You do not need every document below to make an initial enquiry; share what you have and tell us where information is missing. [1][2]
Explain the project in plain words
Describe the problem you want to solve before committing to a particular design. For example, set out which rooms need to work differently, who will use them and which outcomes matter most to you. ARB recommends considering use, appearance, space, timing and budget when preparing a brief. Reference images can help communicate preferences. [1]
Separate essential requirements from ideas you would like to explore. State any important date, but distinguish a preferred date from an immovable commitment that the team needs to assess.
Gather information already available
Put together existing plans, previous survey reports, approval correspondence and information about earlier alterations. For domestic building work, BSR guidance requires clients to provide information they have, or could reasonably obtain, including known previous work and retained surveys. This is not a requirement to invent missing records. [2]
Explain what each document represents. Label an old proposal as a proposal rather than as a record of what was built. Flag information that may no longer reflect the property, and identify any area or alteration you are unsure about.
Tell us if you need to send larger files, and identify previous drawings that need to be checked against the current property.
Explain ownership and access arrangements
Say whether you own the property, are considering a purchase or are instructing work for somebody else. For a leasehold property, check the lease for permissions needed from the freeholder or management company; Citizens Advice identifies this as a separate consideration before home improvements. [3]
For a visit, identify who can authorise access and whether parts of the property are occupied or unavailable. Describe access restrictions in advance rather than assuming a visitor can enter every area.
Agree the start of paid work
An enquiry, an appointment and authorisation to begin a particular stage should be clearly distinguished. Before instructing a service, establish its scope, price and any cancellation terms in the written appointment. [1]
Ask which enquiry activities are free, when paid work starts and whether an advance payment is needed. Check the privacy information supplied for any personal or project information you send.