The RIBA Plan of Work 2020 and RIBA stages

Topics: architects, construction

RIBA Plan of work front cover

 

Introduction

The RIBA Plan of Work is a document that outlines all stages in the planning, design and building process, from conception to completion on site. It is the most common document used in the UK to describe the stages in construction projects.

The plan is often used by architects, yet it may not be easily digestible for all clients. This article is an introductory guide that will help you navigate the RIBA stages of work. We also explain the role of the architect and their interaction with the client at each stage.

Architecture for London is an RIBA Chartered Practice. If you need help navigating the RIBA stages, or would like to discuss improvements to your property, please contact us.

Summary of the Stages of the RIBA Plan of Work

RIBA Plan of Work 2020 summary
A headline summary of the main stages of the Plan of Work. Credit: RIBA

The image above shows the eight main stages (0-7) of the Plan of Work. These are based on the typical sequence of a construction project. The RIBA identifies each stage with a colour, and each forms part of a circular diagram.

This circular approach encourages repurposing buildings at the end of their useful life, promoting re-use instead of demolition, to limit carbon emissions.

The stages in the circle are:

  • 0 – Strategic Definition
  • 1 – Preparation and Briefing
  • 2 – Concept Design
  • 3 – Spatial Coordination
  • 4 – Technical Design
  • 5 – Manufacturing and Construction
  • 6 – Handover
  • 7 – Use

How to use the RIBA Plan of Work during a project

The RIBA Plan of Work 2020 can be used at the start of a project as a practical roadmap. It will help structure the tasks required at each stage, from initial briefing through to completion and use.

As a project progresses, the Plan of Work is then used as a coordination and communication tool between the client, architect, consultants, and contractor. It can be referenced when preparing appointment documents, agreeing on services and fees, and setting out information requirements at each stage.

By aligning the Core Tasks at each stage with meetings, deliverables, and approvals, the team can manage risks and track progress. They can use the plan to ensure all Core Tasks and Statutory Processes are complete before moving on to the next phase of the project.

The full detailed plan in the following image gives information on the Core Tasks at each stage:

RIBA plan of work 2020, project stages chart

RIBA Plan of Work 2020 Credit: RIBA

On the vertical axes of the Plan of Work (to the left of the page), the following considerations are suggested for each of the eight stages:

  • Stage outcomes
  • Core tasks
  • Statutory processes
  • Procurement
  • Information release

In the following design stages section, we will discuss each stage of the plan in detail.

RIBA Plan Of Work: stages in detail

Stage 0

The first stage of the Plan of Work loosely outlines a project brief and identifies the defining criteria of your project, your priorities and your design ambition. This stage is often pre-appointment, so it provides an opportunity for the client to get a sense of what the architect has to offer. This includes assessing their experience and portfolio.

Initial site appraisals can then be undertaken, incorporating any feedback from potential previous projects. You may wish to engage a planning consultant to appraise any relevant planning policy considerations.

Stage 0 is particularly important for you to set the tone of the project and for us together to:

  • Define the project scope, design issues and desired project outcome
  • Assess what design intervention may be appropriate for the site and scope
  • Establish a project programme

The client should assess their priorities in terms of cost, size, quality and time. A programme can be produced illustrating each step of the process, including briefing, design, construction and handover. Consider whether there are any important milestones or foreseeable breaks in the programme. It may be worth considering whether interior design, landscaping or other design consultants may be required, even at this early stage.

Is the project best suited for refurbishment, new-build or a combination? This decision will take into account sustainability, living comfort, budget limitations, local planning policy and site context.

Stage 0 for a residential project

For a smaller-scale project such as a residential extension, this stage might simply involve considering whether an extension is actually needed. You might want to consider the following:

  • Would an extension offer the best value for money?
  • Could the house instead be improved without an extension to achieve similar goals, with less expense?
  • How might the value of the property afterwards be factored into your value equation, too?

Your architect can then help you to map your project against each of the following seven stages (1–7), ensuring that key tasks, such as concept design, planning, technical design, construction, and handover, are considered.

Your architect will help you to adapt the rest of the RIBA Plan of Work to suit the project size, type, specific procurement route, programme, and your desired level of client involvement. You can use the stage descriptions to check that nothing essential is missed.

