Standard Terms of Business
Last updated: September 2014
Please find below our standard terms and conditions for:

Standard Terms of Payment
Asbestos Surveying, Testing & Consultancy
Asbestos Removal

Whether your quote is sent as an email or a full PDF quotation document the following terms apply unless specifically stated otherwise.  This page is also referenced within your quotation.

If you wish to discuss our terms and conditions, how they may apply to you or how we can accommodate your own company accounting procedures then please contact us for more information.  Credit accounts are available for customers subject to credit checks and other checks as we see fit.

Standard Terms of Payment - all works

Surveying: Your invoice will be raised on completion of the works and report(s) issued on receipt of payment.  If you require different payment terms these must be agreed in advance.
Other work:  Your invoice will be raised on completion of the works and all payments are due within 14 days unless otherwise agreed in advance. If you require different payment terms these must be agreed in advance.

Should you require us to be on any approved contractor/supplier lists this must be arranged prior to placing any order. No such requests will be entertained after the work has been completed or started until full payment has been received.

Late Payments:  After 14 days a reminder will be sent with no charge, after which a charge of £15.00 + VAT will be made for each account reminder, duplicate invoice, or any other paperwork, correspondence or phone calls involved with the pursuance of a debt. This fee is non-refundable, and represents the additional wasted time spent pursuing overdue invoices.

If any invoice issued to the client is not paid by the due date then all unpaid invoices issued to the client become due with immediate effect, even if it is before their respective due dates, and THCS may consider these invoices as overdue when pursuing legal action for the recovery of any debts.  Where credit has been given for previous work then documentation and reports for any current work will not be issued until the account is paid in full.

Orders over £5,000 will require a stage payment plan to be agreed and setup before work commences. Generally this is a 25% deposit, weekly payments totalling 65% and a final payment of 10% on completion. The format may change depending on the nature of the project, but will be agreed in advance. Our work will not be subject to any MCD, retention or other deductions.

Asbestos surveying and consultancy is excluded from the Construction Industry Scheme (CIS) and therefore not liable to any deductions in that respect.
Where work does fall within the Construction Industry Scheme you are required to notify us in advance if you are a registered CIS Contractor so that an appropriate invoice detailing what is and is not deductible can be raised.  You must also provide your registration details.  Under no circumstances should a blanket deduction be made on the whole invoice value.  Any queries relating to CIS should be directed to either a member of the accounts team or a company director.  Deductions made without prior notification will be treated as non-payments and remain due.

We understand, and will exercise our statutory right, to interest and compensation for debt recovery costs under The Late Payment of Commercial Debts Regulations 2002 if we do not receive payment in accordance with the agreed credit terms.



Asbestos Surveying, Testing & Consultancy

Costs include the following:
- Surveying personnel accredited to P402
- Materials, Equipment & Transportation
- Normal Working Hours (Mon – Fri; 0800 – 1600)
- Sample analysis by independent laboratory accredited to ISO/IEC 17025

Costs do not include:
- VAT at the current rate
- Background, leak, reassurance or clearance air monitoring (unless stated above)
- Temporary works, reinstatement, repairs and making good/cleaning of any kind whatsoever
- Asbestos Management Plans or other consultancy unless detailed
- Soil or contaminated land investigations below ground level
- Unless specifically stated, scaffolding / access equipment, isolation of services and specialist trades (i.e. lift engineers) have not been allowed for. This may restrict the survey for safety reasons.

Caveats & Possible Limitations to the survey(s):

