ARENCOS Fee, Charges & Pre-Engagement Policy

This policy outlines how ARENCOS manages preliminary communications, professional consultations, fee structures, document requirements, and client representation. It ensures transparency, protects all parties, and upholds our commitment to ethical and responsible practice.

A. Pre-Engagement Communication, Documentation & Representation

A1. Restrictions During the Preliminary Stage

At the preliminary stage of any potential collaboration — and prior to the execution of a formal agreement, a signed Engagement Letter, or a substantive face-to-face consultation — ARENCOS is unable to undertake any actions that imply representation of, or communication on behalf of, a prospective client.

• A1.1 Contact or Consult Third Parties: We do not communicate with or request information from engineers, surveyors, architects, technical specialists, property owners, sellers, attorneys, contractors, utility companies, or public authorities.
• A1.2 Request Documentation or Data: We cannot request, retrieve, or verify documents, drawings, reports, certificates, or technical information from third parties on behalf of a prospective client.
• A1.3 Provide Opinions Dependent on Third-Party Input: Any professional assessment requiring external data, expert validation, or regulatory information cannot be issued before formal engagement.

A1.4 Preliminary Free Meetings (Face-to-Face or Online)

ARENCOS may offer an initial brief introductory meeting free of charge, either in person or online. During this meeting:

• No dedicated professional answers will be provided.
• No technical evaluations, interpretations, or solutions will be offered.
• No challenge-specific or project-specific guidance can be provided.
• Participating professionals will not analyse documentation, provide assessments, or offer advice that requires specialist input.

The purpose of this meeting is purely introductory, not advisory.

A2. Requirement for a Signed Engagement Letter

A signed Engagement Letter is mandatory before ARENCOS can:

• Act or communicate on behalf of any client.
• Contact or liaise with third parties.
• Request or verify information or documents.
• Conduct assessments, surveys, or technical reviews.
• Provide project-specific opinions.
• Prepare or issue any cost proposal, fee estimate, or project offer.

Purpose: The Engagement Letter formally defines the scope, authorises representation, establishes responsibilities and confidentiality, confirms fees and payment terms, and provides the legal basis for collaboration.

A3. Documentation Requirement Prior to Any Cost Offer

To prepare any cost proposal, fee estimate, or project-specific offer, ARENCOS must first receive all required documentation, which may include:

• Architectural drawings, plans, or surveys
• Technical studies and engineering reports
• Property or legal documentation
• Previous approvals, permits, or certificates
• Any additional information necessary to define scope and feasibility

Without complete documentation and a signed Engagement Letter, ARENCOS cannot responsibly evaluate or price any project.

B. Fee & Charges Policy

1. Policy Purpose & Scope

This policy governs all professional fees for consultancy, design, engineering, project management, and advisory services provided by ARENCOS and applies to all clients.

2. Preliminary Consultations

• All consultations (email, phone, online, in-person, via representatives) are chargeable, unless explicitly classified as a brief introductory meeting.
• Fees are charged per hour depending on complexity and specialist involvement.
• Payment is required at the time of consultation.

3. Additional Preliminary Charges

Third-party involvement (translators, external evaluators) may incur additional charges.

4. Fee Variability

Fees may vary depending on:

• Project complexity and size
• Location
• Specialist expertise required
• Historic or technical constraints
• Scope and depth of services
• Risk, safety, sustainability, or regulatory requirements

5. Core Service Fees

Applicable taxes (e.g., VAT) will be added.

6. Engagement Requirements

• A signed Engagement Letter must be in place.
• The scope of work must be clearly defined.
• All required documents must be provided and reviewed.

7. Post-Engagement Billing

• Fees may be invoiced by milestones, stages, or as agreed.
• Additional services outside the initial scope will be charged accordingly.
• Significant scope changes may require revised fee proposals.

8. Transparency & Client Review

• ARENCOS maintains full transparency in all fees.
• Clients are encouraged to review all terms carefully.
• Any changes or additional costs will be communicated promptly.

9. Policy Updates

ARENCOS may revise this policy periodically and will publish updated versions when necessary.