An architect-designed house in Dorset, an example of The RIBA Plan of Work applied to a coastal home

Dorset Beach House by Architecture for London

RIBA Stage 1

Preparation and Briefing, as the name suggests, uses the information gathered at the previous stage to draft an initial project brief:

  • What are the Project Objectives?
  • What is the client’s Business Case?

Usually, this will also include any relevant feasibility studies, site/building surveys and an initial risk assessment. An appraisal of the project cost is also outlined, along with forming a procurement strategy. Both of these will be informed by experience from previous similar projects.

Every stage of the RIBA Plan of Work incorporates sustainability checkpoints. It is also particularly important to include a sustainability strategy from the start of a project.

Pre-app planning discussions with the local authority may be useful at the end of stage one. This early engagement can help to guide the design. Early discussions may also increase the likelihood of the council supporting any proposal in a planning application at stage 3.

Key tasks in Stage 1 include the assembly of the project team and defining the structure, roles and responsibilities.

RIBA Stage 2

Stages 2, 3 and 4 are the main design stages of the RIBA plan of work. Stage 2 is Concept Design, and this is likely the stage at which the client receives the first visualisations or drawings of the design ideas developed from the project brief. There may be meetings, workshops or general correspondence to discuss iterations of the concept design.

The Final Project Brief is defined from a review of the initial brief. This administrative exercise includes defining how the Project Strategies will affect the design process:

The concept design also often includes an initial proposal for structural design, building services and specifications. These can be used for the Cost Information (defining all the costs associated with the project).

When the design reaches RIBA stages 2/3, a programme review may be useful. Depending on the nature of the design, third-party consultants may be approached.

This is also a stage at which it could be of interest to consider relevant Research & Development. For example, there may be advancements made in project-related fields, interesting materials or new solutions that may improve the design.

Interior retail architect design in Westminster, London with curtains and stainless steel

Fisher & Paykel Showroom by Architecture for London

RIBA Stage 3

The Spatial Coordination stage is where a coordinated design takes form. Continuing from a settled concept design, the project is drawn up more clearly in CAD and developed alongside structural design, building services and a cost exercise. Cost information is usually finalised at the end of RIBA stage 3.

As a result of this coordination, the design may change in detail throughout stage 3, but always referring back to the Project Brief and Project Objectives.

Due to the adaptability of the RIBA Plan of Work, submission time for planning consent may vary between the stages, but it usually occurs during or at the end of design stage 3.

A planning application requires a degree of detail in drawings and information that is dependent on the type of project. In general, it will include:

  • A standard application form
  • Location plan, showing the site and context
  • Site plan or block plan, showing the proposal in greater detail
  • An ownership certificate
  • Agricultural holdings certificate
  • Application fee

If your building is listed or in a conservation area, a Design and Access Statement will be required. This document explains the need for the development and how it takes its surroundings into account. The D&A statement is usually prepared by the Architect. If the building is listed, an application for listed building consent (with an additional Heritage Statement) will also be required.

RIBA Stage 4

Technical Design is a refinement of the existing design, essentially preparing the necessary drawings and documentation for tendering. It often involves approaching relevant specialist subcontractors, such as a glazing manufacturer or joinery firm.

The level of detail required may vary according to the type of procurement and the nature of the project: will the drawings be used for actual construction on site? Is this being provided directly by the subcontractors?

As with planning, the stage at which the tender process occurs may vary; traditionally, it is done at the end of stage 4, however. This is mainly due to the level of detail needed by contractors to price their work correctly.

The Architect’s services, to submit for tendering, include:

  • Detailed drawings
  • Schedule of work
  • Specifications (essentially a document that specifies how to build according to the agreed-upon design)
  • Submission of Building Regulations to either Building Control or an Approved Inspector

The Contractor is generally selected and employed by the client. One of the benefits of working with an experienced architect, such as Architecture for London, is that we can suggest suitable contractors, sub-contractors, and consultants.

london house extension brick with bespoke bench seat and kitchen island in stone and a polished concrete floor

De Beauvoir House by Architecture for London

RIBA Stage 5

RIBA stage 5 signifies the start of Construction. The design is generally considered complete at the start of the Construction stage. The Architect is on hand to deal with any Design Queries. Our role at this stage will vary. In some cases, particularly where a compressed programme is key, stages 4 and 5 will overlap or progress simultaneously.

