Guide to Using the RIBA Professional Services Contracts 2018 - Other - Page 94
Completing an Agreement
Figure 5.3.1
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Flow chart for signing contract documents
SIGNING THE CONTRACT
A/C TO PREPARE THE
CONTRACT
ISSUE TO CLIENT FOR
SIGNATURE
CLIENT TO RETURN TO
A/C FOR CHECKING
SATISFACTORY?
NO
YES
A/C TO SIGN AND
DATE THE CONTRACT
SATISFACTORY?
NO
YES
A/C TO RETAIN ORIGINAL
DOCUMENTS OR
KEEP ONE ORIGINAL
ISSUE 'CERTIFIED TRUE
COPY' TO CLIENT OR
SEND ONE ORIGINAL
Arranging for signature
The simplest and most expedient way of arranging this is for both parties to meet at
a convenient place and time. The documents can then be signed and witnessed, as
well as being checked for errors at the same time by the Architect/Consultant before
filling in the date. In a Domestic scenario there is the requirement to go through the
key points anyway, so this could be done at the same meeting.
Prior to the meeting, however, it would be prudent for the Architect/Consultant to
send by post, courier or hand deliver (these are important documents and the
method of delivery should be traceable) one copy of the documents to the Client for
consideration ahead of the meeting. It is useful to highlight with post-it notes where it
needs signing, witnessing, or initialling as well as any points the Architect/Consultant
may wish to draw to the Client’s attention. The Architect/Consultant should then take
the second copy to the meeting.
If a meeting is not a requirement or convenient, the Architect/Consultant should
send, by post, courier or hand deliver (these are important documents and the
method of delivery should be traceable), one or both sets of the documents to
the Client with an accompanying letter asking him to sign, witness and initial the
documents and to indicate how to do it but ask that they should not date the
documents. An example of a suitable letter is shown in Figure 5.4.6.
The Client should return the signed, but undated, documents, to the Architect/
Consultant for checking and signature. Once the Architect/Consultant is satisfied that
the Contract has been completed correctly by the Client, the Contract and the other
documents should be signed, witnessed and initialled by the Architect/Consultant.
At the same time the Contract should be dated.
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