9 Red Flags in an Architect Proposal (and What to Ask)

TL;DR: A trustworthy architect proposal spells out scope, phases, deliverables, fees, and exclusions in plain language. Watch for vague scope, lump-sum fees with no breakdown, missing phases (especially construction administration), and no mention of permitting or revisions. When something’s unclear, ask before you sign.

An architect’s proposal is the blueprint for your working relationship — and the place where future disputes are either prevented or planted. Most problems we’re asked to fix mid-project trace back to a proposal that left something undefined. Here are the warning signs worth slowing down for.

1. Vague or undefined scope

If the proposal describes the work in a sentence or two (“design services for your remodel”), that’s a problem. A solid proposal defines what’s being designed, the approximate size, and what’s explicitly *not* included. Ambiguous scope is the number-one source of change orders and friction later.

2. No phase breakdown

Architecture happens in phases — schematic design, design development, construction documents, permitting, and construction administration. A proposal that doesn’t name the phases (or lumps them into one blob) makes it impossible to know what you’re paying for at each stage, or where you can pause. See our overview of the five phases of design.

3. A single lump-sum fee with no explanation

A fee is fine; a fee with *no structure* is not. You should be able to see whether you’re being charged a percentage of construction cost, a fixed fee, or hourly — and how that maps to the phases. If you can’t tell what drives the number, ask. Our guide to architect fees in Seattle explains the common structures.

4. Construction administration is missing

Construction administration (CA) is where the architect reviews the contractor’s work against the drawings during the build. Some proposals quietly drop it to look cheaper. Skipping CA can save a little upfront and cost a lot when the built result drifts from the design. If CA isn’t included, ask why — and what happens if questions come up during construction.

5. No mention of permitting

On the Eastside, permitting through Kirkland, Bellevue, or Seattle SDCI can shape timeline and scope significantly. A proposal that’s silent on who handles permit drawings, submittals, and city corrections is leaving a major responsibility undefined.

6. Unlimited or unstated revisions

Good design involves iteration, but every firm has limits. A proposal should say how many design rounds are included and what happens beyond them. “Unlimited revisions” sounds generous but often hides hourly charges later, or signals a firm that hasn’t thought it through.

7. No deliverables list

You should know exactly what you’ll receive — floor plans, elevations, a permit set, specifications. If the deliverables aren’t itemized, you can’t verify you got what you paid for.

8. Exclusions and consultants aren’t addressed

Most projects need a structural engineer, and sometimes civil, geotechnical, or energy consultants. The proposal should say whether those are included, coordinated, or your responsibility. Surprise consultant costs are a common budget shock.

9. Pressure to sign immediately

Any architect pushing you to sign on the spot, or unwilling to walk you through the document, is a red flag in itself. A professional expects you to read, ask questions, and compare. Reviewing carefully now is far cheaper than renegotiating later — see what to look for in an architecture contract.

How to respond when you spot one

Don’t assume the worst — ask. Many gaps are honest omissions a good architect will happily clarify and put in writing. The test isn’t whether the first draft is perfect; it’s whether the firm responds to your questions with transparency and specifics.

Want a proposal you can actually understand? Talk to Piper Cole Architects — we spell out scope, phases, fees, and exclusions in plain language before you commit.

FAQ

What should an architect proposal include? Defined scope, the design phases, deliverables, a clear fee structure, revision limits, permitting responsibilities, consultant coordination, and exclusions.

Is construction administration necessary? In most cases yes — it’s how the architect verifies the build matches the drawings. Dropping it can lower the fee but raises the risk of costly errors during construction.

How many design revisions should be included? There’s no universal number, but the proposal should state a limit and explain what happens beyond it. Be wary of vague “unlimited revisions” language.

Sources consulted: AIA standard owner-architect agreement structure (B-series) general principles; Seattle SDCI and City of Bellevue permitting responsibilities; Piper Cole Architects proposal practice.