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 is governed by the COA Conditions of Engagement and Scale of Charges under the Architects (Professional Conduct) Regulations, 1989. 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 COA stages: Stage 1 — Concept Design [✓ Included / — Excluded] Stage 2 — Preliminary Design [✓ Included / — Excluded] Stage 3 — Statutory Approvals [✓ Included / — Excluded] Stage 4 — Working Drawings & Tender [✓ Included / — Excluded] Stage 5 — Appointment of Contractor [✓ Included / — Excluded] Stage 6 — Construction Administration [✓ Included / — Excluded] Stage 7 — Project Completion [✓ Included / — Excluded] Services not included unless specifically agreed in writing: structural design, MEP engineering, landscape architecture, interior architecture (if separate), contractor bill verification, day-to-day site supervision. 3. Professional Fee Project Category: [Individual House / Non-Housing] COA Minimum: [7.5% / 5%] of actual cost of works assigned, excluding land Agreed Fee: [X%] of actual cost of works assigned, excluding land Estimated Fee (on ₹[Estimated Cost]): ₹[Calculated Amount] Documentation & Communication Charges: 10% of professional fee (mandatory under COA Regulations) Estimated Documentation Charges: ₹[Amount] GST: 18% on professional fee and documentation charges Estimated GST: ₹[Amount] The professional fee will be regularised against the actual cost of completed works at project close-out. 4. Payment Schedule Payments are due within 15 days of invoice. The schedule below uses cumulative percentages of the agreed professional fee: On appointment (retainer): 5% of professional fee ₹[Amount] Stage 1 completion (Concept Design): 10% (cumulative) ₹[Amount] Stage 2 completion (Preliminary): 20% (cumulative) ₹[Amount] Stage 3 completion (Approvals): 35% (cumulative) ₹[Amount] Stage 4 completion (Working Drawings): 45% (cumulative) ₹[Amount] Stage 5 completion (Contractor): 55% (cumulative) ₹[Amount] Stage 6 — at 50% construction: 75% (cumulative) ₹[Amount] Stage 6 — at 90% construction: 90% (cumulative) ₹[Amount] Stage 7 completion: 100% (regularised) Balance All invoices will include GST and documentation charges at the applicable stage proportion. 5. Client Responsibilities The Client shall provide, at no cost to the Architect: (a) A clear, written project brief before Stage 1 commences. (b) Original site documents, survey drawings, and proof of title. (c) Access to the site for surveys, inspections, and site visits. (d) Decisions and approvals within 10 working days of submission. (e) Payment of all statutory fees, authority charges, and NOC costs. (f) Names and contact details of all consultants and contractors appointed by the Client. Client-directed design changes after stage approval constitute additional services and will be billed separately at agreed rates. 6. Reimbursable Expenses The following are reimbursable at cost with a 10% handling charge: — Travel beyond 30 km from the Architect's office for site visits — Physical models, large-format printing, and physical sample procurement — Authority submission fees paid by the Architect on the Client's behalf The following are excluded and are the Client's direct responsibility: — Structural engineer, MEP engineer, and any specialist consultant fees — Statutory authority fees and levies — Contractor costs 7. Intellectual Property All drawings, models, documents, and designs produced by the Architect remain the intellectual property of the Architect under the Copyright Act, 1957. The Client receives a non-exclusive licence to use these documents for the specific project described in this letter only. Reproduction or use of these designs for any other project requires the Architect's prior written consent. 8. Termination Either party may terminate this appointment with 30 days' written notice. On termination, the Client shall pay all fees earned to the date of termination, calculated on a pro-rata basis for any partially completed stage, plus all reimbursable expenses incurred to date. The Architect's documents shall not be used for further construction after termination without the Architect's written consent. 9. Dispute Resolution In the event of a dispute, both parties agree to first attempt resolution through mutual discussion within 30 days of the dispute arising. If unresolved, the matter may be referred to COA mediation. Any legal proceedings shall be subject to the exclusive jurisdiction of the courts at [City], India. 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: ___________________________