Several times each month, I have been chosen as the “relief pitcher” when someone’s original architect doesn’t work out, so here’s your tutorial on how to fire your architect. This will be helpful whether you want to switch architects mid project, whether you are thinking about terminating architectural services, or you just aren’t sure you have the right architect. This usually happens when: the architect is too busy to care about the project, or they can’t design something the client likes, or they are not willing to do what it takes to get permits approved. Often, an architect vanishes and steals the retainer deposit. I have developed a reputation for being successful in these situations, and I’m often the first suggestion that builders offer to their clients when the original architect that the client found doesn’t work out. Builders are in a position where they can really recommend anyone, and they commonly choose me since they find me to be an effective member of the team. If you have questions about your exact situation, feel free to reach out for our opinion (office@josharch.com). Sometimes we may determine your architect has not delivered services pursuant to the standard of care, and other times we may determine the client just has unrealistic expectations - this is often the case. Either way, we are happy to weigh in.
So here’s how to fire your architect for just cause (this would also work for firing me, by the way):
1. Read your architect’s contract. Ensure there are no legal or financial ramifications for terminating. Be smart about it, and terminate at the right time to avoid loss of work, time, and/or money. Don’t terminate until after they have given you the latest work they have developed. Don’t enable the architect to hold the work hostage. I’ve seen situations where other architects have behaved unreasonably in regards to turning over the work that the client paid them to do. Send your contract to Josh to review and offer advice if in doubt.
2. Make sure there is an invoice that still needs paid. This is your negotiation point that gives you the upper hand if the architect does try to hold your work hostage. Be aware of any retainers, and be certain you can get any retainers returned. Consult with the new architect for strategy here. I personally don’t collect a retainer for my design work because I think they show a lack of trust between both parties, and I am confident I will be successful in earning the money by providing a valuable service that the client is happy to pay for.
3. Before you break the news to your architect, ask them if you can have the AutoCAD files. Let them know your nephew is trying to learn CAD for a school project, or you just want to have an extra source of file backup, or whatever your situation may be. Give the architect a good reason for them to WANT to give you the CAD files. The files are technically the property of the architect usually, and they do not typically have to give them to you. For me, I let others use my files because I think it’s the ethical and most efficient thing to do. There are a lot of architects that will not let go of their files though. If you can get these CAD files, it will save your new architect a lot of time, and this saves you money. Also ask for the 3D model files if the architect has done any 3D work. Tell the architect you are trying to learn Sketchup, and they will likely be impressed by your diligence and give them to you. It’s free software, and you should try to tool around with it anyway to more effectively understand your building design.
4. If you cannot get the CAD files, at least get the most recent PDF files, and insist that the architect adds dimensions to them (if they are not already on there) since the new architect will need to redraw everything that has been done up to that point. Also ensure you get the documents from consultants such as survey, geotech, structural, and civil engineers.
5. Compile all of your files onto an email or thumb drive to give to your new architect. Be sure you include everything such as drawings, permit forms, and any other documentation created for your project. Your new architect needs to somehow figure out where you left off without repeating work that was already done. Keeping the files concise and organized will make this job easier. For example, combine all of your permit documents into one PDF file named “permit documents” instead of giving the new architect 59 randomly named files that he or she will need to open, analyse, understand, and determine what to do with them. Make the hand off easy by naming the files and combining similar items. I once had someone send me hundreds of image files. Some were drawings, and some were inspiration images. I needed to open each one individually to determine what to do with them. All of those inspiration images could have been combined into one file.
6. Once you get the files for the work you requested, you should pay the architect for ALL of the work they did. If they did work you requested, you should pay for it - even if you don’t like the work. It will still be useful work moving forward because design is a process of elimination of sorts. The key is to be fair to one another. Don’t withhold payment for longer than your contract allows (some public libraries offer free mediation services if something cannot be resolved quickly).
7. Now it’s time to fire your architect. If you’re not comfortable doing this, thank them for their help thus far and let them know you are going to step back from the project and may take it in a new direction - that way they won’t take it personally (if that bothers you).
8. If you did inform your architect that she or he is fired, let them know that you have already started working with someone else, and give them some constructive criticism, so they can improve.
I hope you find this helpful, and I hope you don’t use this tutorial on me:)
If you’d like to learn more about our design process, visit www.josharch.com/process, and if you’d like to get us started on your project with a feasibility report, please visit www.josharch.com/help