Meeting and scope record
Copy these editorial prompts for your meeting; this is not a contract form.
Swipe sideways to see the other columns. The first column stays visible.
| Question / stage | Answer and document reference | Unresolved / owner |
|---|---|---|
| Deliverables, revisions, exclusions | ___ | ___ |
| Approvals and construction visits | ___ | ___ |
| Consultants, insurance, change pricing | ___ | ___ |
Swipe sideways to see the other columns. The first column stays visible.
| Compare the same scope | Practice A | Practice B |
|---|---|---|
| Stages and deliverables | ___ | ___ |
| Revision rounds / extra fees | ___ | ___ |
| Approval and construction services | ___ | ___ |
| Consultant appointments / costs | ___ | ___ |
| Insurance / limits / exclusions | ___ | ___ |
| Change pricing / written authorisation | ___ | ___ |
Scope, before fees
Two practices quoting the same project may be pricing substantially different work. Comparing the numbers before comparing scope can hide exclusions and later additional fees.
About the appointment
- Which stages does this fee cover, and where does it stop? Map the answer against the five stages.
- Are approval submissions included — planning, building control, or whatever applies here?
- Are construction-stage services included? How many site inspections, and what happens on each?
- How many revision rounds per stage? What triggers an additional fee?
- What deliverables do I receive at the end of each stage? Ask for the list, not the adjective.
- Who holds the drawings and in what format if we part ways?
About the team
- Which other consultants does this project need? Ask what structural, services, fire, acoustic or cost input this project requires, and why.
- Who appoints and pays them — you directly, or the architect?
- Who is actually doing the work — the person in this meeting, or someone else?
- What is your insurance position and what does it cover?
About the project
- What do you see as the main constraints on this site? Ask which constraint changes the design.
- What could make this project cost more than expected? Ask for the assumptions.
- What would you push back on in our brief? You want someone who will.
- How do you handle it when the budget and the brief do not reconcile?
About change
- What happens to the fee if we change the brief after design development?
- How do you record and price variations during construction?
- What is the process if we disagree about something?
AIA B101–2017 is a U.S. example: its public instructions distinguish service categories, consultant arrangements and supplemental responsibilities (§4.1.1); Article 2 addresses insurance. RIBA’s guide explains UK professional indemnity. Confirm actual scope and policy; legal effect varies locally.
Red flags in the answers
| Answer | Why it matters |
|---|---|
| “We’ll figure out the fee as we go” | The scope is undefined, which means the cost is too |
| “You won’t need an engineer” | Ask for the project-specific structural assessment behind that answer |
| “Planning won’t be a problem” | Nobody can guarantee an approval outcome |
| Vague about construction-stage services | This is the stage where design intent gets built or quietly abandoned |
| No written appointment offered | Scope, fees and responsibility may be harder to evidence or dispute; legal effect depends on jurisdiction |
Bring the right things to the first meeting
- Your brief, with requirements and preferences separated — see how to write an architectural design brief.
- The real budget, including what it covers.
- Site information you already hold: title plan, survey, any previous approvals.
- Fixed dates and what drives them.
- Annotated references, with a note on what you liked in each.
What you are actually buying
You are agreeing to specified design and, if included, construction-stage services. Match the meeting record to the written appointment before relying on drawings, visits or coordination being included. See what does an architect do for responsibilities, and the architectural design process guide for the wider sequence.
Frequently asked questions
Is the cheapest fee the cheapest project?
A fee comparison is incomplete without scope. Check included stages, deliverables, exclusions and construction services, then identify who covers any gaps and at what cost. A lower fee alone does not establish either a lower or a higher total project cost.
What are typical architect fees?
They vary widely by country, project type and scope, and are quoted as a percentage of construction cost, a fixed sum, or hourly. The useful comparison is not the number but what the number buys, stage by stage.
Do I need other consultants?
That depends on the project and jurisdiction. Ask which structural, services, fire, acoustic, planning, ground or cost inputs are needed, who appoints each consultant, and which fee covers them. Do not assume every project needs the same consultant team.
What should be in the appointment document?
Stages covered, deliverables per stage, revision rounds, fee and payment schedule, what triggers additional fees, who appoints and pays consultants, insurance, and how either party can end the appointment.
Sources
- Instructions for B101–2017 — Articles 1, 2, 4 and 11 — AIA Contract Documents Accessed October 8, 2026.
- Professional indemnity insurance guide — Royal Institute of British Architects Accessed October 8, 2026.