Architects playbook · 15 free jobs

AI for architects: 15 jobs to hand to AI this week

Small practices spend hours on writing that isn't design. These jobs use AI to draft the words around the drawings. The design and the professional judgement stay yours.

Job 1 of 15ChatGPTGeminiClaude

Draft a design and access statement from your notes

Statements follow a familiar structure. AI can turn your notes into a clean first draft so you spend your time on the argument, not the formatting.

Time: 45 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Write notes on site, context, proposal, design rationale, access and materials.
  2. Run the prompt.
  3. Check every fact and policy reference against the local plan yourself.

The exact prompt

Copy, paste, then fill in the [brackets]
Draft a design and access statement for [project type] at [site description, no address needed].
My notes: context [details], proposal [details], design rationale [details], materials [details], access [details], relevant policies I'm relying on [list].
Clear headings, formal [British] English, about [800] words. Don't invent policy numbers, measurements or site facts.

✓ Check before you send

  • Policy references are real and current.
  • Measurements match the drawings.
  • Nothing overstates the benefits.

UK notes extra

  • Check what your local authority requires with each application. Planning Portal.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 2 of 15ChatGPTGeminiClaude

Explain your fee stages to a new client

Clients often don't know what each stage covers or why fees are staged. A plain explanation avoids disputes later.

Time: 20 minutes onceCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. List your stages, what's included and excluded, and your fees.
  2. Run the prompt.
  3. Use it alongside your formal appointment documents, not instead of them.

The exact prompt

Copy, paste, then fill in the [brackets]
Write a plain-English explanation of our fee stages for a homeowner client of [practice name].
Stages, what's included, excluded, and fee for each: [list].
Also explain: what other consultants they may need to pay for [list], and when planning and building regulations fees apply. Friendly, clear [British] English. Under 400 words. Don't add stages or promise approvals.

✓ Check before you send

  • Matches your formal terms exactly.
  • Exclusions are clear.
  • No promise that planning will be granted.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 3 of 15Microsoft CopilotChatGPTGemini

Turn site and client meeting notes into actions

Clear minutes protect you when decisions are disputed months later. AI turns rough notes into a tidy record in minutes.

Time: 10 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Type or dictate rough notes straight after the meeting.
  2. Run the prompt.
  3. Check every decision and owner, then send for agreement.

The exact prompt

Copy, paste, then fill in the [brackets]
Turn these meeting notes into minutes.
Project: [name], meeting: [type, date], attendees: [roles].
Notes: [paste].
Format: decisions made, actions (who, what, by when), open questions, next meeting. [British] English. Only include what's in my notes. Flag anything ambiguous with [CHECK].

✓ Check before you send

  • Every decision is recorded accurately.
  • Owners and dates are right.
  • Anything flagged [CHECK] is resolved.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 4 of 15ChatGPTGeminiClaude

Write a project case study for your website

Good case studies win the next client. AI turns your project notes and the client's own words into a readable story.

Time: 40 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Collect the brief, constraints, key moves, and a quote from the client (with permission).
  2. Run the prompt.
  3. Pair with your own real photographs and drawings.

The exact prompt

Copy, paste, then fill in the [brackets]
Write a 400-word project case study for [practice name].
Project: [type, place in general terms]. Brief: [details]. Constraints: [details]. Key design moves: [details]. Outcome: [details]. Client quote (approved): "[quote]".
Tone: confident, not boastful, [British] English. No invented awards, costs or quotes.

✓ Check before you send

  • Client approved the quote and the use of photos.
  • No private address details.
  • Costs only if the client agreed.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 5 of 15ChatGPTGeminiClaude

Summarise planning objections and draft responses

A list of public objections can be long and repetitive. AI can group the themes so you can respond to each one properly.

Time: 30 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Copy the objection text from the public planning portal (it's already public).
  2. Run the prompt to group the themes.
  3. Write the substance of each response yourself; use AI to tidy it.

The exact prompt

Copy, paste, then fill in the [brackets]
Group these planning objections into themes, with a count for each and a short neutral summary.
Objections: [paste].
Then, for each theme, draft a factual response using only my points: [your responses].
Neutral, respectful [British] English. Don't dismiss residents. Don't invent technical evidence.

✓ Check before you send

  • Every theme is represented fairly.
  • Responses use your evidence only.
  • Tone is respectful to neighbours.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 6 of 15ChatGPTClaudeGemini

Turn your notes into a staged fee proposal

Clients compare proposals line by line. A clear one showing work stages, what each stage includes and the fee for each wins more work than a single lump sum.

Time: About 30 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. List the work stages you will offer (for example RIBA stages 0 to 4), what each includes and your fee for each.
  2. Run the prompt below with no client names.
  3. Check every fee and inclusion. The fees are yours.
  4. Put it on your letterhead and send it with your terms of appointment.