The simultaneous progression of stages 4 and 5 means that work on site can begin faster, although there may be more pricing uncertainty for the contractor due to unresolved design details. It should be noted that pricing uncertainty can lead to more provisional sums appearing in the contractor’s tender return. There is, therefore, often a trade-off for the client between speed and price certainty.

Construction effectively means that the Contractor will take possession of the site and carry out the works as listed in the Schedule of Work and the building contract. This includes both manufacturing off-site and construction on-site.

Stage 5 Contract Administration

Architecture for London can advise on the nature of the contract or act as Contract Administrator. Contract Administrator duties include:

  • Tendering
  • Preparing contract documents
  • Requesting instructions from the client, as well as issuing them
  • Regular site visits and coordinating with site inspectors to ensure work is carried out as specified
  • Issuing construction progress reports
  • Settling on procedures for the issuing of certificates, commissioning and testing, reporting defects and more
  • Issuing interim certificates (detailing payments to be made by the client to the contractor)
  • Documenting defects and issuing making good certificates of said defects
  • Issuing the final certificate

An Architect’s Instruction (Or a Contract Administrator’s Instruction) can, among other things, be issued when it is required to:

  • Vary the work (variation)
  • Postpone the work
  • Correct any defects (making good)
  • Request inspections or testing
arches house extension islington
Islington house extension by Architecture for London

RIBA Stage 6

Stage 6 of the RIBA Plan of Works is the Handover phase. This stage concludes all aspects of the Building Contract, including rectifying any defects on the Contractor’s part and producing the final certificate on the Contract Administrator’s part. In some situations, it may include commissioning to ensure the building functions properly.

Architects, when acting as contract administrator, may help the Contractor with a schedule of defects, but ultimately it is the Contractor’s responsibility to ensure that the works comply with the drawings, specification and contract documents. A retention sum may be held from the Contractor, repayable after the Defects Liability Period.

Rectification Period

After the building has been handed over, the Defects Liability Period (or Rectification Period) begins, normally lasting between 6 months and a year. The contractor must report and remedy any defects found within this time.

If defects are found after the Rectification Period, they are termed latent defects. At this point, the client no longer has the right to insist that the contractor make good any defects. If the contractor is unwilling to return and make good, the client will need to take legal action to win compensation for damages.

The ability to take action for negligence or non-compliance with the contract lasts for 6 years from the completion date of most building contracts.

The building owner’s manual is handed over. For a smaller, residential project, this might be a simple homeowner pack with instructions on use and maintenance. A homeowner client may need a demonstration of the sustainability principles, including airtightness, ventilation and how to use any controls on the MVHR unit.

RIBA Stage 7

The in-use stage of the RIBA Plan of Work exists as a form of aftercare service for the Client. This may include any requests for as-built drawings, any discussions regarding future alterations or additional work, or general advice on:

  • Maintenance
  • Energy certificates or consumption
  • Letting or tenant queries
  • General management of facilities

These services, if required, should be outlined in the initial appointment agreement.

Architecture for London is always interested in hearing how the building performs. There may be a feedback workshop, and we are happy to take comments from the client on board, as these are valuable for future projects as well.

Monitoring the building’s energy performance is key at RIBA stage 7, to check whether the sustainability strategy has been successful and the building is performing as expected.

To ensure optimal performance, adjustments to the building’s services may be required. Advising the client on how to best use the building in accordance with the sustainability strategy is also crucial. A highly insulated building with an airtight layer and MVHR is of little use if windows are always left open.

RIBA Plan of Work: architect designed rear extension in London
Stone House rear extension detail by Architecture for London

The RIBA Plan of Work 2020 changes at a glance

The RIBA Plan of Work 2020 retains the familiar eight stages (0–7) from the 2013 version but refines the language, tasks and information exchanges at each step. It responds to current practice by better accommodating design‑and‑build procurement, off‑site manufacturing and digital coordination between the client, architect and wider team.

Compared with 2013, the 2020 update places greater weight on sustainability outcomes from Stage 0 through to in‑use evaluation at Stage 7. It also introduces new terminology (for example, renaming ‘Developed Design’ as ‘Spatial Coordination’) and supports a range of optional overlays, such as Sustainability, Conservation and Passivhaus, so the framework can be tailored to specific project types and priorities.

