What should every consultant scope include, whatever the discipline?

Summary: Most disputes with consultants come from what was left out, not what was included. Ask every consultant to confirm these items in writing.

Why it matters: Meetings, site visits and revisions are the most common source of extra fees. Writing them into the scope fixes the price and sets expectations.

Minimum items to request

• Project details: site address, lot/plan, dwelling type (single-storey, two-storey, duplex, granny flat, renovation)
• Information you will supply (survey, soil report, plans, council reports) and what they must obtain themselves
• Clear list of deliverables, format (PDF and CAD/DWG where relevant) and number of copies
• Number of design revisions included, and the rate for extra revisions
• Number and type of meetings included (on site, office, online)
• Number of site visits or inspections included, and the rate for extras (including travel)
• Responding to council, certifier or lender requests for information (RFIs): included or extra
• Program: start date, key milestone dates and turnaround times
• Fee structure: lump sum, stage payments or hourly; GST shown separately
• Exclusions listed clearly (e.g. authority fees, reprints, redesign after approval)
• Disbursements: printing, travel, searches, lodgement fees
• Insurance: professional indemnity and public liability, with certificates of currency
• Registration or licence number for their state (where required)
• Who owns and can reuse the documents (copyright/licence to use)
• Signed agreement or engagement letter before work starts

Options to consider

• Fixed fee per stage vs. hourly rate with a cap
• Extra site visits during construction, priced as a schedule of rates
• Attendance at pre-start or handover meetings
• Fast-track fee for shorter turnaround
• Variation pricing method agreed upfront

Meetings and site visits: As a guide, allow at least one briefing meeting at the start, one review meeting per design stage, and site visits at key construction stages for consultants who inspect (engineer, certifier, hydraulic).