Letter of appointment for consultants
Letters of appointment (or letters of acceptance, or letter contracts) are sometimes used to appoint consultants in cases when a client wants the consultant to start work quickly, while a full contract is being prepared.
The letter should put a time limit on its validity and make it clear a contract will supersede and replace anything expressed in the letter of appointment.
Ideally the letter should include:
- A brief description of the project.
- A scope of work to be undertaken.
- The fee (excluding VAT) to be paid within the time period, and when it is to be paid.
- Allowable expenses.
- The date for the start of work and the period covered by the letter.
- The right of the client to use material generated in the time period.
- A statement that the letter is an interim arrangement to be substituted by a contract.
- A statement that there is no guarantee to extend the appointment beyond the time period stated.
- The amount of professional indemnity insurance cover required for the project.
- The named staff or sub-consultants who will carry out the commission.
- The consultant’s reporting lines within the client organisation.
- A statement allowing termination of the agreement at will by either party, but with a fair proportion of the fee to be paid by the client as well as properly incurred and recorded expenses.
- A statement confirming that unresolved disputes will be settled by adjudication under English Law.
Letters of appointment may also be appropriate if a consultant is required for a very insubstantial or minor commission where a full-blown contract could be seen as heavy handed and off-putting. This also applies to small side-projects such as commissioning a sculpture from a particular artist. In such circumstances, many of the items listed above should be included in the letter, together with a programme and budget.
The appointment letter should be duplicated for the consultant’s retention and return. It should have an acceptance clause for the consultant’s signature at the end and the consultant should be asked to initial the foot of each page.
NB Contractors are treated slightly differently, using a letter of intent for temporary purposes prior to engrossment and execution of contract documents. See Letter of intent for more information.
[edit] Find out more
[edit] Related articles on Designing Buildings Wiki
Featured articles and news
International Electrician Day, 10 June 2025
Celebrating the role of electrical engineers from André-Marie Amperè, today and for the future.
New guide for clients launched at Houses of Parliament
'There has never been a more important time for clients to step up and ...ask the right questions'
The impact of recycled slate tiles
Innovation across the decades.
EPC changes for existing buildings
Changes and their context as the new RdSAP methodology comes into use from 15 June.
Skills England publishes Sector skills needs assessments
Priority areas relating to the built environment highlighted and described in brief.
BSRIA HVAC Market Watch - May 2025 Edition
Heat Pump Market Outlook: Policy, Performance & Refrigerant Trends for 2025–2028.
Committing to EDI in construction with CIOB
Built Environment professional bodies deepen commitment to EDI with two new signatories: CIAT and CICES.
Government Grenfell progress report at a glance
Line by line recomendation overview, with links to more details.
An engaging and lively review of his professional life.
Sustainable heating for listed buildings
A problem that needs to be approached intelligently.
50th Golden anniversary ECA Edmundson apprentice award
Deadline for entries has been extended to Friday 27 June, so don't miss out!
CIAT at the London Festival of Architecture
Designing for Everyone: Breaking Barriers in Inclusive Architecture.
Mixed reactions to apprenticeship and skills reform 2025
A 'welcome shift' for some and a 'backwards step' for others.
Licensing construction in the UK
As the latest report and proposal to licence builders reaches Parliament.
Building Safety Alliance golden thread guidance
Extensive excel checklist of information with guidance document freely accessible.
Fair Payment Code and other payment initiatives
For fair and late payments, need to work together to add value.
Pre-planning delivery programmes and delay penalties
Proposed for housebuilders in government reform: Speeding Up Build Out.
High street health: converting a building for healthcare uses
The benefits of health centres acting as new anchor sites in the high street.