Recent updates: optional overlays

There have been several post-2020 updates or ‘overlays’ as the RIBA calls them. These documents provide additional, specialist guidance that sits alongside the core Plan of Work. Some key examples of these are as follows:

Passivhaus Overlay (February 2023)

This overlay aligns the RIBA Plan of Work with Passivhaus principles, offering step-by-step guidance on how to integrate energy efficiency, airtightness, and thermal comfort targets throughout all project stages. It helps design teams embed performance-led thinking from the earliest briefing stages through to post-occupancy.

Engagement Overlay (January 2024)

Focused on consultation and communication, this overlay sets out best practice for engaging with clients, users, and wider stakeholders. It emphasises inclusive design processes, clear decision-making, and transparent dialogue across the project timeline, from initial briefing to building handover and use.

Smart Building Overlay (February 2024)

This overlay provides guidance on integrating digital technologies, data strategies, and building automation into projects. It supports architects in coordinating smart systems with the wider design, ensuring that digital infrastructure, user experience, and long-term management are considered from the outset.

Together, these overlays illustrate how the RIBA Plan of Work continues to evolve beyond 2020, offering targeted guidance that addresses performance, engagement, and technology in contemporary architectural practice. 

RIBA Stages for London residential projects

When working with smaller residential projects, the Pan of Work is often simplified out of cost necessity. Residential projects tend to have lower budgets, and therefore, an architect’s role is often condensed to reduce fee expenditure.

With our smaller residential projects (for example, a house extension with a budget of £200,000 or less), we might not take a formal contract administration role at stage 5 at all. Our work at stage 5 might be on a simple time charge basis, visiting the site as required and assisting the client and contractor informally as required.

Architecture for London usually arranges the work stages into three main segments for simplification. These three segments are useful when calculating our fee proposals, as the project can be split into three simplified parts, each of which may be undertaken independently:

  • 0-3: Concept & Design
  • 4: Technical Design & Tendering
  • 5-7: Construction & Conclusion

At Architecture for London, we offer our clients services at all RIBA work stages.

Keeping costs under control for residential projects

For every project, we issue a clear scope, fee breakdown and project programme so you understand what is included at each stage before we begin. At each RIBA stage, we:

• Review the construction budget and assess any cost risks.

• Coordinate with cost consultants (we have an in-house cost consultant) so that design decisions are informed by up-to-date pricing.

• Update the programme to reflect any new planning, procurement or site information.

RIBA Plan of Work: a conclusion

The RIBA Plan of Work is intended as a guiding document; ultimately, its strength lies in its adaptability and the architect’s ability to make it work for you – and your project. A Plan of Work toolbox Excel file can be downloaded and customised for your building project here. This document can feed into your project’s construction phase plan.

The 2020 version of the Plan of Work reflects the RIBA’s commitment for projects to be net-zero carbon by 2030 with a new sustainability project strategy. At stage zero, the plan encourages the development of “high-level, measurable, ambitious and unambiguous project Sustainability Outcomes”.

The RIBA Plan of Work and additional useful information about the RIBA stages can be found here.

If you are planning a house extension or refurbishment and need help navigating the RIBA stages, contact Architecture for London for a free 30‑minute consultation: 020 3637 4236

FAQ about the RIBA Plan of Work & Project Stages

Why use the RIBA Plan of Work?

The Plan’s strength lies in its clear presentation of the tasks involved in each stage of a construction project. It is also adaptable: a customised Plan of Work can be downloaded for a particular building project.

What stage is planning permission?

A planning application is usually made during, or at the end of Stage 3 (Spatial Coordination). Stage 4 (Technical Design) often begins, at risk, before the planning consent is actually received.

What stage is Building Regulations?

The Building Regulations are considered at nearly all RIBA stages. However, much of the work happens during Stage 4. This includes the submission of Building Regulations drawings and information to either Building Control or an Approved Inspector. Site monitoring for building regulations compliance continues at Stage 5.

Can I use the RIBA Plan of Work for design and build?

Yes, the Plan of Work can be used for design and build projects. It is a flexible framework that can be adapted to different procurement routes.

What is the difference between Stage 4 and Stage 5?

Stage 4 (Technical Design) is where the architect and design team finalise detailed drawings, specifications and information for pricing. Stage 5 (Manufacturing and Construction) is when the contractor takes over the site and carries out the building works in accordance with the designs and the building contract.