What documentation a client needs to start an architecture project
The first meeting with the architect does not need to be perfectly prepared. But knowing which documents exist, what each one is for and when they are needed in the process helps the project get off to a good start with no avoidable delays.
Group 1 — Legal property documentation
These documents certify that the client owns the property or plot, and that its Land Registry and Cadastral status is correct. Without them, the architect cannot verify whether the registered description of the property matches the physical reality, and the subsequent licence application may be blocked.
- Title deeds (escritura de propiedad): the notarial document that certifies ownership. It contains the registered description of the property: floor area, boundaries, Land Registry property number. It is the starting point.
- Land Registry note (nota simple registral): obtained from the Land Registrars' College portal (registradores.org) for under €10 and within a few hours. It shows the current state of the property: registered owner, charges, mortgages, easements and any annotation that may affect the project. It differs from the deeds: the deeds are the historical title; the nota simple is the current state.
- Cadastral reference: the unique identifier of the plot in the Real Estate Cadastre (catastro.meh.es). The query is free. It allows verification of the cadastral area, the plot boundaries on the cadastral map and detection of any discrepancies between the Cadastre, the Land Registry and the physical reality of the site.
Group 2 — Technical documentation of the property or plot
These documents describe the physical and geotechnical conditions of the site. They are what allow the architect to design responsibly: knowing what type of ground the building will be built on, what the exact site levels are, and what technical limitations or constraints exist.
- Topographic survey: the plan prepared by a surveyor that accurately represents the plot: its boundaries, contour lines (topography), existing structures, significant trees, access points and visible buried services. It is essential for the project. Without it, the architect works with approximate information. Typical cost on the Costa del Sol: between €600 and €1,500 depending on the size and complexity of the plot.
- Geotechnical study: the report that analyses subsoil composition and determines the load-bearing capacity of the ground. It is mandatory for obtaining the licence and for designing the foundations. It is not needed at the very first stage, but it is needed before drafting the detailed design. On plots with visible rock or on hillside sites with variable materials, an early geotechnical study avoids surprises in the foundations. Indicative cost: between €1,500 and €3,500.
- For renovation projects: existing drawings of the building — if any — and prior building licences are valuable information. In many cases they do not exist or are incomplete. The architect can carry out a survey of the existing state as part of the commission.
The best brief is not one that describes what you want the house to look like: it is one that describes how you want to live in it. The architect needs to understand your life, not just your room list.
Group 3 — The client's brief
This is the body of information the client contributes about their needs, aspirations and constraints. It has no standard format — it can be a conversation, a written document, a Pinterest board or a combination of all of these — but it is as important to the project as any technical document.
- Programme of uses: number of bedrooms and their use (main, guest, children), living areas (sitting room, dining room, open or closed kitchen), service areas, garage, pool, wellness area. There is no need to specify floor areas — the architect will do that — but the genuine needs should be clear.
- Indicative budget: without a reference budget, the architect may design an excellent house that the client cannot afford to build. The aim is not to commit to an exact figure, but to establish an order of magnitude that allows the project to be calibrated from the outset.
- Lifestyle: how much time will be spent in the house? Is it a main or holiday residence? Are there young children? Is there domestic staff? Are large dinner parties common? Is working from home required? These questions inform project decisions that cannot be undone once the build has started.
- Visual references: photographs of houses, interiors or spaces that are liked — and those that are not. An image says more than a hundred adjectives. Platforms such as Pinterest, Houzz or Dezeen are good sources.
- Constraints and preferences: materials to be avoided, non-negotiable elements, privacy or views requirements. If there is something the client knows with certainty they do not want, it is better said at the first meeting.
What not to bring to the first meeting
One of the most counter-productive mistakes some clients make — with the best intentions — is arriving at the first meeting with a hand-drawn floor plan. They believe they are helping the architect by showing how they imagine the layout. In reality, they are limiting the creative process before it has begun.
The architect needs to start from scratch, with the site conditions, the brief and the budget as variables. If the client arrives with a preconceived plan, the architect becomes a draughtsman executing instructions rather than a professional seeking the best solution. The client who describes "I want the sitting room connected to the terrace and to get morning light" gives useful information. The client who says "the sitting room goes in this corner with these dimensions" is making project decisions that are not theirs to make.
What is not needed at the first stage
The topographic survey and geotechnical study are essential but not urgent for the first meeting. They can be commissioned in parallel with the beginning of the creative process. The same applies to the urban planning certificate: if the client does not have it, the architect can request it as part of the project start-up.
What is useful to have from day one is the land registry note, the cadastral reference and, above all, clarity about the brief and the budget. With that, the architect can start work. Contact us for an initial consultation.