The exact prompt

Copy, paste, then fill in the [brackets]
Write a fee proposal letter from a [UK] architect for [project type].
For each stage: name, what's included (bullets), deliverables, fee [from my list], and when it's invoiced.
Add: what's not included, third-party fees the client pays directly (planning fee, surveys, structural engineer), and how long the proposal is valid for.
Use ONLY my stages and fees; write [FEE NEEDED] if missing. Plain English for a homeowner.
My notes:
[paste]

✓ Check before you send

  • Fees and stages are your own.
  • Third-party costs are listed, not guessed.
  • It matches your terms of appointment.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 7 of 15ChatGPTClaudeGemini

Offer two or three fee options instead of one take-it-or-leave-it price

When a homeowner says the fee is too high, cutting scope is better than cutting your rate. Options make that conversation easy.

Time: About 20 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Decide what a lighter, a standard and a full service would include.
  2. Run the prompt below with your fees.
  3. Check the reduced options still let you do the job properly.
  4. Send them with the proposal.

The exact prompt

Copy, paste, then fill in the [brackets]
Lay out three service options for a [UK] architect's client on [project]:
Option A (planning drawings only), Option B (planning + building regs), Option C (full service to completion) [adjust to my list].
For each: what's included, what the client takes on themselves, fee [my figures], and the main risk of choosing less.
Neutral, plain English. Use ONLY my fees.

✓ Check before you send

  • Each option is something you can deliver safely.
  • Risks are explained honestly.
  • Fees are yours.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 8 of 15ChatGPTGoogle Sheets

Work out a fee from your hours, not from guesswork

Small practices often price by percentage or gut feel and lose money on the stages that drag. Estimating the hours per stage shows what the job really costs.

Time: About 30 minutesCost: free tools work

A free AI chat tool, then Google Sheets

Steps

  1. Estimate hours per stage from similar past jobs.
  2. Note your hourly cost and the profit you want.
  3. Run the prompt below.
  4. Compare the result with the fee you would have quoted.

The exact prompt

Copy, paste, then fill in the [brackets]
Build a Google Sheet to estimate an architect's fee by stage.
Columns: stage, estimated hours, hourly rate [£], cost, contingency [%], fee, cumulative fee.
Stages and hours: [paste]. Add formulas and a total. Use ONLY my figures and don't suggest market percentages.

✓ Check before you send

  • Hours come from past jobs.
  • Contingency is realistic.
  • The final fee is your decision.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 9 of 15ChatGPTClaudeGemini

Write a change-control note when the client changes the brief

"Can we just add a second storey?" can double the work. A short note confirming the change, the extra fee and the time impact before you start protects both sides.

Time: About 10 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Note what changed, the extra work, the fee and any programme impact.
  2. Run the prompt below.
  3. Send it and wait for written agreement before doing the extra work.
  4. File it with the project records.

The exact prompt

Copy, paste, then fill in the [brackets]
Write a short change-control note (under 200 words) from a [UK] architect.
Original scope: [summary]. Client's change: [change]. Extra work: [list]. Extra fee: [£]. Time impact: [weeks].
Ask the client to confirm by reply before we proceed. Calm, factual, no jargon. Use ONLY my figures.

✓ Check before you send

  • You have written agreement before starting.
  • The fee and time impact are realistic.
  • It matches your appointment terms.

UK notes extra

  • ARB expects clear written terms, including for changes.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 10 of 15ChatGPTClaudeGemini

Write the assumptions and exclusions section of a proposal

Most fee disputes come from unstated assumptions: one planning submission, no listed building consent, no party wall work. Writing them down avoids arguments.

Time: About 15 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. List what you are assuming and what you are not including.
  2. Run the prompt below.
  3. Remove anything that does not apply to this project.
  4. Add it to the proposal.

The exact prompt

Copy, paste, then fill in the [brackets]
Write an "Assumptions and exclusions" section for a [UK] architect's fee proposal for [project].
Assumptions: [list]. Exclusions: [list, e.g. structural engineering, party wall surveyor, listed building consent, planning appeals].
Short bullets, plain English. Don't add items I haven't listed; suggest up to 5 others to consider, marked [CONSIDER].

✓ Check before you send

  • Suggestions marked [CONSIDER] are checked before use.
  • Exclusions are clear to a homeowner.
  • It matches your terms.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 11 of 15ChatGPTClaudeGemini

Package and explain a planning-only service for homeowners

Many homeowners only want drawings for planning. A clear package, including what happens after approval, sets expectations and stops scope creep.

