1. Identify the plot and the information still missing
Start with the town or area, approximate plot dimensions and what you know about access, water, power and existing structures. If you are still choosing land, say so. A photograph or map location helps start a conversation, but cannot replace a site assessment or confirm a boundary.
- Plot location and approximate dimensions, with units
- Available survey information and any existing drawings
- Road access, water, power and drainage questions
- Who can arrange access for an agreed site visit
2. Describe how you will use the property
A family home, an occasional holiday home and several guest cottages are different briefs. List the rooms and how they will be used. Separate what you need at handover from what could be added later. If a later floor or extension is intended, raise it at the design stage so the responsible professionals can assess it.
- Intended use and number of units
- Bedrooms, bathrooms, living spaces and storage
- Verandas, utility rooms, a DSQ or separate buildings
- Any future phase to consider during design
3. State the whole-project budget
Give the amount or range you want to discuss and name the currency. Say whether it includes drawings, official charges, site works, the house, utilities, joinery and furniture. A low house-only figure is difficult to compare with a quotation covering all of those items. Ask for inclusions, exclusions and allowances to be clear.
- Your planning budget and its currency
- What belongs in that budget and what is separate
- Finish preferences and any reference images
- Questions about contingency and changes to scope
4. Agree what must happen before site work
Ask the team to identify the design, site information, submissions and professional input needed for the particular project. Confirm who is responsible for each task, what they will deliver and the associated fees. A preferred start date is useful for planning, but does not confirm approvals, team availability or a construction programme.
- Design and drawing scope, including existing documents to review
- Required site assessment and professional responsibilities
- Submission responsibilities and charges to confirm
- Programme assumptions and decisions that could delay a start
5. Make working from a distance practical
Decide who can approve designs, finishes and changes, and how the team should reach them. Agree the reporting frequency, format and contact person. A useful update should distinguish completed work from planned work and make decisions needed from you easy to find. Record payment arrangements and how proposed changes will be agreed before proceeding.
- Main contact and time zone
- Who can approve decisions or act on your behalf
- Progress-update format and frequency to agree
- Payment-stage, inspection and change-approval arrangements to discuss
6. Define what handover includes
A roofed structure and a home ready to occupy are different stages. Identify the finishes, fitted items, external works and services required for your intended handover. Discuss who will inspect the work, how outstanding items will be recorded, and how the follow-up arrangements will work if you are outside Kenya.
- Finishes, doors, kitchens, wardrobes and furniture in scope
- Water, waste, power and access requirements
- Inspection and outstanding-work record
- Documents and maintenance information to discuss at handover
For Sweetwaters, TimberStone's published scope includes the holiday-home bungalow, utility house, DSQ and underground water-storage tank for an owner living in Germany. Maurine Gitonga’s architectural plans are now represented by selected exterior extracts linked to the dated construction record. Use that project to see actual work; use your own brief to establish the scope of your project.