Terms and Conditions of Service for

Tree and Grounds Maintenance Work Contracting

M.R Tree Surgery

The Contractor – the person or business undertaking the works


The Client – the person or business instructing the works and in so doing, and accepting

the quote agrees to and accepts the following terms and conditions:

1. Notice of the Right to Cancel “Cooling off period” – the client has a maximum 14
days to cancel the contract (in writing) from acceptance date. In the event of
cancellation at short notice costs may be proportionally incurred by the client.
Cancellation within 24hrs of work due to commence will incur a full day rate charge.

2. This quotation is valid for a period of 90 days from the day its dated.

3. All tree works will be in accordance with the current British Standard 3998 ‘Tree
Work Recommendations’ where possible unless specified otherwise. Dimensions
specified are approximate and, wherever possible, will be to the nearest appropriate
pruning point.

4. In the event of a variation to the quotation as a result of:

1. Amendments to works required prior to arriving on site, or
2. Changes in site / ground conditions since the original visit, or
3. A Change to or Additional works requested / required whilst on site
the quotation will be revised accordingly, either electronically in advance, hand
written or verbally agreed on the day of work with the client.

5. Stump-grinding (when included in the quotation) will be to a depth of 200mm below
the immediately adjacent ground level and will include the removal of the stump and
buttress roots but will not include lateral roots unless otherwise specified. The client
will advise the contractor of any underground services in the vicinity of the stump
prior to starting the job.

6. All arisings (inc. twigs / branches / woodchips / logs / trunks / foliage/grass cutting
etc.) will be removed from site and become the property of the contractor unless
specifically stated otherwise in the quotation.

7. On occasion the Contractor may produce photographic images and video footage of
the works being conducted, these are the property of the contractor and are
retained for training, safeguarding and insurance purposes. Images and footage
may be shared on social media to promote the work of the Contractor, unless
specifically requested otherwise by the client prior to the commencement of work..

8. On completion of the works, an invoice will be raised and payment is required
upon receipt unless specified by prior arrangement and credit terms are agreed.
Annual contract work required monthly payments.

9. Following written or verbal instructions from the client, the contractor will check with
the Local Planning Authority (LPA):
• Whether the tree(s) are the subject of a Tree Preservation Order (TPO).
• Whether the trees are located within a Conservation Area.
• The contractor will also consider whether a Felling Licence is required from the
Forestry Commission (FC) or if any other permissions or consultations are
required, i.e. Natural England or Environment Agency.

10. Where works are proposed to third party trees, i.e. ‘neighbours trees’, the contractor
will require written confirmation from the tree owner (‘the neighbours’) that the works
are agreed and where necessary , that access is permitted. If works only apply to
overhanging branches that can be pruned from within the client’s property then
permission is not required but the neighbour should be advised where practicable.

11. The contractor has £5 million Public Liability Insurance and a copy of the certificate
is available on request. The contractor will operate in accordance with good
industry practice, their Health & Safety Policy and Procedures and undertake Site
Specific Risk Assessments (the outcomes of which may place constraints on the
site whilst works are in progress, i.e. the client can’t access their shed without prior
agreement from ground staff.)

12. The site will be left generally ‘clean, tidy and safe’ but because of the very
nature of the works including the production of wood dust from chainsaw /
wood chippings / twigs / leaves and needles etc. and the traversing of site
personnel, in extreme circumstances it may not be as it was prior to the
commencement of works.

13. If the works spread over multiple days, the site will be left appropriately and safe
and as agreed with the client beforehand.

14. The contractor will undertake the works as scheduled but is aware of and may be
constrained by ecological and wildlife legislation including:
◦ Wildlife and Countryside Act 1981
◦ Countryside and Rights of Way Act 2000
◦ Conservation of Habitats and Species Regs. 2012 (amendment)
This legislation requires the contractor to assess the impact of the works which may
result in works being delayed as a result of nesting birds, roosting bats or similar
being present.

Created: 28/03/15 Last Update:01/04/19 Next Review:01/04/20