Architect Contract Template India — Free Letter of Appointment (COA-Aligned)

Copy LETTER OF APPOINTMENT Architectural Services Date: _______________ From: [Client Full Name / Company Name] [Client Address] [Client GSTIN, if applicable] To: [Architect / Firm Name] [Firm Address] COA Registration No: [COA Reg. No.] GSTIN: [GSTIN] Dear [Architect Name], We are pleased to appoint you as the Architect for the project described below, on the terms set out in this letter. This appointment follows the Council of Architecture's Conditions of Engagement and Scale of Charges, which form part of this letter. 1. Project Particulars Project Name: [Project Name] Site Address: [Site Address] Project Type: [e.g. Individual Residence / Commercial Office / Mixed-Use] Approximate BUA: [sq ft / sq m] Estimated Cost of Works (excl. land): ₹[Amount] 2. Nature of Services Comprehensive Architectural Services across the following stages of the COA Conditions of Engagement: Stage 1 — Conceptual Design [Included / Excluded] Stage 2 — Preliminary Scheme [Included / Excluded] Stage 3 — Approval Drawings [Included / Excluded] Stage 4 — Working Drawings & Tender Docs [Included / Excluded] Stage 5 — Appointment of Contractors [Included / Excluded] Stage 6 — Construction [Included / Excluded] Stage 7 — Completion [Included / Excluded] Day-to-day supervision of the works is carried out by a Construction Manager (Clerk of Works, Site Supervisor or Construction Management Agency on a large or complex project) appointed and paid by the Client on the Architect's advice. Specialised consultants (structural, MEP and others) are appointed in consultation with the Client; services not listed above are additional services unless agreed in writing. 3. Professional Fee Project Category: [Individual House / Non-Housing] Fee basis: [X%] of the actual cost of works assigned, excluding the cost of land Estimated Fee (on ₹[Estimated Cost]): ₹[Calculated Amount] The COA scale of charges is [7.5% for an individual house / 5% for most other projects]; confirm the current figure for your category in the COA document before filling this in. Documentation & Communication Charges: 10% of the professional fee, at all stages Estimated Documentation Charges: ₹[Amount] GST: charged at the applicable rate on the professional fee and charges Estimated GST: ₹[Amount] The fee is computed on the actual cost of works on completion. Until then payments are made on the rough estimate of cost (retainer and Stage 1), the preliminary estimate (Stages 2 to 4) and the accepted tender cost (Stages 5 to 6), and the balance is adjusted at Stage 7. 4. Payment Schedule The Client shall honour the Architect's bills within one month of submission. The percentages below are of the total fees payable; each payment is that cumulative percentage less the amount already paid. Retainer on appointment: ₹20,000 or 5% of total fees, whichever is higher ₹[Amount] Stage 1 — conceptual designs and rough cost estimate: 10% (cumulative) ₹[Amount] Stage 2 — preliminary scheme and estimate: 20% (cumulative) ₹[Amount] Stage 3a — drawings for approval: 30% (cumulative) ₹[Amount] Stage 3b — statutory approval for construction: 35% (cumulative) ₹[Amount] Stage 4 — working drawings, specifications, quantities: 45% (cumulative) ₹[Amount] Stage 5 — tenders analysed, contractor advice: 55% (cumulative) ₹[Amount] Stage 6a — working drawings for start of work: 65% (cumulative) ₹[Amount] Stage 6b — at 20% / 40% / 60% / 80% of the work: 70% / 75% / 80% / 85% (cumulative) Stage 6b — on virtual completion: 90% (cumulative) ₹[Amount] Stage 7 — completion report and as-built drawings: 100%, less payments made and the retainer The retainer is adjusted at the last stage. Progressive payments on account may be agreed against the work done in a stage. 5. Client Responsibilities The Client shall: (a) Provide detailed requirements of the project. (b) Provide property lease or ownership documents. (c) Provide a site plan to a suitable scale showing boundaries, contours and existing features, or arrange and pay for the survey. (d) Furnish soil reports and tests required by the Architect, or pay for them. (e) Furnish any specific conditions, statutory stipulations, codes of practice or schedule of rates to be followed. (f) Pay all fees, levies, security deposits and expenses required for statutory sanction. (g) Give effect to the Architect's professional advice and make no change in the drawings and documents without the Architect's consent. (h) Appoint a Construction Manager as advised by the Architect. Any revision to approved drawings, tenders and documents required by the Client is additional service, paid at 50% of the fee prescribed for the relevant stage(s). Any services requested after the agreed completion period are compensated on mutually agreed terms. 6. Reimbursable Expenses In addition to the fee and documentation charges, the Client shall reimburse the Architect at actual cost: — Travel (to and fro), boarding, lodging and local transport for visits by the Architect's staff to the site or other place necessary for the work — Presentation models, computer simulation, presentation drawings and similar items prepared at the Client's instance for purposes other than the design and execution of the project The Architect will supply up to six sets of drawings at different stages free of cost. Fees of consultants, statutory authorities and contractors are the Client's direct responsibility. 7. Ownership of Copyright Architectural design is the intellectual property of the Architect. The drawings, specifications, documents and models are the Architect's property whether or not the project is executed. The Client may retain copies for information and use in connection with this project and shall not use them for any other project or allow any other person to do so, except for repetition as the Scale of Charges stipulates. 8. Termination Either party may terminate this appointment by giving the other not less than 30 days' written notice if the other substantially fails to perform its responsibilities and the failure is not caused by the party giving notice. Where the termination is not attributable to any act, omission, neglect or default of the Architect, the Architect is entitled to the fees for the work done under the payment schedule and to the further sums under clauses 9.09 and 9.11 of the Conditions of Engagement. If the Client terminates, the Client may employ another Architect to complete the work after paying the previous Architect's firm. 9. Dispute Resolution Disputes or differences about the meaning of the Conditions of Engagement and Scale of Charges, or matters done under them, shall be referred to arbitration by the Council of Architecture. The arbitrator is appointed by the President of the Council of Architecture and the arbitration is conducted under the Arbitration and Conciliation Act, 1996. Have a lawyer confirm this clause suits the project and state before signing. 10. Acceptance This letter of appointment shall become binding when signed by both parties. For and on behalf of the Client: Name: ___________________________ Designation: ___________________________ Signature: ___________________________ Date: ___________________________ Place: ___________________________ For and on behalf of the Architect / Firm: Name: ___________________________ Firm: [Firm Name] COA Reg. No.: [COA Registration Number] GSTIN: [GSTIN] Signature: ___________________________ Seal: ___________________________ Date: ___________________________ Place: ___________________________