Terms and Conditions of Service for

Gavin Tree Specialists Ltd

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 / accepts the following terms and conditions.) 

1)     ‘Notice of the Right to Cancel’ – the client has 14 days to cancel the contract (in writing) from acceptance date. If the Client decides to cancel after the 14 days then the following payment terms stated in clause 2 shall apply in relation to the original quotation accepted by the Client.

2)     Cancellation within 14 days of work commencing - 50% of full payment; cancellation within 7 days - 80% of full payment, cancellation within a 48 hour period – full payment required from Client.  Changes in dates will be accommodated where possible.  

3)     This quotation/estimate is valid for 30 days and takes into account any ‘value’, monetary or otherwise, the arisings may have unless stated otherwise.

4)     Changes to the works specified within the agreed Client quotation (in relation to reducing the amount of work to be undertaken) within a 48 hour period of work commencing shall result in the full payment being charged to the Client.  

5)     All 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.

6)     In the event of a variation to the quotation as a result of:

a.      Amendments to works required prior to arriving on site, or

b.     b. Changes in site / ground conditions since the original visit, or

c.      c.  Additional works requested / required whilst on site,

the quotation will be revised accordingly, either electronically in advance or in a hand written on the day of work, with agreed amendments signed by the contractor and the client.

7)     Stump-grinding will be to a depth of 150-300mm below the immediately adjacent ground level as agreed by the client within the original quotation 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.

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

9)     On completion of the works, an invoice will be raised and payment is required in full on completion of the quoted works or within a set time period as agreed by prior contract, following completion of the quoted works (unsatisfactory completed jobs MUST be immediately notified, in writing / by email, to the contractor or within a maximum period of 48 hours.)

10)   Following written/verbal instructions from the client, the contractor will check with the Local Planning Authority (LPA):

a.      Whether the tree(s) are the subject of a Tree Preservation Order

b.     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 / consultations  are required, i.e. Natural England / Environment Agency or Local Authority. NB Please note that if the contractor undertakes the necessary LPA or TPO applications that an appropriate administrative charge will be incurred which will be added to the original quotation. Similarly, a charge may be incurred for obtainment of a FC felling licence.

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 (please also see 7 above as this may also apply.)

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, chainsaw / wood chippings / twigs / leaves and needles etc. and the traversing of site personnel it will not be as it was prior to 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 / may be constrained by ecological and wildlife legislation including:

a.      Wildlife and Countryside Act 1981

b.     Countryside and Rights of Way Act 2000

c.      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.

Procedure for Dealing with Complaints

Gavin Tree Specialists Ltd

The Company prides itself in providing a high quality of service to our customers. If you are not 100 % happy with any aspect of our work then please make us aware of it so that we can try and put things right.

We ask that you make us aware of your concerns straight away but the complaint must be made within 48 hours of the alleged incident having taken place in order for it to be investigated appropriately.

Please direct any concerns or complaint to our Company Director Mr Gavin Rodenhurst.

You can raise your concerns via the following routes:

Telephone Gavin on 01743 367201/07972861345

Write to Mr Gavin Rodenhurst at 13 Mawley Close, Sutton Farm, Shrewsbury. SY26HT

Email gavinrodenhurst@yahoo.co.uk

When we receive your complaint we will telephone you straight away to acknowledge your concerns and follow this up in writing within the next 7 days.

We will then investigate your complaint and arrange to meet with you in order to discuss and try to resolve your complaint at mutually convenient time but within a maximum time of 7 days of sending you the acknowledgment letter.

After discussing your complaint, we will write confirming our final position on your complaint and explaining our reasoning.

At this stage, if you are still not satisfied, you should contact us again and we will arrange for someone unconnected with the matter to review the decision.

At any stage during the process we may involve either our Insurers or seek Legal advice or advice from a Professional Arboricutural body where we deem it necessary.

Using TrustMark ADR Service


By law we are required to inform you that TrustMark provides an alternative dispute resolution service that would be competent to deal with your dispute. 

We have chosen to participate in the TrustMark alternative dispute resolution service, and as such, should you wish to use this service, you must do so by sending an email to: Disputes@TrustMark.org.uk,  by telephoning: 0333 555 0334 or by writing to TrustMark at TrustMark House, 5 Prisma Park, Berrington Way, Basingstoke, Hants, RG24 8GT.



Signed: Gavin Rodenhurst

Company Director

Dated: 5th January 2017