1. Turnaround Time
While the Service Provider aims to complete the first draft of plans within the agreed timeframe (normally 14-21 days after signing this agreement), unforeseen circumstances may cause delays. Therefore, no guarantees are made regarding this timeline.
For engineering calculations sourced externally, turnaround times cannot be guaranteed. Calculations will only be prepared after the drawings are finalized, typically requiring an additional 1-2 weeks. If necessary, a Building Control application can be submitted with the notation “calculations to follow” to accommodate tight deadlines.
2. Structural Calculations
For projects involving the installation of steel beams or columns, the Client’s Building Control Department will require engineering calculations. The Service Provider can recommend a suitable engineer but will not cover associated costs unless explicitly included in the quote.
Where structural calculations are provided as part of the Client’s project, the Service Provider will subcontract a competent structural engineering company. This subcontracted company will operate entirely remotely, relying on the Service Provider’s architectural drawings, survey notes, 3D scan data, on-site measurements, and photographs to prepare the required calculations.
The Service Provider will not cover the costs of any additional drawings or calculations required by Building Control for engineered foundations (raft/pile/sheet/deep trench). In the event that such drawings are necessary and able to be provided, an additional fee will be quoted.
Retaining Walls:
Where a retaining wall exceeding 1 metre in height is required as part of the project, this must be specifically designed and calculated by a suitably qualified structural engineer. This falls outside the scope of any included structural engineering service and will require separate instruction and payment by the Client. The Service Provider can recommend a suitable specialist if required.
Foundation Design and Soil Assumptions:
Where foundation design is included, the appointed structural engineers will assess likely ground conditions using available information such as 3D scan data, satellite imagery, online soil maps, the proximity and type of trees, site photographs, and any other relevant inputs. Due to the remote nature of this assessment, the engineer will assume a worst-case scenario in relation to clay content and soil reactivity in order to ensure that foundations are not under-engineered.
If the Client or their contractor obtains a soil sample on site and arranges for local testing to confirm the actual soil type and conditions, these results can be shared with the engineer. If appropriate, the foundation type and/or depth may then be revised accordingly. Any changes or redesigns following receipt of soil test data will be subject to an additional fee quoted at the time.
Amendments and Additional Charges:
Structural calculations can only be provided once the architectural drawings are complete, which may take up to two additional weeks.
The three rounds of design changes included in the Service Provider’s design packages do not include structural calculation amendments. Structural calculations include one free hour of amendment work. Any further amendments will be quoted to the Client, and they will be given an opportunity to accept or reject the proposed additional charges.
Amendments requested due to builder preferences—such as alternative construction methods, splicing of beams, or changes to steel specifications that differ from the original engineer’s design—will be chargeable, as these do not constitute errors or omissions in the original calculations. The Service Provider strongly encourages the Client to consult with their builder prior to the initial calculations being completed to minimise the risk of additional charges.
3. Drawing Amendments
Upon receipt of the first draft, the Client may request amendments using the mark-up tool provided. Three full rounds of amendments, including an unlimited number of design changes within each round, are included in the original quote. Additional rounds will incur a fee of £150 incl. VAT, charged as a final payment instalment once all planning and/or building control applications are decided.
The Service Provider recommends that minor details, such as kitchen layouts and interior finishes, remain unchanged to avoid unnecessary delays.
4. Council Applications
Upon payment, the Client will be prompted to formally request council submission. If the Client desires the Service Provider to submit a Planning or Building Control Application, the Service Provider will endeavor to do so within five days of the request. Application fees are not covered by the Service Provider; payment instructions will be emailed for direct payment to the council.
Due to continuous changes within Planning and Building Control procedures, any additional fees required by Local Authorities or Building Control Approved Inspectors are outside of the Service Provider’s control and are payable by the Client.
The Service Provider will manage all submitted applications on the Client’s behalf and will provide updates until a decision is reached.
5. Local Builder Invitations
If sourcing builder quotes is included in the agreement, the Client may instruct the Service Provider to obtain these only after completion of building control drawings.
Our Quantity Surveying partners invite a selection of appropriate local contractors to submit indicative prices based on the project drawings. These prices are for guidance only and are subject to confirmation following a site visit and a fully detailed specification. This process ensures that you receive informed and region-specific input from reputable builders early in the planning stage. The Client assumes responsibility for due diligence regarding any selected building contractors.
