Terms and Conditions

All costs, prices, and fees stated on this website, in proposals, or in communications are exclusive of VAT unless explicitly stated as "including VAT."

VAT is charged at the current UK rate (currently 20%) and will be added to all invoices.

Council fees, building control fees, and third-party costs (structural engineers, ecologists, etc.) are separate and payable directly to those parties unless we specifically agree otherwise in writing.

• All cost estimates provided through our website, cost calculator, or proposals are for guidance only
• Estimates are not quotes, offers, or binding commitments
• Actual build costs depend on many factors including: specification, materials, site conditions, contractor availability, market conditions, and unforeseen works
• We cannot be held liable for any difference between estimated and actual costs
• Build cost estimates are based on typical shell and core construction and exclude finishes, fixtures, kitchens, bathrooms, decoration, and landscaping
• You should always obtain detailed quotations from contractors before committing to any construction work

Hampshire Build provides shell and core architectural design only. Our drawings cover the structure, layout, and external appearance — walls, openings, roof, floor levels, and overall form.

Mechanical and electrical (M&E) layouts are explicitly excluded from all packages. This includes, but is not limited to: electrical circuit design, lighting layout, socket and switch positions, consumer unit specification, heating system design, boiler relocation or upgrades, radiator positions, underfloor heating design, plumbing runs, soil and waste pipe routing, ventilation and MVHR design, and any associated calculations.

M&E requirements are to be agreed directly between the client, their chosen contractor, and building control during the construction phase. It is the client's responsibility to ensure M&E works comply with Part P (electrical) and Part L (energy efficiency) of the Building Regulations, and that appropriately qualified trades are engaged.

The Premium Package includes the management of one (1) standard tender process, comprising:

• Preparation of a tender pack based on the approved planning drawings and building regulations drawings issued by Hampshire Build;
• Distribution of the tender pack to two (2) contracting teams only;
• Collection of contractor returns within the framework timeframe issued by Hampshire Build;
• Comparison of returns received and provision of a tender summary report.

Hampshire Build will issue tender documentation to two (2) contracting teams. However, Hampshire Build does not guarantee that both contracting teams will submit a return. Where only one (1) return is received within the framework timeframe, Hampshire Build's obligation under the tender process is fulfilled. Hampshire Build is under no obligation to:

• Chase or re-engage a non-responding contractor;
• Source or approach a replacement contractor to achieve two returns;
• Extend the tender process beyond the framework timeframe to await a late return.

In such circumstances the client may proceed on the basis of the single return received, or elect to commission a further tender process at the rates set out in clause 4a.6. The decision rests solely with the client.

Hampshire Build will issue a framework timeframe within which contractor returns are expected. This timeframe is indicative only and is not legally binding on any contracting team. Hampshire Build:

• Cannot be held responsible for late or non-submission of tender returns by contractors;
• Will not be liable for any delay to the client's project programme caused by a contractor's failure to return a tender on time;
• Reserves the right to close the tender process at the expiry of the framework timeframe regardless of the number of returns received.

The tender pack and specification of works prepared by Hampshire Build relate exclusively to the works shown on the drawings supplied by Hampshire Build. The specification and schedule of works:

• Cover only the items captured within the drawing set issued by Hampshire Build;
• Do not include finishing items, client-specific fit-out items, landscaping, or any other works falling outside the drawn scope;
• Are not exhaustive of all works the client may wish to undertake.

Any items, works, or finishing specifications not shown on the Hampshire Build drawings are entirely outside the scope of the tender documentation. It is the client's sole responsibility to discuss and agree any such additional items directly with their chosen contracting team on site. Hampshire Build accepts no liability for works, costs, or disputes arising from items outside the drawn scope.

Where drawings are amended after tender documents have been issued — whether as a result of planning conditions, client-requested design changes, Building Control review requirements, or any other material alteration — and those amendments materially affect the scope, specification, or buildability of the project:

• The original tender documents are immediately rendered void and shall not be relied upon by the client or any contractor as a basis for pricing or construction;
• Hampshire Build reserves the right to require that a new, complete tender process is undertaken before construction commences;
• The cost of a new tender process will be charged at the rates set out in clause 4a.6;
• Hampshire Build accepts no liability for any contractor pricing or programme based on superseded tender documents.

Where a second or subsequent tender process is required for any reason, the following fees apply:

• Additional tender process (preparation, issue, collection, and report): £450 + VAT per cycle;
• Amended drawings required to update the tender pack: £150 + VAT per hour, minimum charge 3 hours (£450 + VAT minimum per instruction).

All additional fees will be confirmed in writing and must be agreed by the client before work recommences.

All contractors used within the Hampshire Build tender process must have passed the Hampshire Build contractor vetting procedure prior to inclusion in any tender. The vetting procedure includes, but is not limited to, review of:

• Public liability insurance (minimum £2,000,000 cover);
• Employers' liability insurance where applicable;
• Relevant trade accreditations and competent person scheme memberships;
• Agreement to work under Hampshire Build's Terms & Conditions and payment schedule framework;
• Satisfactory references and/or track record assessment.

Vetting is conducted at Hampshire Build's discretion and may take time to complete. Inclusion on the approved network is not guaranteed. Hampshire Build reserves the right to decline to include any contractor on the approved network without providing reasons.

Clients who wish to include a contractor of their own choosing within the tender process may request to do so. However, the following conditions apply without exception:

• The client-nominated contractor must complete and pass the Hampshire Build contractor vetting procedure in full before they may be included in any tender process;
• The vetting process takes time and Hampshire Build cannot guarantee that a client-nominated contractor will pass vetting or complete it within the client's preferred timeframe;
• A contractor who has not passed vetting will not be included in the tender process under any circumstances;
• It is the client's responsibility to introduce the nominated contractor to Hampshire Build in sufficient time to allow vetting to be completed before the tender is issued.