- It must always remain a possibility that further asbestos containing materials may be found during refurbishment or demolition activities. Therefore the results of the survey cannot give an assurance that all asbestos materials will be identified, and must not be thought to do so. Where such activities do uncover further suspect materials work must stop and further sampling will be required. THC Services Ltd (THCS) will be pleased to carry out additional sampling required at additional cost.
- The report will be produced for the sole use of the client named within the report. It should not be relied upon by any third parties, due to special arrangements or restrictions which may have been imposed at the planning stage of the survey and which may not be noted within the final output report. If a third party wishes to rely on the information in the survey they must, in writing, request a Letter of Reliance from THCS directly. A nominal fee will apply. Similarly, the client is not authorised to “sell on” any survey without prior written agreement and the aforementioned Letter of Reliance. THCS cannot be held responsible for the way in which third parties act on the findings of the survey.
- Where suspected asbestos installations are found during the survey, it is not the policy of THCS to disturb the material other than to take a representative sample. We cannot therefore take responsibility for any further asbestos uncovered that is obscured by a suspected asbestos-containing material. In such cases it is good practice for the client to employ a competent contractor (possibly licensed) to remove a section of the suspect ACM to investigate further or to wait for the results of the overlying material before investigating further.  Depending on the materials this may need to be carried out by an asbestos removal contractor licensed by the HSE.  Notification periods may also apply.
- Where comprehensive building plans are not supplied to the surveyors and THCS provide hand sketched drawings, they cannot be relied upon as being entirely accurate and it cannot be stated that all areas have been surveyed or accessed. Hand sketched plans are provided at the discretion of THCS to show the locations of samples and positively identified asbestos materials.
- Access for the survey may be restricted for many reasons beyond our control such as inconvenience to others, immovable obstacles, poor or no lighting, or physical constraints. Areas where evidence of pest or rodent infestation is present will not be inspected. These areas will generally be noted in the report as “No Access” areas.
- Electrical equipment will not be moved, opened or accessed without proof of isolation being supplied in writing to the surveyors. We will not inspect lift shafts, plant rooms or similar areas which would require the assistance of specialist engineers.
The surveyor will not inspect flues, ducts, floor or ceiling voids, roof spaces or any similarly enclosed areas, the access to which requires the use of specialist equipment or tools, or which would cause damage to decoration, fixtures, fittings or the structure. Therefore we are unable to report on, and are not responsible for, any asbestos that may be present in these areas.
- Any requirement for specialist access equipment other than 3.5m step ladders has been specifically excluded unless otherwise stated or agreed during the planning stage of the survey.
- We will not report on concealed spaces which may exist within the fabric of the building where the extent and presence of these is not evident due to inaccessibility or insufficient knowledge of the structure at the time of the survey. Similarly, underground areas and building foundations are not accessed unless specified within the client’s instruction.
- The presence of asbestos debris to pipework of modern appearance, which is not readily visible or would require the removal and replacement of overlying non-asbestos insulation, has been considered outside the scope of a management survey.  In the case of refurbishment surveys we will seek your permission to disturb these materials.  In the case of demolition surveys these areas will always be investigated.
- The investigation of contaminated soil has been considered outside the scope of our surveying work.
- Materials are referred to as Asbestos Insulating Board or Asbestos Cement based upon their asbestos content and visual appearance alone. Water Absorption - - Testing on materials will not be carried out unless stated otherwise or specifically requested by the client.
- The final report should not be used as a tool for planning asbestos removal projects. THCS will provide a schedule of works upon request and at additional cost to the client. Measurements and sizes are approximate and are given to aide in the management and assessment of asbestos materials only.
- Priority Assessment Scoring remains the responsibility of the client and/or building Dutyholder and this is outside the scope of our work unless specifically agreed at the planning stage of the survey. Where THCS are required to carry this out it is based on the knowledge, experience and information available to the surveyor at the time of the survey only and we recommend that this information is checked and amended as necessary by the client. In such cases a post-survey meeting is advisable. Priority Assessment Scoring is not normally required on refurbishment/demolition surveys unless the planned works are not imminent.

Many of the above points can be eliminated or resolved through effective planning of the survey, or by a second follow-up survey to inspect areas not previously accessible. THCS will endeavour to overcome any restrictions, as far as reasonably practicable, but an effective survey involves you, the client, as much as it does the surveyors - there is no off-the-shelf asbestos survey, particularly where refurbishment surveys are concerned.

Client Requirements for Surveying:

Where required and not detailed within the quotation it will be the clients responsibility to :

- Make provision for all electrical, water and gas isolation and reinstatement / reconnection where required, and supply documentation confirming any isolations
- Provide welfare facilities for surveyors in accordance with HSE guidance CIS59 “Provision of Welfare” – i.e. toilet, hand washing etc.
- Provide adequate parking for the required amount of vehicles, equipment etc. as close as is reasonably practicable to the place of work for the duration of the project. Parking or storage costs will be chargeable to the client.
- Where keys need to be collected and/or returned to/from alternative locations additional travelling costs will be charged at £0.45+VAT per mile for locations more than 2 miles from the site address.
- Ensure adequate lighting, whether natural or artificial, is available to perform the site inspection
- Make suitable and safe arrangements for entry to the specified areas of work on the agreed dates. Buildings or areas suspected of being unsafe to access will not be surveyed and delays in the agreed work schedule due to access restrictions may result in additional charges to the client and/or areas being excluded.
- “No access” visits will usually be charged at £150.00+VAT. If labour and transport costs are higher the higher amount will be charged.
- Provide accurate “as existing” building plans.