6. Party Wall Act
A Party Wall Agreement is required for work near or on a party wall. The Client must provide affected neighbors with a Party Wall Notice prior to construction. The Service Provider will not serve notice but can advise on the process. Costs incurred from disputes or Party Wall Surveyors will not be covered by the Service Provider.
7. Building Work On Site
Due to the nature of construction projects, it is common for builder quotes to increase post-commencement. The Service Provider will not be responsible for additional costs incurred on-site and disclaims liability for the construction work performed. The Client is responsible for hiring a competent contractor.
8. Building Over/Near a Sewer
For construction near or over a sewer, the local Water Board may require permission. The Service Provider will not submit this application or cover associated costs but will include relevant details on drawings as required.
9. Drainage
For Building Control drawings, the Service Provider will provide the minimum drainage detail necessary for approval. Detailed drainage design can only be finalized on-site following assessment by the Contractor and Building Control Officer.
10. CDM 2015 Regulations
Arkiplan provides design services for domestic clients only. Under the Construction (Design and Management) Regulations 2015 (“CDM 2015”), we are classed as a designer, but we do not act as the Principal Designer for any project unless this has been expressly agreed in writing.
On domestic projects, the Principal Designer is responsible for:
- Planning, managing and coordinating health and safety during the pre-construction phase
- Identifying and managing risks associated with the design
- Ensuring other designers comply with their CDM duties
- Preparing and providing the Health and Safety File to the client at the end of the project
By default, if no Principal Designer is formally appointed, the Client becomes legally responsible for these duties. To comply with CDM 2015, the Client must either:
- Appoint a suitably competent Principal Designer, such as a health and safety consultant or contractor
- Appoint their chosen builder (if competent and willing) to act as Principal Designer
- Accept the role and responsibilities themselves
Arkiplan’s involvement is limited to the preparation of Planning and/or Building Control drawings. We do not provide construction-level detail, risk assessments, method statements, or Health and Safety Files, and we accept no responsibility for Principal Designer duties unless expressly agreed.
11. Electrical Layouts
Electrical layouts are not required for Planning or Building Control Approval. If requested, the Service Provider will need sketch information from a qualified electrician and will quote for the additional drafting time.
12. SAP Calculations
For new home construction or projects involving large amounts of glazing, the Building Control Officer will require SAP Calculations from a qualified SAP Assessor. The Service Provider can recommend a suitable company but will not cover costs incurred.
13. Additional Surveys/Reports
Planning or Building Control Departments may request additional surveys or reports (e.g., wildlife surveys, tree surveys). The Service Provider will not hire or cover costs for any additional professionals required.
14. Payments
The day this agreement is signed will signify acceptance of the terms herein, and the first instalment will be withdrawn using the card details stored when the Client made their initial payment to Arkiplan. The second and third payment instalments will be withdrawn consecutively on a monthly basis as the project progresses. The total amount due is not tied to any specific project milestones; payments are spaced apart purely for convenience.
Any cancellation of services during this two-month period will not result in the cancellation of payments. Due to the nature of the service, most value is front-loaded during the first month, with subsequent efforts primarily involving minor plan changes or awaiting council application decisions.
The total remaining balance must be cleared within the two-month period following the signing of this agreement, regardless of project status (including paused/cancelled at the Client’s request, design amendments in progress, or delays with local authorities).
In the instance of a failed payment attempt, the Service Provider will reattempt the payment three times within that week. If payment is still not successful, work on the project will cease until the balance is cleared. Any payments overdue by more than 60 days will be pursued by an external Collections Agency, with the Client responsible for any additional costs incurred.
If the client has requested additional services beyond the original scope of work that require additional payments to be made, the client will be quoted for the additional work before commencement and given the opportunity to object. The Service Provider reserves the right to take additional outstanding/overdue payments that fall outside of the pre-agreed instalment plan using the card details saved on file.
