An illustrative example of Portrait’s engagement terms for business rates work.
This is an example contract for illustrative purposes only. Actual terms may vary depending on the customer, property, service type and applicable circumstances.
The purpose of this Contract is to engage Portrait Group Limited to provide professional services to
the company for the business rates appeal and/or audit.
This No Win No Fee Contract is entered into between Portrait Group Limited and
the company.
Rating List means the non-domestic rating list applicable to the Property for the current rating cycle only,
being the 2026 Rating List from 1 April 2026 to 31 March 2029.
Published Valuation Record means the entry for the Property in the Valuation Office Agency rating list,
including, without limitation, the rateable value and effective date.
Savings means a reduction in the company’s business rates liability evidenced by a demand notice,
adjustment, credit and/or refund during the 2026 Rating List period only.
Direct Result means Savings that arise from Portrait Group Limited’s submissions, evidence,
representations and/or formal action as the company’s appointed agent. It excludes changes arising solely from general
revaluation or from changes not attributable to Portrait Group Limited.
Portrait Group Limited agrees to undertake the following services:
Portrait Group Limited agrees to handle the business rates appeal and/or audit on a No Win No Fee basis.
No Win No Fee means that Portrait Group Limited will not charge a success fee unless it is successful in
achieving Savings for the company.
If Portrait Group Limited successfully reduces the business rates liability or achieves any Savings for the company,
Portrait Group Limited will be entitled to receive a fee equal to 30% of the total Savings achieved.
The fee will be calculated based on the actual Savings realised by the company as a Direct Result of the business rates
appeal and/or audit process.
The fee will become due and payable within 14 days from the date the Savings are confirmed and received
by the company.
For Check, Challenge and Appeal matters, the 30% fee will only be applied from the date any backdated Savings are confirmed.
The 30% fee applies only to Savings evidenced under the 2026 Rating List for the period
1 April 2026 to 31 March 2029, to the extent those Savings arise from an alteration to the Published
Valuation Record secured through Portrait Group Limited’s work. This may include, for example, a reduction to the rateable
value and/or an amended effective date.
For reductions achieved through the addition of a relief or exemption, the 30% fee will only be applied for the tax years
within the 2026 Rating List period in which the relief or exemption remains active.
No fee is payable on reductions or changes arising solely from general revaluation or from changes not attributable to
Portrait Group Limited’s actions as the company’s appointed agent.
In recognition of the importance of maintaining positive cash flow, payment of the commission fees for achieved Savings
may be structured as follows:
This payment structure is intended to allow the company to realise the benefit of the Savings while maintaining a cash flow
positive position.
If a payment is not received within the agreed payment terms, a late payment fee of £15 will be applied.
In addition, a one-off charge equal to 1.5% of the overdue invoice amount will be applied as a fixed fee
for that invoice. These charges are intended to cover administrative costs incurred as a result of delayed payments.
If the company fails to pay three recurring monthly invoices, Portrait Group Limited reserves the right to withdraw the
monthly payment terms.
In such circumstances, the outstanding commission amount will be consolidated into a single invoice, which will become due
for payment in full within seven days in accordance with Portrait Group Limited’s standard payment terms.
Portrait Group Limited aims to support its clients and does not wish for accounts to escalate unnecessarily. Clients are
encouraged to contact Portrait Group Limited by phone or email as early as possible if they are experiencing payment
difficulties.
Monthly payment terms are available only where the company maintains an active account with a live agreement in place.
If the company’s agreement comes to an end for any reason, any outstanding commission fees relating to confirmed Savings
within the 2026 Rating List period will be consolidated into a single invoice.
This invoice will cover the remaining balance in full and will be payable within 14 days.
Where the company maintains an active account with a live agreement in place, all existing monthly instalments will continue
as scheduled without interruption.
The option to pay by monthly instalments is offered purely as a payment method. It does not extend the duration of the
company’s agreement with Portrait Group Limited and does not create any additional contractual commitment beyond the agreed
term.
Procedures introduced in England from April 2017 require the company to appoint Portrait Group Limited to act on its behalf
through the Valuation Office Agency’s online Government Gateway portal within 28 days.
Portrait Group Limited can guide the company through this process and provide support to minimise the impact of what could
otherwise be a time-consuming process.
The company agrees to provide Portrait Group Limited with the following information within
28 days from the date of signing this agreement:
If the company fails to provide the required information within the 28-day period, the company agrees to pay an
administration cost of £300 plus VAT to Portrait Group Limited for each applicable premises.
The company acknowledges that timely provision of the above information is essential for Portrait Group Limited to
effectively perform its services and seek to achieve a saving, reduction or benefit.
The company agrees to cooperate fully with Portrait Group Limited in relation to any reasonable requests for further
information or clarification required to facilitate Portrait Group Limited’s work.
In the event of non-compliance, Portrait Group Limited reserves the right to suspend its services until the required
information is provided and the administration cost is paid.
The company acknowledges that any delay in providing required information may result in delays to Portrait Group Limited’s
ability to submit evidence to the Valuation Office Agency and/or Local Authority and may affect the outcome of the business
rates reduction process.
The company acknowledges that Portrait Group Limited’s work may identify, develop or pursue Savings, reductions or other
benefits.
The company agrees not to circumvent Portrait Group Limited’s involvement in any correspondence or negotiations with the
Local Authority or Valuation Office Agency that relate to benefits identified, pursued or progressed through Portrait Group
Limited’s efforts.
