claim......Page 298
244 To quantity surveyor, requesting ascertainment of loss and/or expense......Page 299
245 To quantity surveyor, requesting partial ascertainment of loss and/or expense......Page 300
246 To client, enclosing report on application......Page 301
247 To client, on receipt of contractor’s 7-day notice suspending performance of obligations......Page 302
248 Draft letter from employer to contractor, on receipt of 7-day notice suspending performance of obligations......Page 303
249 To contractor, on resumption of obligations after suspension......Page 304
250 To contractor, giving notice of default (a)......Page 305
251 To contractor, giving notice of default (b)......Page 306
252 To contractor, giving notice of default (c)......Page 307
253 To client, if contractor continues the default......Page 308
254 To client, if contractor continues the default (b)......Page 309
255 To client, if contractor is in default (c)......Page 310
256 Draft letter from employer to contractor, terminating employment after default notice......Page 311
257 To client, if termination by either party possible......Page 312
258 Draft letter from employer to contractor, giving notice if termination by either party possible......Page 313
259 Draft letter from employer to contractor, terminating if termination by either party possible......Page 314
260 Draft letter from employer to contractor, terminating employment after loss or damage......Page 315
261 Draft letter from employer to contractor, terminating if terrorism cover no longer available......Page 316
262 Draft letter from employer to contractor, determining contract......Page 317
263 To client, regarding insurance after termination......Page 318
264 To client, if contractor likely to terminate its employment or has issued a default notice......Page 319
265 To client, if contractor likely to terminate its employment if termination by either party is possible......Page 320
266 To client, if contractor likely to terminate its employment because it is just and equitable to do so......Page 321
267 To client, if contractor terminates its employment......Page 322
268 Draft letter from employer to contractor, giving notice of intention to refer a dispute to adjudication......Page 323
269 Draft letter from employer to Nominating Body, requesting nomination of an adjudicator......Page 324
270 Draft letter from employer to adjudicator, enclosing the Referral......Page 325
271 Draft letter from employer to contractor, if adjudicator’s decision is in employer’s favour......Page 326
272 To employer, if asked to respond to contractor’s adjudication notice......Page 327
273 Draft letter from employer to contractor, requesting concurrence in the appointment of an arbitrator......Page 328
274 Draft letter from employer to contractor, requesting concurrence in the appointment of an arbitrator......Page 329
275 Draft letter from employer to relevant Professional Body, if there is no concurrence in the appointment of an arbitrator or, in the case of GC/Works/1 (1998), the named arbitrator is unable to act......Page 330
276 Draft letter from employer to contractor proposing mediation of a dispute......Page 331
277 To client, if impractical to carry out certain services......Page 332
278 To client, determining all performance and obligations by reasonable notice......Page 333
279 To client, giving 14 days notice to terminate the agreement......Page 334
280 To client, terminating the agreement......Page 335
281 To client, if client terminates appointment by reasonable notice (a)......Page 336
282 To client, if client terminates appointment by reasonable notice (b)......Page 337
283 To client, if client has not given instructions to resume suspended service within six months (a)......Page 338
284 To client, if client has not given instructions to resume suspended service within six months (b)......Page 339
285 To client, if another architect appointed......Page 340
286 To other architect, appointed by client, if fees etc. outstanding......Page 341
287 To employer who wishes to use new building before practical completion certified (a)......Page 342
288 To employer who wishes to use part of the Works before practical completion certified (b)......Page 343
289 To consultants, regarding testing and commissioning of plant......Page 345
290 To client, regarding testing and commissioning of plant......Page 346
291 To client, prior to completion......Page 347
292 To client, confirming handover meeting 330......Page 348
293 To contractor, regarding inspection before completion......Page 349
294 To consultants, regarding inspection before completion......Page 350
Post Practical Completion......Page 351
295 To client, after handover......Page 352
296 To contractor, if sending schedule of defects......Page 353
297 To contractor if immediate attention required during the rectification period......Page 354
298 To contractor, requiring making good during the rectification/maintenance period......Page 355
299 To client, if some defects are not to be made good......Page 356
300 To contractor, instructing that some defects are not to be made good......Page 357
301 To contractor, requiring ‘as-built’ records......Page 358
302 To contractor, requiring return of all drawings and documents......Page 359
303 To client, seeking permission to publish details of the project......Page 360
304 To client, requesting feedback information......Page 361
305 To consultants, requesting feedback information......Page 362
306 To contractor, requesting feedback information......Page 363
307 To client, if architect asked to inspect suspected defects after the end of the rectification period......Page 364
308 To client regarding latent defects after the final certificate......Page 365
309 To contractor, regarding latent defects......Page 366
Index......Page 367