Aipedia: Architects

AI-drafted fee proposals and appointments

Aipedia, by the Apex broking team · Last reviewed 2026-10-27

An architect can use AI to draft fee proposals and appointments, but must check the scope and liability terms personally before the client signs. Most architects' claims start with an argument about what the appointment covered.

Part of: AI in Architects

In short

Architects Code Standard 4.1 requires clear written terms before work begins, and RIBA requires terms of appointment to be clear and in writing. An AI-drafted appointment may describe services vaguely, omit exclusions, drop the net contribution clause or accept unlimited liability without comment. PI is subject to a limit of indemnity and commonly excludes liability assumed by contract beyond what would exist anyway. An appointment that promises more than the policy covers leaves the practice exposed.

How architects use AI for appointments

Practices use AI to draft fee proposals from a brief, turn a standard form into a bespoke letter of appointment, compare a client's amendments with the practice's terms, and summarise long consultant appointments or collateral warranties. The RIBA AI Report 2026 records widespread use of AI for practice documentation.

The weakness is judgement. A tool can produce a clean, persuasive document while missing the clause that matters most for the practice's risk. It does not know the practice's PI limit, its exclusions or which services the practice is competent to provide, so it cannot tell when a proposed term goes beyond them. Summaries of client amendments are especially risky, because a single deleted sentence can change the risk entirely.

The duties that apply

Architects Code Standard 4.1: clear written terms before work begins. See the Architects Code and ARB's terms of engagement guidance.
Standard 5.3: explain the architect's role and manage expectations.
Standard 4.7: adequate and appropriate PI, which means checking that the cover fits the contract.
RIBA Code, Principle 2, 2.1: terms of appointment clear and in writing; Chartered Practices also 2.1 of the Code of Practice.

See the ARB and RIBA guide for the wider framework.

What AI may miss

Scope gaps. Services described generally ("full architectural services") without stating what is excluded, such as structural, fire or planning advice.
Unlimited liability. Client amendments that delete a liability cap or add an indemnity, accepted in a summary as "standard".
Net contribution. Removal of the clause limiting the architect's share of joint liability.
Fitness for purpose. Wording that turns a duty of reasonable skill and care into a guarantee.
Collateral warranties and novation. Obligations to third parties that outlast the project.
AI terms. Client bans on AI use, or requirements to disclose it, buried in schedules.

What can go wrong

Illustrative scenario. A practice uses AI to compare a developer's amended appointment against its standard terms. The summary describes the changes as "minor drafting points". In fact the amendments delete the liability cap and net contribution clause and add an indemnity for any breach. Years later a defect claim arises; the contractor is insolvent, and the developer pursues the architect for the whole loss.

How PI usually responds

PI pays up to the limit of indemnity, and many policies exclude liability assumed under contract to the extent it exceeds what the practice would have owed anyway. Indemnities, guarantees and fitness for purpose obligations are common examples. Insurers generally prefer appointments with a liability cap and net contribution clause. Uncapped liability does not usually void cover, but any loss above the limit, or outside what the policy covers, falls on the practice.

See AI contract clauses and indemnities, net contribution clauses and collateral warranties for architects. ARB's PII guidance sets the minimum limit at £250,000 each and every claim.

Practical controls

Have a senior person read every appointment and amendment in full, not just an AI summary.
List excluded services expressly.
Keep a liability cap and net contribution clause, and match the cap to your PI limit.
Send unusual terms to your broker before signing.
Keep a record of the version the client signed and who checked it.
Add an AI clause covering tool use, review and confidentiality (see AI policies and client disclosure).

How Apex helps

Apex arranges PI for architects. A broker can review contract terms against your policy before you sign, so you know where the appointment goes beyond your cover.

Sources

Frequently asked

Can I use AI to draft an appointment?

Yes, but Standard 4.1 still requires clear written terms, and the architect is responsible for them. Have someone experienced check scope, exclusions, liability caps and third-party obligations before the client signs.

Does unlimited liability invalidate PI?

Not usually. The policy still responds up to its limit, subject to its terms. The practice is exposed for anything above the limit and for contractual liabilities the policy excludes, such as some indemnities and guarantees.

What is a net contribution clause?

A clause limiting the architect's liability to the share that is fair given the responsibility of others, such as contractors and other consultants. Without it, the architect may be pursued for the whole loss where another party is insolvent.

Should appointments mention AI?

Increasingly, yes. Some clients ban or restrict AI use, and an appointment can record what tools may be used, how outputs are checked, how confidential information is protected and who owns AI-assisted work.

Check your PI covers how you use AI

Tell us about your firm and the work you do. A broker will review how your current PI treats AI-assisted work, or arrange new cover. No fee for a quote. Or call 0117 325 0027.

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Apex Insurance Brokers Limited is authorised and regulated by the Financial Conduct Authority. Registered in England and Wales, company number 07014570. This page is general information about how AI is used in the profession and how insurance may respond. It is not legal, regulatory or insurance advice on your circumstances, and it does not guarantee that cover will be available or on what terms.