Standard Letters in Architectural Practice

368 Pages·2008·0.77 MB·English

by  David Chappell

BLUK148-Chappell February14,2008 19:38
Standard Letters in
Architectural Practice

i
BLUK148-Chappell February14,2008 19:38
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BLUK148-Chappell February14,2008 19:38
Standard Letters in
Architectural Practice
Fourth Edition
David Chappell
BA (Hons Arch), MA (Arch), MA (Law), PhD, RIBA
Architect and Contracts Consultant
David Chappell Consultancy Limited

iii
BLUK148-Chappell February14,2008 19:38
Thiseditionfirstpublished2008
(cid:2)C 1987,1994,2003,2008byDavidChappell
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Chappell,David.
Standardlettersinarchitecturalpractice/DavidChappell.–4thed.
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Includesbibliographicalreferencesandindex.
ISBN-13:978-1-4051-7965-2(hardback:alk.paper)
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iv
BLUK148-Chappell February14,2008 19:38
Contents
PrefacetoFourthEdition xv
Introduction xvii
1 Appraisal 1
Letters
1 Toclient,ifaskedtotenderonfees 3
2 Toprospectiveclient,offeringservices 4
3 Toclient,regardingthefirstvisit 5
4 Toclient,settingouttermsofappointmentSFA/99or
S-Con-07-A 6
5 Toclient,settingouttermsofappointmentCE/99or
S-Con-07-A(a) 7
6 Toclient,settingouttermsofappointmentCE/99or
S-Con-07-A(b) 9
7 Toclient,settingouttermsofappointmentSW/99or
C-Con-07-A(a) 12
8 Toclient,settingouttermsofappointmentSW/99or
C-Con-07-A(b) 15
9 Toclient,requestingpaymentinadvance 19
10 Toclient,regardingotherarchitectsengagedonthework 20
11 Tootherarchite ct,regardingformerengagement 21
12 Toclient,ifformerarchitectnotifiessomeproblem 22
13 Toclient,ifformerarchitectstatesthattheclientdoesnot
haveacopyrightlicence 23
14 Toclientwhoclaimstohaveacopyrightlicence 24
15 Toclient,ifarchitectaskedtosignawarrantynotpreviously
mentioned 25
16 Toclient,ifarchitectaskedtosignawarrantyonlyagreedin
principle 26
17 Toclient,ifaskedtoprovideacertificateofsatisfactionnot
previouslymentioned 27
18 Toclient,ifaconflictofinterestarises 28
19 Toclient,regardingtheCDMRegulationduties 29
20 Toclient,regardingsitesurvey 30
21 Toclient,beforecarryingoutasitesurvey 31
22 Toclient,ifrequestedtohelpinboundarynegotiations 32
BLUK148-Chappell February14,2008 19:38
vi Contents
23 Toclient,ifproblemencounteredduringsurvey 33
24 Togeotechnicalspecialists,enquiringaboutsoilsurvey 34
25 ToCoalAuthority,requestingpreliminaryinformation 35
26 Totelephoneserviceprovider,requestingpreliminaryinformation 36
27 Toelectricitysupplier,requestingpreliminaryinformation 37
28 Togassupplier,requestingpreliminaryinformation 38
29 Towatersupplier,requestingpreliminaryinformation 39
30 Todrainageauthority,requestingpreliminaryinformation 40
31 Tohighwayauthority,requestingpreliminaryinformation 41
32 ToNationalPower,requestingpreliminaryinformation 42
33 Tomobiletelephonecompanies,requestingpreliminary
information 43
34 Tocabletelevision,requestingpreliminaryinformation 44
35 Toclient,seekinginformation 45
36 Toclient,enclosingthefeasibilityreport 46
2 DesignBrief 47
Letters
37 Toclient,regardingearlyappointmentofconsultants 48
38 Toclientwhoqueriesearlyappointmentofconsultants 49
39 Toclient,enclosingdraftforappointmentofconsultants 50
40 Clienttoconsultant[draftpreparedbyarchitect] 51
41 Toclient,ifconsultants’agreementsarecomplex 52
42 Toclientwhowishesarchitecttoappointconsultants 53
43 Toclient,ifarchitectistoappointconsultants(a) 54
44 Toclient,ifarchitectistoappointconsultants(b) 55
45 Toclient,ifarchitectwishestoappointconsultants(a) 56
46 Toclient,ifarchitectwishestoappointconsultants(b) 57
47 Toconsultant,seekingindemnity 58
48 Toclient,ifconsultanc yservicestobeprovidedbythearchitect 59
49 Toclient,suggestingtheuseofasupplierorsub-contractor
