MODEL PROPOSAL LETTER

[Practice name]

[Practice address]

[Client name]

[Client address]

[Client reference]

[Practice reference]

[Date]

Dear [insert Client name]

[Insert summary of proposed project] ("The Project")

We are pleased to present our Proposal for the Project.

Our Terms of Engagement, together with this Proposal, comprise the terms that it is agreed will apply
to this contract. Our Terms of Engagement can be found by clicking this link [insert link].
Alternatively, if you require a PDF copy by email or a hard copy of our Terms of Engagement, please
contact us. Our Terms of Engagement are hereby incorporated and form part of our contract with you
and shall have effect as if set out in full in the body of this Proposal.

If any of the terms set out in this Proposal differ from those set out in our Terms of Engagement, then
the terms set out in this Proposal will prevail.

Services

You have asked us to [insert summary of proposed services i.e. design of hard and/or soft
landscaping works] at [insert location where the works are to be carried out] ("the Site").

We will provide the following services ("the Services"):

[Insert details of services to be provided].

We [will] [will not] carry out Project Inspection as defined at clause 4.2 of our Terms of Engagement.

If we have agreed to carry out Project Inspection, we will visit the Site at the following intervals:

[Insert dates or proposed frequency of inspections e.g. weekly, fortnightly, monthly]

CDM Regulations

Where you are an individual or organisation carrying out a construction project as part of a business,
we remind you that you will need to carry out your duties, as client, under the Construction (Design &
Management) Regulations 2015 and any guidance as issued, amended or replaced from time to time
by the Health and Safety Executive.

Fees

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The fees payable for the Services are:

[Insert basis of fee calculation if none of the options below are suitable]

[[£ ] calculated as a percentage of the value of the Works (as defined in our Terms and
Conditions) plus reasonable expenses as defined below]:

[[£ ] calculated as a percentage of the size of the Site plus reasonable expenses as defined
below].

[A lump sum fee of £[ ] including reasonable expenses, however exceptional expenses may need to
be charged in addition.]

[A lump sum fee of £[ ] plus reasonable expenses as defined below.]

[An hourly rate time charge fee plus reasonable expenses as defined below using the rates below.]

VAT will be charged in addition.

Hourly time charge rates (subject to VAT and expenses).

Principal per hour £[ ]

Senior Designer per hour £[ ]

Designer per hour £[ ]

Assistant Designer per hour £[ ]

Expenses (subject to VAT)

Car travelling per mile £[ ]

Printing or copying

Document Per monochrome copy Per colour copy

A1 £[ ] £[ ]

A2 £[ ] £[ ]

A3 £[ ] £[ ]

A4 £[ ] £[ ]

Photographic reprints at cost plus 10%

Obtaining documents and publications at cost plus 10%

Reasonable accommodation and disbursements at cost

Rail and air travel at cost

Telephone and postage at cost

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We review our hourly rates annually on or after [insert date e.g. start of financial year]. We may also
have to increase the charges if any work needs to be carried out outside normal working hours,
becomes more complex than it first appeared to be or requires an unusual degree of urgency. We will
notify you of any such increases to our charges.

There may also be other disbursements or expenses which you will have to pay. We will discuss
these with you first and provide an estimate of the charges.

We may ask you to make one or more payments on account of the Services we are to undertake or
expenses and disbursements we are to incur and, if we do, we shall not be obliged to undertake the
Services or incur those expenses or disbursements until the funds we have requested have been paid
to us. Where funds are paid to us on account for these purposes, the payment of them shall
constitute authority for us to use those funds for these purposes without recourse to you once the
relevant charges, expenses, disbursements and/or VAT have been incurred and invoiced to us.

We will raise invoices monthly where we are charging on an hourly rate time charge basis. Subject to
that, our fees shall be payable by instalments in accordance with the following payment schedule:

[Date of instalment] [Amount of instalment]

[Date of instalment] [Amount of instalment]

[Date of instalment] [Amount of instalment]

[Date of instalment] [Amount of instalment]

[Date of instalment] [Amount of instalment]

Methods of payment and payments on account

The following methods of payment are available to you when paying our invoices or complying with a
request for payment on account. Please ensure your client reference is included in all payments in
order to avoid any delays in our processing of the payment and therefore any delays to you or the
Project.

1. By bank transfer

Payment should be made to [insert account name] account at [insert bank] sort code [insert no.]
account number [insert no.]. Please ensure that your client reference and any invoice number(s)
are provided as a reference to the bank transfer and that confirmation of payment is emailed to us
at [insert email address].

2. By cheque

Please make all cheques payable to [insert account name] and send them to us at the address
above. Please ensure that your client reference and any invoice number(s) are included either on
the back of your cheque or within your remittance advice.

3. By credit or debit card

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 To make a payment by credit or debit card, please call us on [insert telephone number]. Please
ensure that you have your credit or debit card details available along with your customer
reference and any invoice number(s) you wish to pay.

Limitation and/or exclusion of liability

We draw your attention to section 9 of our Terms of Engagement which, amongst other things, limits:

1. Our liability proportionately with others on a just and equitable basis having regard to the extent of
our responsibility for loss and/or damage;

2. Our total maximum liability arising under or in connection with this contract. Our maximum liability
under clause 9.8 of our Terms of Engagement shall be £[insert amount]; and

3. The time for bringing any such claims.

Professional indemnity insurance

The limit of indemnity pursuant to clause 22 of our Terms of Engagement shall be £[insert amount].

[Communication

We will assist you in communicating with the following third parties [refer to clause 4.3 of the Terms of
Engagement and include this paragraph if appropriate and insert third party names as appropriate
e.g. contractor]]

Notices

A notice given under or in connection with this contract shall be given to the following address:

[insert Practice name], [insert Practice address] for the attention of [insert name]

Email address for [insert Practice name]: [insert Practice email address]

[insert Client name], [insert Client address] for the attention of [insert name]

Email address for [insert Client name]: [insert client email address]

Next steps

Our Terms of Engagement and this Proposal will apply to our contract. Please confirm your
acceptance of this Proposal and our Terms of Engagement within seven days of the date of this
Proposal by either:

1. Returning to us, either in the post or via email, a signed copy of this Proposal; or

2. Forwarding to us a copy of this Proposal via email with the following confirmation wording:

"I/We accept and agree the terms of the attached Proposal"

In the event of you instructing us but not having accepted this Proposal and our Terms of
Engagement, you will be deemed, by instructing us, to have accepted this Proposal and our Terms of
Engagement and will be bound by them.

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If you have any queries regarding the contents of this letter, or you would like to discuss anything,
please do not hesitate to contact me.

Yours sincerely

[Insert name]

For and on behalf of [insert Practice name]

---------------------------------------------------

To: [insert Practice name]

I/We accept and agree the terms of this Proposal

Signed ……………………………………..

Authorised signatory for and on behalf of:

[Insert client name]

Dated……………………………………...