1.

Setting Up Your Business

Before you start accepting clients, ensure your architectural practice is legally set up and ready to
operate.

Documents Needed:

 Business Registration: Register your business with the Department of Trade and Industry (DTI)
(for sole proprietorship) or Securities and Exchange Commission (SEC) (for corporations or
partnerships).

 Tax Identification Number (TIN): Register for a TIN with the Bureau of Internal Revenue (BIR) to
ensure you're tax compliant.

 Professional License: As an architect, ensure your Professional Regulation Commission (PRC)

 Barangay Clearance & Mayor's Permit: Apply for a Barangay Clearance and a Mayor's Business
Permit to operate legally.

 Professional Insurance: Consider having Professional Liability Insurance to protect against

2. Marketing Your Services

Once your business is set up, you need to market your architectural services to attract clients.

Steps:

 Create a Portfolio: Put together a professional portfolio that includes images of your completed
projects, architectural drawings, and any other work that demonstrates your skill set.

 Website and Social Media: Develop a website showcasing your services and past projects. Utilize
platforms like Facebook, Instagram, and LinkedIn to create a social media presence.

 Networking: Attend industry events, join professional organizations like the United Architects of
the Philippines (UAP), and network with builders, contractors, and real estate developers.

 Word of Mouth: Ask satisfied clients to refer you to others.

3. Initial Client Inquiry

Once a potential client approaches you, schedule a consultation meeting to understand their needs and
expectations for the project.

Documents Needed:

 Client Brief or Questionnaire: Prepare a form for clients to fill out to understand the scope of
their project, including location, budget, and any specific requirements.

Steps:
  Initial Meeting: Meet with the client to discuss the project in detail. Take note of their
requirements, budget constraints, and desired timeline.

 Site Visit: Conduct a site visit to evaluate the property if needed.

4. Proposal and Agreement

After gathering all the necessary information, provide the client with a proposal outlining the scope of
services, timelines, fees, and payment terms.

Documents Needed:

 Proposal Letter/Contract: This document will detail the project scope, architectural services,
timeline, and professional fees. It may be a formal Architectural Services Agreement (which
should include payment terms, milestones, etc.).

 Fee Structure: Clarify whether you charge a fixed fee, hourly rate, or percentage of the project
cost.

Steps:

 Submit Proposal: Submit your formal proposal and contract for the client's review.

 Contract Signing: Once the client agrees to the proposal, sign a contract that outlines all terms
and conditions. Ensure both parties have copies.

5. Design Process

Once the agreement is signed, you can begin the design process, which includes developing plans and
collaborating with the client.

Documents Needed:

 Design Agreement: You may want to include a separate document outlining the design
milestones (e.g., conceptual design, design development, etc.).

 Initial Design Drawings: Prepare initial sketches and layouts to present to the client for approval.

 Revisions and Approvals: The client may request revisions. Keep records of all changes for future
reference.

Steps:

 Conceptual Design: Start with concept drawings and presentations.

 Client Feedback: Present designs and get feedback to refine the plans.

 Final Design: Once the client is satisfied with the design, prepare the final drawings.

6. Construction Documents

After design approval, you will prepare the necessary documentation for construction.

Documents Needed:
  Construction Documents: Include final architectural drawings, structural details, electrical plans,
and other technical documents needed for the construction phase.

 Bill of Materials (BoM) & Specifications: Provide the contractor with a list of materials and
specifications.

Steps:

 Finalize Drawings: Ensure all construction details are included.

 Permit Applications: Submit the necessary documents to local government offices for building
permits.

7. Bidding & Contractor Selection

Once the construction documents are ready, you may assist the client with selecting contractors.

Documents Needed:

 Request for Proposal (RFP): Prepare and send an RFP to potential contractors.

 Bids & Estimates: Review and evaluate contractor bids.

Steps:

 Assist Client in Selection: Guide your client in choosing the most qualified contractor based on
the bids and estimates received.

8. Construction Administration

During the construction phase, you will provide oversight to ensure that the work is being done
according to the design.

Documents Needed:

 Site Visit Reports: Document the results of your site visits, including construction progress and
any issues that arise.

 Change Orders: Keep track of any changes to the design or scope of work that require formal
approval.

Steps:

 Site Inspections: Conduct regular site visits to monitor construction quality and adherence to
the plans.

 Address Issues: Address any issues, design changes, or construction delays with the contractor.

9. Project Completion and Handover

After the construction is completed, you will review the project and ensure everything is up to standard.

Documents Needed:
  Final Inspection Report: Complete a final inspection report to ensure everything is built
according to plan.

 Certificate of Completion: A document confirming the completion of the project and that it
meets all specifications.

Steps:

 Final Walk-Through: Conduct a final inspection with the client to ensure satisfaction.

 Handover: After addressing any issues, hand over the completed project to the client.

10. Final Payment and Project Close-Out

Once the project is finished, ensure all outstanding fees are paid and formally close out the project.

Documents Needed:

 Final Invoice: Issue a final invoice for any remaining balance.

 Release of Liability: A document confirming that the Architect has fulfilled their obligations.

Steps:

 Receive Final Payment: Ensure the client has paid the remaining balance.

 Project Close-Out: Provide the client with all necessary documents (e.g., as-built drawings,
warranties) and officially close the project.

Summary of Documents Needed:

1. Business Registration Documents

2. Client Brief or Questionnaire

3. Proposal Letter / Architectural Services Agreement

4. Design Documents (Sketches, Layouts, and Final Drawings)

5. Construction Documents (Technical Drawings, Specifications)

6. Request for Proposal (RFP)

7. Bids & Estimates

8. Site Visit Reports

9. Change Orders

10. Final Inspection Report & Certificate of Completion

11. Final Invoice and Release of Liability

Let me know if you'd like more details on any step!