Client Brief

Description

The Client Brief defines what the project must achieve and why. It sets the scope, objectives, constraints and success criteria before detailed design begins. The Client Brief is not a design document, it defines requirements, not solutions. The Client Brief evolves across RIBA Stages 0-2 and must be formally frozen at the end of RIBA Stage 2. A clear Client Brief should state: 

  • Project purpose and background
  • Strategic alignment (Faculty, Department, Imperial strategy, Net Zero etc.)
  • Scope (what is included and excluded)
  • Functional and operational requirements
  • Programme constraints (key dates, decant requirements)
  • Key risks and dependencies 
  • Success criteria

For major projects where formal RIBA Stage Reports are produced, the approved RIBA Stage 2 Report constitutes the frozen Project Brief. For minor projects where no formal Stage Reports are produced, the approved Client Brief document itself constitutes the full Project Brief. 

Engagement

The Project Manager is responsible for coordinating and documenting the Client Brief where one is not already provided. Every project must nominate a Department User Coordinator before briefing commences. The Project Manager cannot develop the Client Brief without a named User Coordinator. The Project Manager must liaise with the Project Sponsor and Department User Coordinator to develop and validate requirements. 

Consultation with the following groups is required as applicable to the scope: 

  • Property Operations/Property Facilities Management
  • Maintenance/Critical Infrastructure
  • Masterplanning/Strategic Planning
  • Engineering (e.g. Lighting & Power, Security, HVAC, Energy etc.)
  • ICT
  • Biosafety/Laboratory Safety (where applicable)
  • Health & Safety
  • Fire Safety 
  • Security & Community Safety
  • Sustainability Team (Net Zero alignment, BREEAM where required)
  • Accessibility/Design Quality
  • Finance (budget and funding source confirmation)

Engagement should take place through structured briefing workshops or formal documented communication. 

Forms and Links

Client Brief: PM22 Client Brief

Approvals and Compliance Review 

The strategic Client Brief must be formally approved at RIBA Stage 0 before the project progresses to RIBA Stage 1. Approval requires:

  • Review and agreement by the Senior Responsible Owner, Senior Supplier (where applicable) and Department User Coordinator
  • Where required, governance bodies (e.g. CRG, OIC or equivalent) approve funding release and permission to proceed

This governance approval is separate from formal approval of the detailed Project Brief. Approval must be recorded through formal sign-off in Box. 

Repeated Subsequent RIBA Stages

RIBA Stage 1 

Develop and refine the Client Brief approved at Stage 0. During RIBA Stage 1 the project requirements are clarified and tested for feasibility. This may include: 

  • Review of scope and functional requirements
  • Initial design options
  • Identification of key constraints 
  • High-level engineering strategies
  • Initial cost advice and programme review
  • Identification of key risks
RIBA Stage 2

Client Brief is frozen. At the end of RIBA Stage 2, the Project Brief must be formally approved and frozen by the Senior Responsible Owner, Department User Coordinator and Senior Supplier (where applicable). Approval must be recorded in Box. Prior to contracto appointment, the Project Manager must confirm that the Employer's Requirements align with the approved Stage 2 Client Brief.