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Terms and Conditions

Site Visits

  • Pond Form Ltd recommend for all projects, a site visit takes place and offer the initial visit at no charge to the customer. Additional site visits may be charged for.

  • During the site visit, Pond Form Ltd will discuss requirements, survey the area, take full measurements and pictures (if felt relevant) and check access requirements for vehicles/machinery/deliveries etc.

  • The information obtained at the initial site visit will be used to produce the estimate and will provide Pond Form Ltd with advance notice of any hazards or difficulties which may have to be factored in.



  • Estimates and any costings provided by Pond Form Ltd are only valid for a maximum of 14 days (from the date of the estimate).

  • After 14 days, estimates and any costings provided by Pond Form Ltd are subject to price increases in line with inflation and supplier costs.

  • Pond Form Ltd are not liable for supplier increases.

  • Pond Form Ltd reserve the right to decline providing estimates and costings if deemed relevant.


Deposits and Payments

  • A non-refundable deposit will be required to confirm all bookings. Dates will be agreed and confirmed once the deposit is received by Pond Form Ltd.

  • Details of all deposits are included in the estimate.

  • Receipt of a deposit is the customer’s acceptance of Pond Form Ltd’s full terms and conditions; acts as the customer’s agreement to instruct Pond Form Ltd to undertake the works as agreed; and is the customer’s agreement to the payment scheduled stipulated within the estimate.

  • For projects longer than one week (5 days), interim payments will be required. This will be advised to the customer within the estimate. Settlement of interim invoices must be made by the due date stated on the invoice to avoid late payment fees and/or project delays.

  • The final balance will be invoiced to the customer by Pond Form Ltd with immediate settlement due upon completion of works. The final balance may include extra charges e.g., for materials/labour purchased in addition to those in the estimate. This will be discussed with the customer to gain their acceptance. Settlement of invoices must be made by the due date stated on the invoice to avoid late payment fees and/or project delays.

  • Pond Form Ltd will provide receipts for all payments received.

  • Pond Form Ltd are unable to provide any payments by instalments.

  • Settlement of all invoices must be made by the due date stated on the invoice to avoid late payment fees and/or project delays.


Pond Form Ltd Account details

Account #: 83366502

Sort Code: 20-11-43


Quantities and Estimated Costs

  • Quantities and estimated costs are based on the description of work to be carried out following the initial site visit.

  • Additional work and materials may be necessary during the project should the customer’s requirements change or issues arise which were not foreseeable by Pond Form Ltd.  Please be aware, this will incur additional costs to those estimated.

  • Pond Form Ltd will inform the customer throughout the project if it becomes apparent there will be additional charges and will seek approval from the customer in the first instance.


Selection of Materials and Plants

  • Pond Form Ltd will not be held responsible if there is an occasion where a customer is not happy with the aesthetics/species of materials/plants selected by Pond Form Ltd on the customer’s behalf.

  • Pond Form Ltd do not offer refunds on materials or plants that have failed under the customer’s care i.e. after the completion date.


Electrical Works and Power Source

  • If a power source is required to run a pond pump or fountain etc, it is the customer’s responsibility to ensure a fully working and compliable power supply is available to the teams at the commencement of works. If a suitable power supply is not available, full tests cannot be carried out but will still be charged for.

  • Pond Form Ltd’s engineers and labourers are not qualified electricians and therefore cannot install a power source.

  • If a new power source or any electrical work is required, Pond Form Ltd can arrange for a fully quailed electrician at an additional charge.


Quality Control and Completion

  • Pond Form Ltd are not responsible for failure of materials or plants that have not been suitably, correctly or effectively maintained once installed by its engineers.

  • Once a project has been fully completed and prior to leaving site, Pond Form Ltd will hand over the completion of the project to the customer.  It is essential that the customer is present on the final day to ensure a full and thorough hand over can take place.  At this point, Pond Form Ltd are also handing over full responsibility of care to the customer. Mis-use or neglect may result in any warranty being void and chargeable fees for repairs etc will be applicable.

  • Should an issue with materials or plants installed by Pond Form Ltd arise after 6 months of the completion date, Pond Form Ltd will not be liable for repair/replacement costs.

  • Within 6 months of the completion date, in the unlikely event of any issues arising relating to the quality of materials or plants Pond Form Ltd have provided, it must be identified to Pond Form Ltd in writing immediately. Photographs will be requested to enable Pond Form Ltd to assess, identify and resolve any issues as Pond Form Ltd feels appropriate. Costs for repair/replacement will be discussed and agreed, if relevant.

  • Should the customer request the reuse/reinstallation of any existing materials on site (e.g. plants, paving, stone, pumps and pipework, lights etc) within a project, Pond Form Ltd will not be held responsible should they fail when reused/reinstalled. Although great care will be taken with all materials, Pond Form Ltd has no prior knowledge of their sustainability and therefore no guarantee can be provided by Pond Form Ltd that these items will survive their reuse/reinstallation. Costs may therefore be incurred should additional materials/plants be required under these circumstances.

  • External pipework for ponds and water features will be hidden to the best of Pond Form Ltd’s ability, taking into consideration the location and what the environment allows.

  • Internal pipework and pumps can be visible in water – pumps should not be covered as this will cause damage and issues to the filtration systems.


Third-Party Involvement

  • Additional services may be provided by third party contractors e.g., waste removal hire/delivery/collection; installation of electrical works.

  • Third-party services will be booked and arranged by Pond Form Ltd on all occasions.

  • Third-party services will be advised to the customer, along with estimated costs. Should these costs be increased at any time by the third-party supplier, these increases will be passed on to the customer and charged for by Pond Form Ltd.

  • Pond Form Ltd do not accept responsibility for any third-party’s failure to meet requirements.


Photos and Video Footage

  • Pond Form Ltd may take photos and/or video footage prior, during and upon completion. These may be used on social media sites and/or Pond Form Ltd’s website.

  • Pond Form Ltd hold the permission rights of these files and agreement to this by the customer will be assumed unless Pond Form Ltd hear otherwise in writing from the customer before completion of works. The customer’s identity and property address will not be identified when posting.


Data Protection

  • Upon agreeing to the works carried out and payment of the deposit, the customer agrees to Pond Form Ltd holding their information on databases and accounting services.

  • Pond Form Ltd will not pass on the customer details to a third party, except to fulfil service obligations – for instance, by passing the address details to a delivery courier/supplier.

  • Pond Form Ltd will securely remove customer details from records at any time upon receipt of the customer’s written instruction to do so and will retain only the information required by HMRC and accountants.

© 2023 Pond Form Ltd. All rights reserved.

Pond Form Ltd (also known as PF Ltd) reserve the right to amend all terms and conditions, giving customers reasonable notice and by displaying the changes on our website when appropriate.

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