Terms and Conditions

Terms and Conditions for James Gardner Trees Ltd Services

1. Booking Arrangements

Once you receive our quote, please approve it via the email link provided. Alternatively, you may contact our office directly to confirm your approval.
Our office operates Monday to Friday, from 9 AM to 12 PM. Response times on weekends and Bank Holidays may vary, but we aim to reply within 24 hours.

2. Conservation Areas

Under the Town and Country Planning Act 1990, if the tree(s) in question are located within a conservation area and have a girth of over 75mm at 1.3m, or if they are subject to a Tree Preservation Order, permission from the local planning authority is required before any work can commence. We can obtain this permission on your behalf at no additional cost once the quote is accepted.

Under the Town and Country Planning Act 1990, if the tree(s) are located within a conservation area and have a stem diameter exceeding 75mm when measured at 1.3m above ground level, or if they are subject to a Tree Preservation Order (TPO), consent from the local planning authority is required before any work can commence. We can apply for the necessary conservation area or TPO consent on your behalf for a minimum charge of £80. More complex or time-intensive applications may be subject to additional costs, which will be confirmed in advance.

3. Stump Grinding

For stump grinding services, a minimum access width of 64cm through the side of the house is required. If access is only available through the house and this was not disclosed beforehand, the quote may be subject to revision.
It is essential to inform us of any cables, pipework, or other underground services before work begins. We cannot be held liable for any damage if these are not disclosed.
All arising green waste and wood chippings from stump grinding is left on site, in the exact location of stump unless otherwise specified, an additional price will be given to mitigate labour and waste charges if the waste is to be removed.

4. Schedule of Work

Our team will carry out the work as specified in the quote. Any additional work will be estimated separately.
The quote includes the removal of all debris and timber unless otherwise specified. Additional costs may apply if there are unforeseen circumstances.
Please ensure that the work area is clear and that any breakable items are moved prior to our visit, as we cannot be held responsible for any damage resulting from failure to do so.
If you wish to make changes to the agreed-upon work, please inform us before work commences so that we can revise the quote and adjust our plans and pricing accordingly.
Any changes made after the commencement of work that require the tree surgeons to stop may incur charges for lost labour time.
Work Completion & Sign-Off
Customers are required to be present on site at the time the arborists complete the works in order to sign off the job. Where a customer is unable to attend on the day, the works will be deemed completed and signed off by the company. Revisit appointments incur additional operational costs and will only be arranged where necessary.

5. Time-Sensitive Estimates

If the quote is based on a specific time frame (e.g., 4 tree surgeons for 1 day), we will endeavour to complete as much of the listed work as possible within that time. However, we cannot guarantee that all items will be completed.
In the event of an emergency callout, we may need to prioritize and leave the site. Any uncompleted work will be rescheduled as soon as possible.
We aim to complete all work within two weeks of quote approval, unless larger contracts or the need for hired equipment necessitates a different timeline.

6. Asbestos, Oak Processionary Moth (OPM), Cables, and Pipework

We are not licensed to remove asbestos.
We can manage Oak Processionary Moth (OPM). However, if OPM is discovered during the work and was not identified during the initial assessment, work may need to be halted, potentially incurring additional charges.

7. Access and Parking

We require access to your property during the scheduled work times.
If you are not on-site, we can hold keys for gates or make other access arrangements as needed.
If access is unavailable at the agreed time, we may have to charge for lost income.
Our tree surgeons will need two parking spaces, ideally on your driveway or at the kerbside.
If parking permits are required in your area, please ensure that permits are provided for the duration of the work before we commence. Failure to provide a permit may prevent us from completing the work, and charges may still apply.

8. Cancellations

Cancellations made with less than 48 hours’ notice may incur a charge of up to 100% of the total fee.

9. Payment & Deposit Terms

A 10% deposit is required to secure the booking. This deposit becomes non-refundable if the booking is cancelled or postponed within 48 hours of the scheduled work date.
The remaining balance is due immediately upon completion of the work and receipt of our invoice; payment is accepted via bank transfer, cash, cheque, or credit card.
Deposits cover scheduling, administration, and any specialist equipment hire, and are non-refundable in the event of cancellation, postponement, or access issues, but may be carried forward if work is rescheduled due to weather or safety reasons.

10.Debt Collection

Retail (Domestic) Clients
Full payment is due immediately upon job completion and sign-off.
A reminder invoice will be issued if payment is 7 days overdue.
If payment remains outstanding after 30 days, the account may be passed to our appointed debt recovery agents or solicitors to commence recovery action, including proceedings through the Small Claims Court.
Commercial Clients
Payment terms are 30 days from invoice date or the client’s next agreed payment run, whichever is sooner.
A reminder invoice will be issued if payment is 7 days overdue.
If payment remains outstanding after 30 days overdue, the account may be passed to our appointed debt recovery agents or solicitors to commence recovery action.

11. Additional Information

Scheduled arrival times are approximate. Please allow for some flexibility to account for traffic, tipping, and other potential delays.
All our staff are uniformed, fully trained, licensed, insured, and have undergone formal appraisals.
Our part-time office team is available to address any questions or queries you may have.