Where a client-nominated contractor fails vetting, withdraws, or does not complete the vetting process in time, Hampshire Build will proceed with the remaining approved contractors. Clause 4a.2 applies in respect of any shortfall in tender returns.

Once the tender process has been completed and a tender report issued, Hampshire Build will not accept or process a contractor introduced by the client after that point as a substitute or replacement within the same tender cycle. Specifically:

• Hampshire Build will not supply, adapt, or issue tender or specification documentation to a contractor introduced by the client after the tender process has closed;
• Hampshire Build will not provide contract management documentation, schedules of works, or specification packages to any contractor who has not gone through the Hampshire Build vetting procedure;
• Hampshire Build accepts no liability whatsoever for any contractor appointed by the client who has not been through the Hampshire Build vetting procedure, including for any defects, delays, cost overruns, or disputes arising from that appointment;
• Any engagement by the client with a non-vetted contractor is entirely at the client's own risk.

If the client wishes to run a new tender process to include a contractor not previously considered, this constitutes a new tender cycle and fees will apply under clause 4a.6.

Where a client appoints a contractor of their own choosing — whether or not that contractor has been through the Hampshire Build vetting procedure — the client accepts full responsibility for:

• The contractor's performance, workmanship, programme, and conduct;
• Verifying the contractor's insurances, accreditations, and financial standing;
• Any costs, losses, or disputes arising from the contractor's appointment or performance;
• Ensuring the contractor builds in strict accordance with the Hampshire Build approved drawings.

Hampshire Build accepts no liability for any loss, defect, delay, or dispute arising from any contractor relationship, whether or not that contractor was introduced through the Hampshire Build tender process.

Hampshire Build is not a party to any contract entered into between the client and a contractor. Our role is limited to architectural design and tender management. We do not guarantee any contractor's price, programme, or workmanship. Clients are strongly advised to take independent legal and commercial advice before entering into any building contract.

Payment of the deposit (£250 + VAT) constitutes acceptance of these Terms and Conditions. The proposal issued to you, together with these Terms and Conditions, forms the contract between you (the client) and Hampshire Build. No signature is required.

By paying the deposit, you confirm that you have read, understood, and agree to be bound by these terms.

The first draft drawings represent our initial design based on your brief and our survey findings. These drawings may require amendments following your design consultation — they are not necessarily the final article. The design consultation is where we work together to refine and finalise the design to your requirements.

• Measured Survey: We will complete your on-site measured survey within 10 working days of receiving your deposit payment
• First Draft Drawings: We will issue your first draft drawings within 15–20 working days of completing the measured survey

These timeframes represent our commitment to you and are within our control.

We cannot be held accountable for project timelines after the first draft drawings have been issued. Timelines from this point forward depend on factors outside our control, including but not limited to:

• – Client response times — how quickly you provide feedback, approve designs, or make decisions
• – Design amendments — additional rounds of changes requested beyond the included revision
• – Planning authority processing — local authority decision times vary significantly — typically 8–12 weeks, sometimes longer
• – Building control processing — approval times vary by authority
• – Third-party dependencies — structural engineer availability, specialist reports, party wall matters
• – Planning objections or requests for information — councils may request additional information or neighbours may object

We will always work diligently to progress your project, but you acknowledge that these external factors are beyond our control and we accept no liability for delays arising from them.

All structural calculations and design work provided as part of our services are based on a visual inspection only. We cannot inspect concealed areas, hidden structural elements, or conditions behind finishes, flooring, or within walls without invasive investigation.

Structural assumptions are made based on typical construction methods for the age and type of your property. These assumptions may need to be revised once construction work commences and previously concealed areas are exposed.

Loft conversion projects carry additional structural risk as roof structures, ceiling joists, and party wall conditions are frequently concealed. It is common for structural amendments to be required once the roof structure is exposed during construction. Clients undertaking loft conversions should budget accordingly.

Where a client elects to, or is required to, submit a Full Plans application, Building Control may raise additional technical queries, requests for information, or requirements that go beyond the scope of our standard drawing set. These may include — but are not limited to — additional structural details, energy performance calculations, drainage layouts, ventilation specifications, or fire safety information.

Any additional work required to satisfy Building Control's Full Plans requirements falls outside the scope of the standard package fee. Such requirements will be confirmed in writing with the client before any additional work is commenced, and will be charged at £150 + VAT per hour, minimum 3 hours (£450 + VAT minimum per instruction).

• We will deliver the specified drawings and documents in your chosen package
• We will respond to queries within 2 working days
• We will correct any errors or omissions in our work at no extra cost
• We will provide professional advice based on our experience and knowledge
• We will keep you informed of progress throughout your project
• Our fixed-fee packages will not increase once agreed (for the specified scope)
• Hampshire Build reserves the right to use completed project drawings and photographs in its portfolio, marketing materials, and website unless the client requests otherwise in writing

Where a project is delayed due to client inaction for a period exceeding 3 months, Hampshire Build reserves the right to archive the project and charge a reactivation fee of £250 + VAT to recommence work.

Hampshire Build reserves the right to use completed project drawings, images, and photographs in its portfolio, marketing materials, case studies, and website. If you wish to opt out of this, please notify us in writing at info@hampshirebuild.co.uk.

Email: info@hampshirebuild.co.uk

Phone: 01722 548911

Website: hampshirebuild.co.uk