inadesigncapacity 60
50 Toclient,regardinglistsoffirmstodesignandsupply/execute 61
51 Toclient,regardinglistsoffirmstosupply 62
52 Toclient,ifarelativelynewmaterialorprocessisproposed 63
53 Tomembersofthedesignteam,arrangingmeeting 64
54 Toclient,regardingfeesforplanningapplications 65
55 Toplanningauthority,requestingoutlineapproval 66
56 Toclientwhoconsidersthatdrawingworkshouldproceed
beforenecessaryapprovalsobtained 67
57 Toplanningauthority,requestingrenewaloftemporary
permission 68
58 Toclient,enclosingfeeaccount 69
59 Toclient,iffeesarelate:firstreminder 70
60 Toclient,iffeesarelate:secondreminder 71
BLUK148-Chappell February14,2008 19:38
Contents vii
61 Toclient,iffeesarelate:thirdreminder 72
62 Toclient,iffeeslate:legalactionthreatened 73
3 Concept 74
Letters
63 Toclient,ifamenitysocietywriteswithobjections 75
64 Toamenitysociety,iftheywritewithobjections 76
65 Toclient,regardingformofcontracttobeused(a) 77
66 Toclient,regardingformofcontracttobeused(b) 79
67 Toclient,regardingformofcontracttobeused(c) 81
68 Toclient,regardingformofcontracttobeused(d) 83
69 Toclient,regardingformofcontracttobeused(e) 84
70 Toclient,regardingformofcontracttobeused(f) 86
71 Toclient,regardingformofcontracttobeused(g) 88
72 Toclient,regardingthecontentoftheEmployer’sRequirements 90
73 Toclient,enclosingconceptdesignreport 92
4 DesignDevelopment 93
Letters
74 Tomanufacturer,askingfortechnicalliterature 94
75 Tomanufacturer,askingrepresentativetovisitforgeneralpurposes 95
76 Tomanufacturer,askingrepresentativetovisitforspecialpurposes 96
77 Tomanufacturer,askingforletter 97
78 Tolocalauthorityenvironmentalservicesdepartment,
enclosingsketchplans 98
79 Tofirepreventionofficer,enclosingsketchplans 99
80 Totelephoneserviceprovider,enclosingsketchlayout 100
81 Toelectricitysupplier,enclosingsketchlayout 101
82 Togassupplier,enclosingsketchlayout 102
83 Towatersuppli er,enclosingsketchlayout 103
84 Tohighwayauthority,enclosingsketchlayout 104
85 Toenvironmentalhealthauthority,regardingCleanAirActs 105
86 Toclient,advisingthatadditionalrequirementswillcause
thecosttoriseabovebudget 106
87 Toclient,enclosingfinaldraftofEmployer’sRequirements 107
88 Toclient,enclosingtheschemedesignreport 108
89 Toclient,regardingmodificationofthebrief 109
90 Toclientwhocannotunderstandwhyredesigningcostsextrafees 110
91 Toclient,confirminginstructiontodoextrawork 111
5 TechnicalDesign 112
Letters
92 Toclient,regardingpromptnessofdecisions 113
93 Toclient,regardingmodificationstosize,shape,locationorcost 114
BLUK148-Chappell February14,2008 19:38
viii Contents
6 ProductionInformation 115
Letters
94 Toclient,requestingfeesforBuildingRegulationsapplication 116
95 Toclient,requestingfeesforPlanningandBuilding
Regulationsapplication 117
96 Toplanningauthority,requestingapprovalofreservedmatters 118
97 Toplanningauthority,applyingforfullplanningapproval 119
98 Toplanningauthority,applyingforfullplanningpermission
andBuildingRegulationsapproval 120
99 Tolocalauthority,requestingBuildingRegulationsApproval 121
100 ToHMInspectorate(HealthandSafetyExecutive),applying
forfirecertificate 122
101 Toclient,regardingmaincontractortenderlist 123
102 Toclient,regardingmaincontractortenderlistiftwostage
tenderingistobeused 124
103 Toclient,confirmingtenderdetails 125
104 Todonor,returninggift 126
105 Toprospectivenamedsub-contractor/person,enquiringif
willingtosubmitatender 127
106 Toprospectivecontractor,enclosingquestionnaire 129
107 Toreferee,regardingsuitabilityofcontractor 130
108 Tocontractor,enquiringifcontractoriswillingtosubmitatender 131
109 Tounsuccessfulsub-contractorsandsuppliers 133
110 Toclient,confirmingtheamountofliquidateddamages 134
7 TenderDocumentation 135
Letters
111 Toclient,ifclerkofworksrequired 136
112 Toallcontractorsontenderlist,ifdatedelayed 137

