When the Ontario Association of Architects Contacts You
This page is for licensed architects and for the corporations and partnerships that hold a Certificate of Practice. Complaints commonly involve contract administration, fees, scope and design responsibility, sealing practices, or communication with clients and municipalities.
Illustrative example, not an actual OAA letter
“The Association has received a complaint from a client regarding the contract administration services your practice provided during construction, and the fees invoiced. You may submit a written explanation to the Complaints Committee.”
Who Investigates and Who Decides
- Regulator
- The Ontario Association of Architects, under the Architects Act (“the Act”) and its regulations.
- Who investigates
- The Complaints Committee investigates complaints (Act, ss. 29–30). The Registrar can also investigate (s. 38).
- Review of complaint handling
- A Complaints Review Councillor can review how complaints were handled (ss. 31–32).
- Who holds hearings
- The Discipline Committee (ss. 33–35).
- Who hears appeals
- The Divisional Court, from Registration Committee and Discipline Committee decisions (s. 36).
- Fee disputes
- The Act also has a Fees Mediation Committee (s. 37), which is separate from discipline.
Key timeline
The Complaints Committee cannot act until you have been notified and given at least two weeks to submit a written explanation (Act, s. 30(1)(a)). Check the date in your notice immediately.
Common Issues in Architect Investigations
Contract administration
Site reviews, change orders and certificates for payment during construction.
Fees and scope
Disputed invoices, unclear scope of services, and work done without a written agreement. Some fee disputes go to fee mediation rather than discipline.
Seal and responsibility
Sealing documents not prepared under your supervision, and practices operating without a Certificate of Practice.
Professional liability insurance
Holders of a Certificate of Practice must carry professional liability insurance (s. 40), and lapses raise their own concerns.
Conflicts and communication
Undisclosed interests, and failures to keep clients informed.
What Can Happen Next
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Complaints Committee decision
The committee may refer the matter to the Discipline Committee, decide not to refer it, or take other appropriate action. The complainant receives notice of the right to apply to the Complaints Review Councillor (Act, ss. 30–32).
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Discipline hearing
If the Discipline Committee finds professional misconduct or incompetence, it can revoke or suspend a licence or Certificate of Practice; impose terms, conditions, limitations or restrictions such as supervision, periodic inspections or reporting; require a reprimand, admonishment or counselling; impose a fine of up to $5,000; and require you to repay, waive or reduce fees for the work in question (Act, s. 34).
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Appeal
A party may appeal a Discipline Committee decision to the Divisional Court (Act, s. 36). Orders based on incompetence take effect immediately unless the court orders otherwise. Orders on other grounds, such as professional misconduct, do not take effect until the appeal period ends or the appeal is decided, unless the Discipline Committee orders otherwise (s. 34(8)–(9)).
Checklist: Responding to the OAA
Documents to gather
- The OAA’s letter and the date you received it, since your response time may be as short as two weeks
- The client agreement, scope of services and fee proposals
- Drawings, specifications and sealing records
- Site review reports, change orders, certificates for payment and correspondence
- Your Certificate of Practice and professional liability insurance records
Details to check in the notice
- Your written response deadline
- Whether it concerns you, your practice, or both
- Whether the matter is a complaint or a fee dispute suited to fee mediation
Rules and resources to consult
- Architects Act, ss. 29–40
- The regulation under the Act, including the professional misconduct and code of ethics provisions
- OAA practice guidance on contract administration and sealing
- Your professional liability insurer
Frequently Asked Questions
Is a fee dispute a discipline matter?
Not always. The Act has a separate Fees Mediation Committee (s. 37). A fee complaint can also raise conduct issues, such as billing for work not done, that the Complaints Committee may investigate.
What is the maximum fine?
Up to $5,000 (s. 34). Licence orders are usually the more serious consequences.
Can the complainant challenge a decision not to refer?
The complainant can apply to the Complaints Review Councillor, who reviews how the complaint was handled (ss. 31–32).
Sources
Statutory references are to the provisions listed below, as consolidated on e-Laws when this page was prepared.
- Architects Act, R.S.O. 1990, c. A.26, ss. 29–40 — e-Laws consolidation period beginning January 1, 2025; checked November 10, 2026.
- OAA, “Discipline” — Located November 10, 2026.
- OAA, “Registrar’s Investigations” — Located November 10, 2026.