Time: About 20 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Define what the package includes and what it does not.
  2. Run the prompt below.
  3. Check every statement about planning against the Planning Portal.
  4. Use it on your website and in proposals.

The exact prompt

Copy, paste, then fill in the [brackets]
Write a planning-only package description (under 250 words) for a [UK] architect.
Included: [list]. Not included: [e.g. building regs drawings, tender, site visits]. Fee: [£ or from £].
Explain in plain English what the client will need after planning approval, without giving planning advice.
Use ONLY my details.

✓ Check before you send

  • Planning statements are checked against official sources.
  • Exclusions are clear.
  • Fees are yours.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 12 of 15ChatGPTClaudeGemini

Explain planning risk and the contingency in your fee

If planning is refused or needs changes, who pays for the extra work? Explaining it upfront avoids an awkward conversation later.

Time: About 10 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Decide how you charge for amendments, resubmissions and appeals.
  2. Run the prompt below.
  3. Add it to proposals.
  4. Refer to it if the situation arises.

The exact prompt

Copy, paste, then fill in the [brackets]
Write a short, plain-English section (under 150 words) for a [UK] architect's proposal on planning risk.
Explain that planning outcomes can't be guaranteed, what's included [e.g. minor amendments during determination], and what's charged extra [resubmission £X, appeal on a time basis].
No guarantees, no planning advice. Use ONLY my terms.

✓ Check before you send

  • No guarantee of approval.
  • Extra charges are clear.
  • It matches your appointment.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 13 of 15ChatGPTClaudeGemini

Plan a short call to walk a client through your proposal

Proposals sent cold often get compared on price alone. A 15-minute call explaining the stages and options builds trust.

Time: About 10 minutesCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Paste a summary of your proposal (no client names).
  2. Run the prompt below.
  3. Use the outline on the call; don't read it out.
  4. Send a short follow-up afterwards.

The exact prompt

Copy, paste, then fill in the [brackets]
Create a 15-minute call outline for presenting an architect's fee proposal to a homeowner.
Proposal summary: [paste]. Include: opening, how stages work, options, likely questions with honest answers, next steps.
Plus a follow-up email (under 120 words). No pressure tactics.

✓ Check before you send

  • Answers match your proposal.
  • No promises about planning outcomes.
  • Follow-up sent the same day.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 14 of 15ChatGPTGoogle Forms

Send a brief questionnaire before the first meeting

A few questions about budget, timescale and must-haves make the first meeting far more useful.

Time: About 20 minutes onceCost: free tools work

A free AI chat tool, then Google Forms

Steps

  1. Run the prompt below.
  2. Build the form in Google Forms.
  3. Send it when you book the first meeting.
  4. Keep answers secure.

The exact prompt

Copy, paste, then fill in the [brackets]
Write a client brief questionnaire for a [UK] architect's residential clients. 12 questions max.
Cover: project goals, budget range including fees and VAT, timescale, must-haves and nice-to-haves, how they use the house, planning history if known, neighbours and access.
Friendly wording; mark optional questions.

✓ Check before you send

  • Only collect what you need.
  • Budget question includes all costs.
  • Data stored securely.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑
Job 15 of 15ChatGPTClaudeGemini

Chase an unpaid stage fee politely

Stage invoices often slip when clients are waiting for planning. A calm, staged reminder gets most paid.

Time: 15 minutes onceCost: free tools work

A free AI chat tool (ChatGPT, Gemini, Copilot or Claude)

Steps

  1. Check your appointment terms on payment.
  2. Run the prompt below.
  3. Send reminders a week apart and keep copies.
  4. Get advice before suspending services.

The exact prompt

Copy, paste, then fill in the [brackets]
Write three reminders from a [UK] architect for invoice [n], [£], for stage [stage], due [date]:
1. Friendly (under 60 words). 2. Firm (under 90 words). 3. Final (under 120 words), using ONLY these next steps from my terms: [list].
Client type: [homeowner / business]. Calm and factual.

✓ Check before you send

  • Matches your terms.
  • Interest only for business clients unless agreed.
  • No threats.
Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑

Questions architects ask

Can AI design buildings for me?

These playbooks don't use it for design. Use AI for the writing around the drawings, like statements, minutes and proposals. The design and professional judgement stay yours.

Will AI get planning policy right?

Not reliably. It can invent policy numbers. Give it the policies you are relying on and check every reference against the local plan.

Which AI tool is free?

The free plans of ChatGPT, Gemini, Copilot and Claude handle statements, fee explainers and meeting notes.

Is it safe to paste client information in?

Leave out names, addresses and anything confidential unless your practice has approved the tool. The draft rarely needs them.

Privacy tip: don't paste customers' full names, addresses or other personal details into AI tools unless you need to and you've checked the tool's privacy settings.