---
title: "Writing an architecture fee proposal: scope, exclusions, assumptions and the fee method"
url: https://notionforarchitecture.com/blog/architecture-fee-proposal-scope-of-services-checklist
updated: 2026-10-30
author: Notion for Architecture
---

# Writing an architecture fee proposal: scope, exclusions, assumptions and the fee method

An architecture fee proposal states what you will do (scope of services by stage), what you will not do (exclusions), what you are assuming (assumptions), how you will charge (percentage, lump sum, hourly or retainer) and what triggers extra fees. The proposal protects both sides by making the boundary visible before the first drawing is drawn.

## Key takeaways

- Write scope by stage, then exclusions, then assumptions: most fee disputes start in the gap between them.
- Choose the fee method by how well the scope is defined, not by habit.
- List the events that trigger additional services, with a rate, before you sign.
- Do not copy a typical fee percentage; build the number from your hours and risk.

## What goes in an architecture fee proposal?

A fee proposal has seven parts. Missing any of them is the usual root of a later disagreement.

- Project understanding: your one-paragraph reading of the brief, site and budget, so the client can correct you early.
- Scope of services by stage: what is included at each stage and what the deliverable is.
- Exclusions: things clients commonly assume are included but are not (for example, specialist consultants, planning appeals or visualisations).
- Assumptions: the facts the fee depends on, such as a fixed brief, a stated number of client review rounds or a construction budget.
- Fee method and amount: how much, how calculated and when invoiced.
- Additional services: the triggers and rates for extra work.
- Terms and acceptance: the contract form or standard terms it sits under and how the client says yes.

This page is organisational information, not legal advice; check your contract form, jurisdiction and professional body's requirements before issuing a proposal.


## How do you write the scope of services by stage?

Use your own stage names, then show the equivalent so US and UK clients both recognise them. For each stage write the activities, the deliverable and the client's obligation. The last column is the one people skip, and it prevents most delay claims.

| Stage (RIBA / AIA) | Typical deliverable | Client obligation |
| --- | --- | --- |
| Brief and feasibility (RIBA 1 / pre-design) | Site appraisal, brief confirmation, feasibility options | Supply surveys, confirm budget and programme |
| Concept (RIBA 2 / schematic design) | Concept plans, sections, massing, outline cost advice | Decide between options by an agreed date |
| Developed design (RIBA 3 / design development) | Coordinated design, planning or permit submission pack | Approve design freeze in writing |
| Technical design (RIBA 4 / construction documents) | Construction drawings and specification | Approve selections; pay consultants appointed directly |
| Construction (RIBA 5 / construction administration) | Site visits, responses to queries, certificates as the contract provides | Give access; pay contractor on time |

- Stage names in Notion: AIA and RIBA: https://notionforarchitecture.com/blog/design-phases-notion-aia-riba-stages


## How do you write exclusions and assumptions?

An exclusion says no; an assumption says only if. Write both as short, testable sentences, because a vague one cannot be enforced politely.

| Type | Weak wording | Testable wording |
| --- | --- | --- |
| Exclusion | Does not include extras | Does not include planning appeals, party wall matters or visualisations beyond three views |
| Assumption | Brief will not change | Fee assumes one brief sign-off at the end of the concept stage and two client review rounds per stage |
| Assumption | Normal ground conditions | Fee assumes a survey is supplied by the client before the developed design stage |
| Exclusion | Consultants as required | Structural, services and cost consultants are appointed separately and not included |


## Which fee method should you choose?

There are four methods, and the template field in ArchitectOS lists the same four: percentage of construction cost, fixed lump sum, hourly rate and retainer. The choice follows how well defined the scope is and who carries the risk if it grows.

| Method | Best when | Who carries overrun risk | Watch out for |
| --- | --- | --- | --- |
| Percentage of construction cost | Scope and budget will be refined as design proceeds | Shared: fee moves with cost | Client cuts budget; fee falls while work does not |
| Fixed lump sum | Brief is clear and stages are bounded | You | Scope creep; needs tight assumptions and additional-services triggers |
| Hourly rate (with or without cap) | Scope is unclear, early feasibility, or advisory work | Client | Clients hesitate to call you; set a not-to-exceed figure |
| Retainer | Ongoing relationship such as a landlord's estate or serial client | Shared by agreed monthly hours | Unused hours and rollover rules |

Published guides quote very different typical percentages and the ranges conflict, so this page deliberately gives none. Build your number from your own hours, as below.


