'We never agreed to that window'
At stage 4, the clients visit the site and see the structural opening for a window smaller than they remembered. They are sure they asked for a larger one. The architect remembers the conversation at the end of stage 3 where the clients agreed the smaller window to reduce cost and meet a planning concern. But the only record is a meeting note that says 'elevations agreed', and an email from one of the clients saying 'Looks great, go ahead'.
Which elevations? Which revision? Did both clients agree? Without that, the practice is in a weak position, and the conversation becomes about trust rather than about the facts.
Why approvals are so loosely recorded
Stage sign-offs happen in meetings and conversations, and asking for formal written approval can feel bureaucratic, particularly with domestic clients. Drawings go through many revisions, so 'the plans' can mean several different documents. And key decisions, such as reduced specification, deferred items or accepted risks, are made informally along the way.
- Sign-off is recorded as 'agreed' in a meeting note.
- Emails approving 'the drawings' do not specify which revision.
- Only one of two clients confirms.
- Decisions that reduce scope or specification are not written up.
- Nobody can find the approval when a question comes up.
What a loose record costs
Disputes about what was agreed cost time and goodwill, and sometimes lead to rework the practice absorbs. At worst they escalate into formal complaints or claims, where the lack of clear records is a serious weakness, and how to handle that is a matter for your insurer and advisers. Day to day, the uncertainty makes project architects nervous about moving on to the next stage.
A sign-off step clients actually use
- At the end of each stage, and for any key decision, the project architect creates a sign-off request listing the drawings and documents by number and revision.
- A plain-English summary explains what the client is agreeing to, including any decisions such as reduced glazing, deferred items or changes from the brief.
- Each named client receives a link, views the drawings on screen and approves, asks a question or requests a change.
- Questions and change requests go back to the architect, and a revised request can be issued.
- Approvals are stored with the exact document versions, the summary, the names, and the date and time.
- The project record shows every sign-off, so anyone on the team can see what was agreed.
- Sign-off status can gate the next stage, with a reminder if a client has not responded.
This records what the client approved. It does not change your appointment terms or professional obligations, which remain as your agreement sets them out.
What is recorded for each approval
| Element | Meeting note | Sign-off record |
|---|---|---|
| Drawings approved | 'Plans agreed' | Numbers and revisions |
| Decisions agreed | Rarely written | Plain summary, approved |
| Who approved | Unclear | Each named client |
| When | Meeting date | Date and time of approval |
| Where to find it | Somewhere in the file | On the project record |
Moving on to the next stage with confidence
Project architects move into the next stage knowing exactly what was agreed. Clients take a moment to look at what they are approving, which surfaces misunderstandings early. And if a question does come up at stage 5, the answer is a click away.
Could this help your practice?
- Client approvals are recorded as 'agreed' in meeting notes.
- You have had a disagreement about what a client approved.
- Approval emails do not specify drawing revisions.
- Only one of a couple usually confirms decisions.