Assembling Your Design Team

Finding and reaching out to the professionals who will help bring your project to life

Introduction

Once you’ve clarified what type of design professional you need, the next step is finding the right person, or team, to help move your project forward. Whether you’re hiring an architect, designer, draftsperson, or a design-build firm, this phase is about identifying qualified professionals, having early conversations, and evaluating how they work.

You don’t need a formal request process, just clear goals, some early project information, and a thoughtful approach. Tools like your Initial Design Checklist and Scope of Work are valuable at this stage. They’ll help you communicate expectations clearly and give potential team members something to respond to.

How the Process Varies by Professional Type

The process for finding and hiring a design professional will look a little different depending on the role:

Architects often begin with a discovery call and follow up with a proposal after learning about your site, goals, and timeline.
Designers typically rely on relationships and word of mouth. They may offer a quick intro call or a consultation before providing pricing.
Draftspeople usually provide a flat rate based on scope. A short email or phone call with your project description is often all that’s needed to receive a quote.
Design-build firms typically have a structured intake process and can provide both design and construction pricing in one proposal.
Specialty designers like interior, kitchen, or landscape designers are often brought in later, after the basic layout is defined.

Where to Find Qualified Professionals

There’s no one perfect directory, but there are several reliable places to start your search:

BuildZoom – A contractor and design professional directory that includes past permit records and project histories.
Local AIA chapters – For licensed architects with experience in your area.
Instagram and portfolio websites – Great for browsing style and recent projects.
Search by location – Look for “[custom home architect in Your City]” or “[design-build firm in Your County]” to find local firms.
Referrals from contractors – Builders often have preferred designers or architects they enjoy working with.
City planning departments – Some jurisdictions keep lists of designers and firms who frequently work on local projects.

What to Look For in a Candidate

Once you’ve found a few names to reach out to, here are some things to review:

Do they have experience with your type of project (ADU, remodel, addition, custom home)?
Are they familiar with your city’s or county’s permitting process?
Does their portfolio reflect the style or quality level you want?
Are they clear about timelines, fees, and how they work?
Do they seem responsive, organized, and approachable?
Do they have capacity to take on a new project in your timeframe?
Can they work within your budget expectations or help guide you if not?

Bringing Early Project Info to the Table

One of the most helpful things you can do before reaching out to design professionals is to organize your early project details. You don’t need finished drawings or a complete plan, just enough to communicate what you’re trying to do, what the site looks like, and what your priorities are.

Sharing this early information helps in three big ways:

You’ll get more accurate and relevant proposals.
– Design professionals price their services based on scope, complexity, and level of involvement. If they don’t know what you’re building or what decisions have already been made, they’re left guessing, and that often leads to generic, padded, or incomplete pricing. When you’re clear about what’s in and out of scope, they can tailor their proposal to match your actual needs.
It sets expectations early and reduces back-and-forth later.
– Even a simple checklist or rough sketch can help your future design team understand your goals, style, and priorities. This leads to better alignment, fewer assumptions, and a smoother start to the design process once you’re under contract. It also helps them flag potential red flags: budget mismatches, timeline constraints, or zoning issues, before you’ve invested too far in the wrong direction.
It shows you’ve done your homework and are ready to move forward.
– Design professionals appreciate clients who come prepared. If you’ve thought about your project goals, gathered some inspiration, and have a rough sense of timeline and budget, it helps them take your inquiry seriously and respond promptly.

What to Include When Reaching Out

Here’s what to gather or share in your initial outreach or intro call:

Your Initial Design Checklist
Use it to summarize your goals, preferences, site details, and key decisions you’ve already made.
Rough Scope of Work
Write a short description of what you’re planning to do, what spaces are changing, what’s staying the same, what you already know you want.
Photos or Sketches
If you have site photos, screenshots of homes or layouts you like, or even a hand-drawn sketch of your ideas, include them.
Survey or Site Plan (if available)
These help the designer understand lot dimensions, access points, and zoning constraints.
Timeline and Budget Range
You don’t need to be exact, but give a rough idea of when you’d like to start and what general budget you’re working within.
Inspiration Images or Floorplans
These help communicate what kind of design or layout you’re drawn to. Sites like Pinterest, Houzz, Instagram, or ArchDaily are great for collecting ideas. Try to save a few images that show the vibe, style, or features you want included.

Sample Outreach Email

Hi [Name],

I’m planning a [remodel / new build / ADU / addition] in [City or Neighborhood] and looking for design support. I’ve put together a short summary of the project goals, some inspiration images, and a few site details to help give you a clear picture of what I’m hoping to do.

Would you be open to a quick intro call to see if it’s a good fit? I’d love to learn more about how you work and whether this might be a good match.

Let me know if you’re available [X], I can send over the materials beforehand.

Thanks,
[Your Name]

Preparing for the Intro Meeting

Intro calls or consultations usually last 30–60 minutes. The goal isn’t to dive into design right away—it’s to learn how the professional works and whether they’re a good match for your project. You should come away from the meeting with a sense of their process, pricing structure, timeline, and style of collaboration.

Questions to Ask During the Meeting

Use this list to help guide the conversation:

Can you walk me through your typical process from start to permits?
Have you worked on similar projects in this area?
What are the common permitting or zoning challenges you see with projects like this?
How do you structure your pricing – hourly, flat fee, phased?
What’s your availability and typical timeline from design start to permit submittal?
How are changes handled once the design process is underway?
Do you coordinate directly with engineers or consultants?
What does your support look like during construction, if any?
What should I have ready to get started if we move forward?

What’s Next: Collecting Proposals

After your initial conversations, the next step is to request or receive a formal proposal from each candidate. These proposals outline what services they’ll provide, how long it will take, and how much it will cost. If someone hasn’t sent one yet, now’s the time to ask.

The goal of this next phase isn’t just getting numbers, it’s making sure each proposal clearly reflects your scope, timeline, and expectations so you can compare them fairly.

Continue to Collecting Proposals to learn how to follow up, what to expect in a design proposal, and how to make sure the scope and pricing align with your project.