If the company, the Local Authority and/or the Valuation Office Agency engage in direct communication regarding such
benefits, the company will remain liable for payment of Portrait Group Limited’s fees in accordance with this agreement,
provided that Savings are achieved as a Direct Result of Portrait Group Limited’s work.
Both parties agree to keep confidential all confidential information obtained during the course of this engagement.
Portrait Group Limited will take reasonable measures to protect the company’s confidential information in accordance with
Portrait Group Limited’s privacy statement.
Either party may terminate this Contract by providing written notice to the other party.
Upon termination, Portrait Group Limited will remain entitled to payment within 14 days for any actual
Savings realised by the company during the 2026 Rating List period only, where those Savings continue to be realised as a
Direct Result of the business rates appeal and/or audit process conducted by Portrait Group Limited for the company.
If the company cancels this Contract, an administration charge of £300 plus VAT will be applied.
In addition to the administration charge, the company agrees to pay any of the following costs incurred by Portrait Group
Limited, where applicable:
| Item | Charge |
|---|---|
| Site survey | £375 |
| Remote assistance survey | £95 |
| Reworking of existing floor plan | £95 |
| Submission of check case | £145 |
| Submission of challenge case | £145 |
| Government Gateway appointment, by phone or online | £50 |
Customers who do not attend or facilitate their appointment without giving at least
24 hours’ prior notice will be charged at the applicable rate, regardless of the cancellation policy.
If the company fails to maintain reasonable communication with Portrait Group Limited for a period of
28 days, and that lack of communication prevents Portrait Group Limited from effectively carrying out its
work, Portrait Group Limited reserves the right to invoke the cancellation clause.
Portrait Group Limited will issue a written notice to the company advising them of the 28-day period of non-communication
and requesting a response within 14 days.
If no response is received within the 14-day notice period, Portrait Group Limited may terminate the Contract.
In such circumstances, the company will be liable for:
This clause is intended to ensure that Portrait Group Limited can recover reasonable costs for time and resources allocated
to the project where communication from the company is not maintained.
If the company cancels the Contract and Portrait Group Limited has achieved any reductions, Savings or benefits within the
2026 Rating List period, the company agrees to compensate Portrait Group Limited for the full fee of
30% of the Savings achieved, in accordance with this Contract.
This also applies where any part of the work performed by Portrait Group Limited has been used to achieve such reductions,
Savings or benefits within the same period.
If, at any time before 31 March 2029, following termination or completion of this Contract, the company
identifies or secures further reductions, Savings or benefits resulting from work carried out by Portrait Group Limited,
the company agrees to notify Portrait Group Limited promptly and pay the agreed fee of
30% of the identified Savings.
This includes, but is not limited to:
The obligation to compensate Portrait Group Limited remains valid regardless of whether the company actively pursued or was
involved in securing such Savings during the 2026 Rating List period.
Portrait Group Limited will assume that Savings are sustained only for the period in which they are evidenced on the
company’s demand notices, adjustments, credits and/or refunds within the 2026 Rating List period, unless documentation is
provided by the company to prove that the Savings have not been realised or continued.
Portrait Group Limited may engage with the relevant Local Authority and/or the Valuation Office Agency on behalf of the
company.
This engagement may include, but is not limited to, written correspondence, email, telephone calls, applications,
submissions, checks, challenges, appeals or other communications for the purpose of securing a reduction, saving, relief,
discount or other benefit to which the company may be entitled during the 2026 Rating List period.
Portrait Group Limited will be entitled to payment in accordance with these Terms of Engagement, irrespective of any
subsequent communication between the Local Authority and/or the Valuation Office Agency and the company, provided that a
saving, reduction or benefit has been applied during the 2026 Rating List period and Portrait Group Limited’s relevant
communication or work can be evidenced.
This includes, but is not limited to, circumstances where:
This Contract will be governed by and construed in accordance with the laws of the United Kingdom.
Any disputes arising out of or in connection with this Contract will be subject to the exclusive jurisdiction of the courts
of the United Kingdom.
This Contract represents the entire agreement between the company and Portrait Group Limited.
It supersedes any prior discussions, representations or agreements, whether written or oral, relating to the subject matter
of this Contract.
By signing this Contract, the parties acknowledge and agree to the terms and conditions set out in this document.
At Portrait Group Limited, we are committed to maintaining high standards of professionalism, integrity and ethical conduct
in everything we do.
We believe our customers deserve a high standard of service, and we are committed to ensuring that our actions consistently
align with this principle.
We will use our expertise, industry knowledge and resources to identify and seek to secure the maximum possible Savings for
your business.
Throughout our engagement, we will make thorough and diligent efforts to deliver value.
We will communicate openly, clearly and honestly.
We will keep you informed at each appropriate stage of the process so that you understand our approach and the progress
being made on your behalf.
We take our responsibility to clients seriously.
Our team will carry out a comprehensive review of your business rates and related matters, using appropriate strategies and
best practices to seek the best possible outcome.
We are committed to ongoing learning and improvement so that we remain informed of relevant industry developments.
This helps us provide effective solutions and adapt our approach to meet the needs of our clients.
Client satisfaction is important to us.
We will act in your best interests and treat your business with care and diligence.
We aim to act as a trusted partner, working to achieve your goals and deliver meaningful results.
We are driven by a genuine commitment to helping businesses improve financial efficiency and secure appropriate business
rates Savings where available.
