What must be included in an architecture fee proposal in India?

A COA-compliant architecture fee proposal in India must include: a letter of appointment referencing COA Conditions of Engagement, project particulars, a stage-wise schedule of services for all 7 COA stages, professional fee and basis of calculation, documentation charges (10% of professional fee), a payment schedule tied to milestones, client responsibilities, reimbursable expenses, commercial terms including IP ownership, a dispute resolution clause, and an acceptance block containing the architect's COA registration number and GSTIN.

Business Development · COA Compliance

What to Include in an Architecture Fee Proposal in India

Q: Does an architecture fee proposal need to mention COA?

Yes. The appointment letter should reference the COA Conditions of Engagement and the Scale of Charges under the Architects (Professional Conduct) Regulations, 1989. This establishes the legal framework governing the engagement.

By ArchiEase Updated April 2026 6 min read

A COA-compliant architecture fee proposal in India must cover 12 elements: letter of appointment, project particulars, schedule of services (all 7 COA stages), scope of work, COA fee reference table, professional fee for this project, payment schedule, client responsibilities, reimbursable expenses and exclusions, commercial terms, dispute resolution, and an acceptance block with the architect's COA registration number and GSTIN.

Most architects in India send a brief quote and lose work to competitors who present a professional, structured proposal. A well-written fee proposal doubles as the project's appointment letter — it is a legal document that protects both parties. Here is what it must contain.

1. Letter of Appointment

Open with a formal letter from the client to the architect. It should reference the COA Conditions of Engagement and Scale of Charges under the Architects (Professional Conduct) Regulations, 1989. This reference is what gives the document legal standing in case of a dispute.

2. Project Particulars

Name, location, project type, approximate built-up area, estimated cost of works (excluding land), and the nature of services to be provided. This section prevents scope ambiguity — if it is not written here, it is not included.

3. Schedule of Services — All 7 COA Stages

List each of the 7 COA stages with standard deliverables and project-specific notes. Even if only some stages are being assigned, list all 7 and clearly mark which are included and which are excluded.

4. Scope of Work

Explicitly state what is included and what is not. Key items to address:

Whether structural and MEP coordination is in scope
Whether landscape, interior architecture, or signage is included
Day-to-day site supervision (typically not part of standard architectural services)
Contractor bill verification (add 1% if assigned)

5. COA Fee Reference Table

Include a brief reference to the COA mandatory minimum fees for the relevant project category. This educates the client and prevents fee disputes later. For an individual house, the minimum is 7.5%. For most non-housing projects, it is 5%.

6. Professional Fee and Charges — This Project

State the agreed fee clearly:

Professional fee (percentage or lump sum)
Documentation and communication charges (10% of professional fee — mandatory)
GST at applicable rate
Reimbursables policy
Additional services / revision charges

7. Payment Schedule

Link payments to COA stage milestones. Use cumulative percentages. State the payment due period (typically 15–30 days from invoice date). Include a close-out regularisation clause — the fee must be adjusted against actual construction cost at completion.

8. Client Responsibilities

State what the client must provide: project brief, site documents, ownership papers, soil reports, statutory fee payments, and access to the site. Also specify that client-directed design changes after stage approval may be billed as additional services.

9. Reimbursable Expenses and Exclusions

Explicitly list what is and is not included. Travel, models, renderings, authority fees, and specialist consultant fees should be addressed here to avoid disputes.

10. Commercial Terms

Include: IP ownership (drawings belong to the architect and are for this project only), termination terms (notice period, fees for completed work), late payment interest, and regularisation at close-out.

11. Dispute Resolution

Include a clause requiring mutual discussion before formal proceedings, reference to COA mediation, and state the jurisdiction. This section is often omitted and is the first thing a lawyer looks for.

12. Acceptance Block

Both parties must sign. The architect's acceptance block must include:

Firm name
Architect's name
COA Registration Number
GSTIN
Place and date
Signature and official seal

The GSTIN is often missing from proposals and is legally required for any firm registered under GST.

Need a ready-to-use template? Download our free COA-aligned fee proposal template — it covers all 12 sections and is delivered as an editable Word document.

Frequently Asked Questions

Is a fee proposal the same as an appointment letter?

In Indian architectural practice, the fee proposal and appointment letter are typically the same document. Once signed by both parties, it becomes the contract governing the engagement.

Does the proposal need to be on stamp paper?

Stamp paper is not mandatory for architecture appointment letters in most states, but it strengthens enforceability. For high-value projects, many firms have the signed letter notarised or use stamp paper as a precaution.

What if the client wants to change the scope mid-project?

Any change in scope should be documented as a written amendment to the original appointment letter. The fee proposal should include a clause stating that client-directed changes after stage approval are additional services billed separately.