Guide to Using the RIBA Professional Services Contracts 2018 - Other - Page 95
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Guide to RIBA Professional Services Contracts 2018
Finalising the documents
If there are two original sets of contract documents, then each party retains one of
the original copies. If there is one original, this is most commonly retained by the
Architect/Consultant for safekeeping and record and this should be confirmed to the
Client. The documents should be kept in a secure and fireproof location. Sometimes,
however, unless there are two sets of documents, the Client may wish to keep the
original documents, in which case the Architect/Consultant should retain the copy.
If two sets of the documents have not been signed, the Architect/Consultant should
make a copy of the documentation and engross it as a Certified True Copy. Either
a completed, but unsigned, copy can be used, or a simpler way is to photocopy
the signed Contract and bind it securely so that each party effectively has a signed
copy. Whichever way is preferred the Architect/Consultant should endorse the copy
stating that the document is a Certified True Copy and be signed and dated by the
Architect/Consultant.
The Certified True Copy should be endorsed with the following wording, by using a
pre-printed adhesive label or rubber stamp on the face:
This is a true copy of the document referred to in the Agreement
between
and
dated
signed
To ensure that the final documents will remain secure, the Architect/Consultant
should ensure that all appendices, etc. are securely fixed to the printed version of
the RIBA PSC document. When printing the online forms, the use of ‘legal corners’,
available to order from stationers, can be used to secure the loose pages or a
proprietary binding system.
After signature, both parties should retain a copy of the Contract and the Architect/
Consultant should send the original or certified copy to the Client for their record
purposes. An example of a suitable letter is shown in Figure 5.4.6.
Each party should ensure that their copy of the document is stored in an appropriate
safe place and should ‘working’ copies be required, a copy of the relevant parts of
the Contract should be made rather than using the original.
Key watchpoints
•
•
•
•
•
Consult the checklist before signing.
Consider the benefits of meeting to sign the Contract.
Each party should have a copy of the Contract.
Store the Contract documents in a safe place.
Retain original documents securely and use ‘working copies’ on a day-to-day
basis.
5.4 Correspondence for a typical project
This section includes examples of correspondence for a project using the RIBA
Professional Services Contracts 2018.
Most projects will require an exchange of correspondence, notes of meetings, etc.
before the PSC can be finalised. It is sound practice to record points of agreement as
soon as possible and have these confirmed in writing by the Client. This reduces the
risk of misunderstanding and demonstrates a business-like approach.
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