15. Planning Permission Guarantee
For Clients selecting the Premium Package or paying the full balance upfront for the Essentials or Standard Package, the Service Provider offers the following Planning Permission Guarantee:
If a Lawful Development Certificate Application, Householder Planning Application, or Full Plans Building Control Application submitted by Arkiplan is rejected by the local Planning Department or Building Control Officer, the Client may choose to:
a) Receive a full refund of the Planning Application fee paid to the Local Authority (typically between £600 and £1,500), or
b) Continue working with Arkiplan at no additional cost, including all necessary design amendments and resubmission of planning applications, as many times as required, until a similar scheme is approved or the Client elects to stop pursuing approval.
Opting for a Planning Application fee refund will result in the cessation of all further work under this agreement. This guarantee does not apply to applications for schemes that have previously been refused or withdrawn on the same plot prior to the Client’s first engagement with Arkiplan. Where Arkiplan reasonably determines that a project falls into this category, the Client may still proceed with an application, but without the benefits of this guarantee.
This guarantee is limited to architectural drawings produced by Arkiplan and to applications submitted by Arkiplan acting as the Client’s Planning Agent. It does not apply to Prior Approval applications, which are subject to neighbor consultation and fall outside the scope of Arkiplan’s control. Any application for the creation of a new dwelling/residential unit will require a pre-application; the outcome of such pre-application advice is not covered under this guarantee.
16. Additional Detail Drawings and Information
Should the Client request the Service Provider to produce any additional detailed drawings or incorporate information into their plans that is not necessary for obtaining Planning or Building Control approval, these services will incur an additional charge of £60 + VAT per hour.
This policy also applies to Non-Standard Construction Methods. If the Client wishes to build using non-standard methods (e.g., Structural Insulated Panels, Insulated Concrete Formwork, Passivhaus Standards), any additional drafting or research time required will be charged at the same hourly rate.
The Service Provider will notify the Client in writing of the estimated cost for such work before commencing. Work will only proceed once the Client has provided written confirmation of their acceptance of the additional charges.
17. Below-Ground Structures
The Service Provider is not insured to provide architectural design or structural engineering services for structures below ground. This includes, but is not limited to, subterranean extensions, cellar conversions, and basement conversions. As a result, the Service Provider will not undertake such services for the Client’s project and accepts no liability for any below-ground building work or associated site conditions.
18. Ongoing Technical Support and Post-Approval Services
Following the completion of Planning and Building Control approvals, the Client’s assigned Designer will conclude their involvement in the project. Any further technical assistance will be provided by the Service Provider’s Technical Manager or an appropriate member of the team.
This assistance may include, but is not limited to: responding to questions from the Client or their contractor, attending phone or Zoom meetings, providing clarification or interpretation of the plans, making design changes, drafting revised or additional drawings, or resubmitting applications to Planning or Building Control authorities.
All such services will be charged at a flat rate of £100.00 per hour including VAT, billed in 15-minute increments, and are not included in the original package price.
The Client will be advised of any expected charges prior to the commencement of additional work. Services will only proceed upon confirmation from the Client that they accept the associated costs.
19. Build Cost Reporting
If the Service Provider agrees to provide a Build Cost Reporting service included in the contract, a qualified and insured construction scheduler will carry out an approximate calculation of quantities based on your design. Regionalised labour rates, material costs, and standard overheads are then applied to produce accurate benchmark cost estimates. These figures are intended to guide your budgeting decisions and reflect realistic market conditions at the time of issue. This should not be construed as an exact Bill of Quantities for the purposes of ordering materials.
20. Data Sharing with Trusted Partners
In order to deliver a comprehensive and streamlined service, Arkiplan may share the Client’s personal data (such as name, address, email address, telephone number, property photography, planning application data) with trusted third parties who assist in the delivery of the Client’s project. This may include, but is not limited to, surveyors, architectural consultants, structural engineers, quantity surveyors, approved building contractors, financial advisors and private building control companies.
These third parties may contact the Client directly in connection with their role in the project — for example, to provide specialist input, prepare quotations, or offer advice on project funding options. Where financial advice is offered, Arkiplan may receive a share of any commission earned by the advisor from lenders if the Client proceeds with a financial product.
All data shared will be limited to what is necessary for the performance of services related to the Client’s project and will be handled in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Arkiplan ensures that all third parties are contractually required to process personal data lawfully, securely, and solely for the relevant purpose.
Clients may opt out of this data sharing arrangement at any time by notifying Arkiplan in writing, though this may affect the level or speed of service Arkiplan is able to provide.