Asbestos Surveying - General

- All quotations are valid for a period of 30 days from the date of submission and where orders are placed outside this period variations in the quotation may be applicable.
- If the building(s) are or will be occupied at the time of the survey it is the policy of THCS to carry out an intrusive non-destructive survey. Floor voids, wall cavities, etc will be inspected as far as is reasonably practical. Any requirement for background air monitoring has been specifically excluded. We advise against carrying out demolition surveys in occupied properties.
- The client must be aware and must accept on proceeding with the project that although the utmost care will be taken, due to the nature of the work being undertaken minor damage to buildings, areas, fixtures or fittings may occur and allowances by the client must be made for this as THCS will not be held responsible for any repairs or damages without prior agreement. For refurbishment or demolition surveys, significant damage is likely to occur and we advise buildings should be unoccupied, out of use and all fixtures, fittings and soft furnishings be removed.
- Once a contract start date and programme has been agreed by the client, any delay or cancellation by the client may result in additional charges. A cancellation fee will be applicable for all projects cancelled within 7 days of the intended start date. This will be 20% of the project value, or for cancellations within 3 working days the fee will be 50% of the project value. If THCS have suffered direct costs higher than this then they will be billed additionally, for example where access equipment or specialist trades have already been booked or other costs have already been incurred in our preparations for the work.
- Any non-conformity with our terms during a project after acceptance of our quotation may result in the project being suspended until such a time as it is practical to continue. This may result in charges being levied to the client.
- We may write articles about your project and publish them in the news or portfolio sections of our websites. If you do not agree to this, please let us know. No personal information is included but photographs may be used to illustrate the work being undertaken.
- By proceeding with the quotation you agree to our terms and conditions. Should you require special terms please contact us as soon as possible. Terms will not be amended after the work has been carried out.

Asbestos Removal

Costs include the following:
- Labour & Supervision
- Materials, Equipment & Transportation
- Normal Working Hours (Mon – Fri; 0800 – 1700)
- Clearance Air monitoring by independent analysts accredited to ISO/IEC 17025 (where required)

Costs do not include:
- VAT at the current rate
- Site hoarding, temporary fencing or other means of segregation from other work areas
- Site Management - will will not act as a Main Contractor
- Background, leak or reassurance air monitoring (unless specified)
- Temporary works / making good / repairs
- Scaffolding / access equipment (unless specified)
- Isolation of services (unless specified)
- Site welfare facilities (unless specified)




Client Requirements for Asbestos Removal :

- Make provision for all electrical, water and gas isolation and reinstatement / reconnection where required.
- Provide or make arrangements for adequate welfare facilities for operatives and analysts for the duration of the contract in accordance with HSE guidance CIS59 “Welfare” to include at least toilet, hand-washing facilities and an area for operatives to eat. We can provide this at additional cost if required.
- Supply, free of charge, single phase electricity and clean water supply as required.
- Provide, free of charge, adequate and reasonably secure parking/storage areas for the required amount of vehicles, decontamination units, welfare units, equipment and waste containers as close as is reasonably practicable to the place of work for the duration of the project. Any parking or storage related costs will be chargeable.
- Make suitable and safe arrangements for entry to the specified areas of work on the agreed dates. Delays in the agreed work schedule due to access restrictions may result in additional charges to the client.

Asbestos Removal - General:

- All quotations are valid for a period of 30 days from the date of submission and where orders are placed outside this period variations in the quotation may be applicable.
- The client must be aware and must accept on proceeding with the project that although the utmost care will be taken due to the nature of the work being undertaken minor damage to buildings, areas, fixtures or fittings may occur and allowances by the client must be made for this as THC Services Ltd (THCS) will not be held responsible for any repairs or damages without prior agreement. In particular, tape and adhesive used to construct and secure enclosures may, and often does, remove paint and wallpaper from walls and can leave a sticky residue.
- Once a start date and programme has been agreed by the client any delay or cancellation by the client may result in additional charges for any costs incurred.
- A cancellation fee will be applicable for all projects cancelled within 14 days of the intended start date. This will be 20% of the project value, or for cancellations within 7 days the fee will be 50% of the project value. Where projects have been notified and subsequently delayed the notification will need to be resubmitted. A charge of £350 + VAT will be applicable in such cases.
- Asbestos removal work can be a tedious and time consuming process due to the working methods which have to be employed under current regulations and any requests to speed up the project using unapproved methods will be refused.
- A Plan of Work (POW) will be developed for each project.  You may request a copy of this for your records, however we do not issue them seeking any form of approval.  If you have any queries relating to the POW please contact the author of the document.  Where projects are HSE notifiable only minor changes to the POW will be possible after the notification has been submitted.  Any major changes may require re-notification and additional costs.
- Project durations are estimated for costing purposes only and therefore THCS accepts no liability for any delays whatsoever caused to the client, however we will endeavour to complete the works as quickly as possible.  Similarly, there will be no discounts or deductions for early completion.
- The UKAS accredited analytical firm for air monitoring is subject to change depending on availability.
We may sub-contract all or part of the works to another suitably competent contractor. In such cases THCS will continue to manage the project and remain your first point of contact.
- Any non-conformity with any of the above during a project after acceptance of any quotation may result in the project being suspended until such a time as it is practical to continue. This may result in a charge be levied to the client.
- We may write articles about your project and publish them in the news section of our website. If you do not consent to this, please let us know. No personal information is included but photographs may be used.
- By proceeding with the quotation you agree to our terms and conditions. Should you require special terms please contact the undersigned as soon as possible.