Project Management Checklist for Architects in India

Before Appointment

• Initial client meeting — brief, site overview, budget expectations
• Site visit and preliminary feasibility assessment
• Fee proposal prepared with all 12 COA sections
• Appointment letter signed by both parties
• Retainer invoice raised and payment received before work starts
• Project file created — client documents, site photos, ownership papers

Stage 1 — Concept Design

• Detailed project brief documented and signed off by client
• Site measurements and survey confirmed
• Local building regulations and FSI/FAR limits checked
• Conceptual design options developed (minimum two alternatives)
• Rough cost estimate prepared on area basis
• Concept design presented to client
• Written client approval received for preferred concept
• Stage 1 invoice raised (10% cumulative)

Stage 2 — Preliminary Design

• Approved concept developed into preliminary drawings (plans, elevations, sections)
• 3D model or renders prepared if agreed
• Updated cost estimate based on preliminary design
• Structural and MEP consultants briefed if in scope
• Preliminary design presented and approved in writing by client
• Any revision rounds documented
• Stage 2 invoice raised (20% cumulative)

Stage 3 — Approvals

• Submission drawings prepared per authority requirements
• All required NOC applications identified
• Submissions made to relevant authorities (municipal, fire, environment, etc.)
• Submission date recorded and approval tracking started
• Stage 3A invoice raised on submission (30% cumulative)
• Objections or queries from authorities resolved
• Statutory approvals received and filed
• Stage 3B invoice raised on approval (35% cumulative)

Stage 4 — Working Drawings & Tender

• Full set of detailed architectural drawings produced
• Specifications written for all materials and finishes
• Bill of quantities (BOQ) or schedule of quantities prepared
• Structural and MEP drawings coordinated (if in scope)
• Tender document set assembled and reviewed
• Client reviewed and approved tender set
• Stage 4 invoice raised (45% cumulative)

Stage 5 — Contractor Appointment

• Tender invitations issued to shortlisted contractors
• Site visit organised for bidding contractors
• Bids received and comparative statement prepared
• Contractor recommendation made in writing to client
• Contractor appointed and contract signed
• Stage 5 invoice raised (55% cumulative)

Stage 6 — Construction

• Construction-issue drawing set released to contractor
• Site visit schedule agreed (frequency documented in appointment letter)
• Stage 6A invoice raised (65% cumulative)
• Sample approvals tracked and documented
• Shop drawings reviewed and returned with comments
• Site visit reports issued after each visit
• Progress invoices raised at 20/40/60/80% construction (70–90% cumulative)
• Snagging list prepared at virtual completion
• Virtual completion certificate issued

Stage 7 — Completion

• All snagging items resolved by contractor
• Final completion certificate issued
• Occupancy-related submissions made if required
• As-built drawings compiled and delivered to client
• All project documents archived
• Final fee regularisation computed against actual project cost
• Balance invoice raised (100%)
• Client sign-off on completion received

Administrative Checklist (Ongoing)

• All invoices raised within 48 hours of milestone
• Outstanding receivables reviewed weekly
• Team hours logged against each project
• GST returns filed on schedule
• Project files updated after each milestone