## A worked fee calculation (illustrative numbers)

These figures are invented to show the arithmetic. They are not typical fees or a recommendation.

1. Estimate hours by stage: Concept 60 h, developed design 120 h, technical design 200 h, construction 90 h: 470 h.
2. Apply your blended cost-recovery rate: 470 h x $95 = $44,650. This rate should cover salaries, overheads and a margin; work it out from your own accounts.
3. Add a risk allowance: Add 10% for client review rounds and information delay: $44,650 x 1.10 = $49,115.
4. Cross-check the percentage: If construction cost is $700,000, the fee is 7.0% ($49,115 / $700,000). Compare to your usual outcomes, not to a published average.
5. Decide the method: Present a lump sum per stage, or a percentage with a stated minimum, and list the additional-services triggers.


## What counts as additional services?

List the triggers in the proposal, each with a rate or a way of pricing it. Common triggers:

- Brief change after sign-off of a stage.
- More review rounds than the assumption allows.
- Delay beyond an agreed period caused by client or third-party information.
- A change in construction method, procurement route or contractor after tender.
- Additional meetings or site visits beyond the stated number.
- Statutory applications or appeals not in the original scope.

Record each trigger as it happens, with the date and the client's written instruction, before you do the work. That record is the whole defence.


## Where does the proposal end and fee tracking begin?

Everything above happens before signature. After it, you need to know what has been invoiced against what was agreed. We make ArchitectOS, so weigh this accordingly. It is a Notion template with a Projects database (status and fee type, including the four methods above), plus Clients, Approvals and Fees & Invoices sections. It does not write proposals, generate contracts, track staff time or run accounting; use your word processor and accounting software for those.

Read our companion page on tracking fees and invoices after signature, and the cash-flow playbook for what to do when billings slow. Last reviewed: 30 October 2026.

- Fee tracking and invoicing in Notion: https://notionforarchitecture.com/blog/architecture-fee-tracking-invoicing-notion
- Cash-flow playbook for slow markets: https://notionforarchitecture.com/blog/architecture-practice-slow-market-cash-flow-playbook
- See what's inside ArchitectOS: https://notionforarchitecture.com/#templates
- ArchitectOS pricing: https://notionforarchitecture.com/#pricing


## FAQ

### What should an architect's fee proposal include?

A project understanding, scope of services by stage, exclusions, assumptions, the fee method and amount, additional-services triggers and acceptance terms. Exclusions and assumptions prevent most later disputes, so write them as specific, testable sentences.

### Is a percentage fee or a lump sum better for an architect?

Percentage suits projects whose scope and budget will evolve; lump sum suits a clear brief with bounded stages. Lump sums leave overrun risk with you, so pair them with firm assumptions and additional-services triggers.

### What is the difference between an exclusion and an assumption?

An exclusion states work that is not included. An assumption states a condition the fee depends on, such as a fixed brief or a set number of review rounds. If the assumption fails, the fee can be revisited.

### What are additional services for an architect?

Work outside the agreed scope: brief changes, extra review rounds, delays caused by others, procurement changes and extra statutory applications. Define each trigger and its pricing in the proposal and get written instructions before starting.

### What fee percentage should an architect charge?

There is no reliable single figure; published ranges conflict. Estimate hours by stage, apply your cost-recovery rate, add a risk allowance, then cross-check the resulting percentage against your own past projects.

## Sources

- [Deltek: pricing methods for architects](https://www.deltek.com/en/blog/pricing-methods-for-architects)
- [Architoolbox: developing an architect's fee](https://www.archtoolbox.com/practice/project-management/architect-fee-development.html)
- [Designing Buildings: Architect's fees](https://www.designingbuildings.co.uk/wiki/Architect's_fees)