8 TenderAction 138
Letters
113 Toclient,regardingletterofintenttonamedsub-contractors
andsuppliers 139
114 Tonamedsub-contractororsupplier:letterofintent 140
115 Tocontractor,invitingittotenderifbillsofquantitiesincluded 141
116 Tocontractor,invitingittotenderifbillsofquantitiesnotincluded 143
117 Tocontractor,invitingittotender 145
118 Toclientandquantitysurveyor,enclosingcopyofinvitation
totender 147
119 Toallcontractors,regardingquestionsduringthetenderperiod 148
120 Toclient,regardingopeningoftenders 149
121 Tocontractorwhosubmitsaqualifiedtender 150
122 Tocontractorwhosubmitsaqualifiedtenderifinsufficient
complianttendersreceived 151
BLUK148-Chappell February14,2008 19:38
Contents ix
123 Tocontractorswhosubmitthesecondandthirdlowesttenders 152
124 Tocontractorsnotamongthethreelowesttenderers 153
125 Tocontractorswhosubmitthesecondandthirdlowest
tendersifanothertenderaccepted 154
126 Tocontractorwhosubmitsthelowesttender,butwitherrors
tobedealtwithwhenoverallpriceisdominant 155
127 Tocontractorwhosubmitslowesttender,butwitherrorsto
bedealtwithwherepriceddocumentisdominant 156
128 Tocontractor,acceptingtendersubjecttoformaldocuments 157
129 Tocontractor,acceptingtenderandformingcontractimmediately 158
130 Toconsultants,regardingsuccessfultenderer 159
131 Tounsuccessfultenderers 160
9 Mobilisation 161
Letters
132 Tocontractor,enclosingthecontractdocuments 162
133 Toclient,enclosingthecontractdocuments 164
134 Tocontractor,returningonecopyofthecontractdocuments 165
135 Toclient,regardingletterofintenttocontractor 166
136 Tocontractor:letterofintent 167
137 Tocontractor,regardinginsurance 168
138 Tocontractor,regardinginsurance 169
139 Tocontractor,regardinginsurance 170
140 Toclient,regardinginsurance(a) 171
141 Toclient,regardinginsurance(b) 172
142 Toclient,regardinginsurance(c) 173
143 Tocontractor,regardinginsurancepolicies 174
144 Tocontractor,requestingevidenceofinsurance 175
145 Tocontractor,regardingperformancebond 176
146 Tocontractor,re gardingadvancepaymentbond 177
147 Tocontractor,regardingoff-sitematerialsbond 178
148 Toclient,atthebeginningofthebuildingcontract 179
149 Toclerkofworks,onappointment 181
150 Tocontractor,notingtheauthorityoftheclerkofworks 183
151 Tocontractor,regardingextensionofauthorityoftheclerk
ofworks 185
152 Tocontractor,namingauthorisedrepresentatives 186
153 Tocontractor,regardingtheissueofinstructions 187
154 Tocontractor,regardingsub-letting 188
155 Tocontractor,regardingsub-letting 189
156 Tocontractor,ifarchitectisemployeeoftheemployer 190
10 ConstructiontoPracticalCompletion 191
Letters
157 Tocontractor,ifitfailstomaintaininsurancecover(a) 192
BLUK148-Chappell February14,2008 19:38
x Contents
158 Tocontractor,ifitfailstomaintaininsurancecover(b) 193
159 Tocontractor,ifitfailstomaintaininsurancecover(c) 194
160 Tocontractor,ifitfailstomaintaininsurancecover(d) 195
161 Toclient,ifcontractorfailstomaintaininsurancecover(a) 196
162 Toclient,ifcontractorfailstomaintaininsurancecover(b) 197
163 Toclient,ifcontractorfailstomaintaininsurancecover(c) 198
164 Toclient,ifcontractorfailstomaintaininsurancecover(d) 199
165 Tocontractor,confirmingpossessionofthesite 200
166 Draftletterfromemployertocontractor,deferring
possessionofthesite 201
167 Tocontractor,whowronglyasksthearchitecttoinstruct
integrationofCDPdesign 202
168 Tocontractor,ifarchitectfindsdiscrepancywithinthe
Employer’sRequirements 203
169 Tocontractor,ifarchitectfindsadiscrepancywithinthe
Contractor’sProposals 204
170 Tocontractor,ifarchitectfindsaninconsistencyinCDPdocuments 205
171 Tocontractor,requestingconsenttotheadditionofpersons
tothelistunderclause3.8 206
172 Tocontractor,ifitsub-letswithoutarchitect’sconsent(a) 207
173 Tocontractor,ifitsub-letswithoutarchitect’sconsentand
notinaccordancewithclauses3.6or3.7(b) 208
174 Tocontractor,regardingemployer’slicensees(a) 209
175 Tocontractor,regardingemployer’slicensees(b) 210
176 Tocontractor,regardingemployer’slicensees(c) 211
177 Toclient,enclosingreportonprogress 212
178 Topersonsaffected,enclosingextractofminutes 213
179 Tooriginatorofminutes,ifarchitectdisagreeswithcontents 214
180 Toclient,ifdisagreeingwithformerarchitect’sdecisions 215
181 Tocontractorclient,if disagreeingwithformerarchitect’sdecisions 216
182 Tocontractorclient,ifarchitect’sdrawingsrejected 217
183 Tocontractorclient,ifinstructionsreceivedwhichare
contrarytotheEmployer’sRequirements 218
184 Toemployerwhoisseekingadvice,ifarchitectengagedby
contractorclient 219
185 Tocontractor,onreceiptofmasterprogramme 221
186 Tocontractor,onreceiptofmasterprogrammeifrequiredto
approveit 222
187 Tocontractor,ifarchitectaskedtochecksettingout 223
188 Tocontractor,confirmedacceptanceunderschedule2 224
189 ToQS,iffailingtorespondtocontractor’svaluationwhere
thereisdisagreement 225
190 Tocontractor,ifseekingpaymentforoff-sitematerialsand
thereisnoemployer’slist 226
191 Tocontractor,whohassubmitteddrawings(a) 227