Your chosen scope
Choose scan and full business rates report, Check submission, Challenge submission, or any combination, separately for each property. A scan is optional. Where selected, the scan includes the full report, all our evidence, the savings it uncovers and any concern that an increase might result. Only your selected services are commissioned and charged.
Scan and report pricing
The scan and report price is calculated separately for each property using the agreed floor area. Where VOA floor area is unavailable, the entered area is confirmed at booking. Any revised scope or price requires agreement before work starts.
| Floor area of each property | Scan and full report |
|---|---|
| Up to 100 m² | £595 plus VAT |
| Over 100 to 250 m² | £795 plus VAT |
| Over 250 to 500 m² | £1,095 plus VAT |
| Over 500 to 1,000 m² | £1,495 plus VAT |
| Over 1,000 to 2,500 m² | £1,995 plus VAT |
| Over 2,500 to 5,000 m² | £2,995 plus VAT |
| Over 5,000 to 10,000 m² | £4,250 plus VAT |
| Over 10,000 m² | By agreed quote, from £5,500 plus VAT |
Optional submissions
| Service, per property and case | Fixed fee |
|---|---|
| Check submission | £145 plus VAT |
| Challenge submission | £1,195 plus VAT |
| Both submissions | £1,340 plus VAT |
Challenge submission includes all VOA correspondence, management and negotiation until settlement, which can take up to 12 months. No commission is ever due on savings achieved, only the fixed fee.
Independent fee calculation
The No Reduction No Fee commission bands apply only to No Reduction No Fee work. They do not apply to, reduce or form part of the calculation of any Paid Services fee. Paid Services charges are calculated separately from the agreed floor area and the selected fixed-fee services, with no commission on savings.
Only the selected fixed fees for each property are added to calculate the total. Floor area determines the scan and report price only; it does not affect the fixed Check or Challenge fees. If a scan is selected for a property above 10,000 m², an agreed quote is required before signing for that scan.
Delivery and invoices
Each invoice begins as a draft. It is activated and emailed only when its work is delivered: the scan and report on delivery of the full report, Check on submission, and Challenge on submission. No invoice is activated or emailed at booking or signature. Invoicing on Challenge submission does not end the correspondence, management and negotiation included until settlement.
Adding services later
Check, Challenge or both may be added later. Each addition has one separate agreement covering exactly that addition. It does not purchase another scan or report. Selecting both submissions does not bring forward either invoice.
Other work
Tribunal appeals and other work require a separately agreed scope and fee. Additional work using the hourly schedule requires prior agreement. Time is charged in 30-minute units.
| Role | Hourly rate |
|---|---|
| Project Coordinator | £48 plus VAT |
| Appeals | £68 plus VAT |
| Scheme Analyst | £48 plus VAT |
| Administrative | £38 plus VAT |
| Data Input | £38 plus VAT |
| Property Surveyor | £85 plus VAT |
Scope and precedence
The specific services and prices in this engagement define the work commissioned under the attached Standard Heads of Terms. Their general description of consultancy services does not commission any additional case work.
Renewal
Continuity and renewal. Business rates work frequently spans rating list cycles, and continuity of representation protects appeal rights, evidence and deadlines across the transition. This agreement will therefore renew automatically for the next rating list cycle on the same terms, at the fee rate applicable to the Client's portfolio at renewal. Portrait Group will write to the Client at least 30 days before the start of the next rating list cycle with a renewal notice listing the properties covered and the applicable rate. No signature is required to renew. The Client may decline renewal at any time before the renewal date, without charge or penalty, using the one-click option in the renewal notice or by contacting Portrait Group; the agreement then ends at the end of the current cycle, with fees for work already delivered remaining payable in accordance with these terms.
Renewal does not by itself commission another survey or case stage. Further fixed-fee work requires an agreed instruction.
Cancellation and starting work
The complete cancellation notice is retained below. Your instruction records your separate choice about starting work during the cancellation period.
You are instructed to commence work before the 14-day cancellation period expires. We acknowledge the right to cancel this contract is lost if the contract has been fully performed.
Alternatively: Work is not instructed to commence within the 14-day cancellation period.
Retained Standard Heads of Terms
Standard Heads of Terms
Portrait Group Limited 16 November 2024
Standard Heads of Terms The purpose of these Heads of Terms is to engage Portrait Group Limited ("Portrait Group") to provide professional consultancy services to the Client ("Client") in relation to providing business rates consultancy and administrative services.
Scope of Services Portrait Group Limited agrees to undertake the following services: • Conduct a thorough review and analysis of the business rates assessment and related documents for the Client. • Prepare and submit necessary appeals or applications to relevant authorities concerning business rates matters. • Represent the Client in any negotiations or discussions with relevant authorities related to the business rates audit. • Provide guidance and advice throughout the process.
Fee Structure Portrait Group Limited will provide its services on a professional consultancy basis. Fees for the services will be charged in accordance with the letter of engagement provided to the Client and associated schedule of charges agreed upon in advance with the Client. The consultancy fees shall be invoiced either: • On a fixed-fee basis, as agreed per project phase or deliverable; or • On an hourly/daily rate, subject to prior written agreement. All invoices are due for payment within fourteen (14) days of the invoice date unless otherwise stated. Portrait Group Limited may offer structured payment terms on a monthly basis to support client cash flow. Any such arrangement will be subject to agreement in writing and will be reviewed in the event of non-payment.
Late Payments If a payment is not received within the agreed terms, a late payment fee of £15 will be added to the outstanding balance. This fee is intended to cover administrative costs incurred due to delayed payments.
Portrait Group Limited (Reg. No: 14831711) is a company registered in England and Wales with its registered office at International House, 6 South Molton St, London, W1K 5QF.
Authorisation to Act As of April 2017, new procedures in England require formal appointment via the Valuation Office Agency’s Government Gateway portal. The Client agrees to complete this process within 28 days. Portrait Group will provide guidance and assistance to support this requirement.
Obligation to Provide Necessary Information The Client agrees to provide the following within twenty-eight (28) days of signing their letter of engagement. • Appointment of Portrait Group Limited as authorised agent via the Government Gateway. • Business rates bills for all applicable premises. • Lease and floor plans (or cooperation to obtain such documentation). • Financial accounts and revenue data (for premises rated on turnover). Failure to provide the above within the specified period will result in an administration cost of £200 + VAT per premises.
Suspension and Consequences of Non-Compliance Should the Client fail to provide the necessary information or cooperate as required, Portrait Group reserves the right to: • Suspend services until compliance is achieved; • Charge the applicable administration fee; • Be compensated for the consultancy work undertaken to date. The Client also agrees not to bypass or exclude Portrait Group from relevant discussions with authorities relating to the scope of work commissioned.
Confidentiality Both parties agree to maintain the confidentiality of any sensitive or proprietary information exchanged during the course of the engagement. Portrait Group will act in accordance with its privacy policy.
Termination Either party may terminate this agreement with written notice. Upon termination, the Client shall be liable to pay for all consultancy services delivered up to the date of termination.
Portrait Group Limited (Reg. No: 14831711) is a company registered in England and Wales with its registered office at International House, 6 South Molton St, London, W1K 5QF.
Governing Law and Jurisdiction This agreement shall be governed by and construed in accordance with the laws of the United Kingdom. Any disputes will fall under the exclusive jurisdiction of UK courts.
Entire Agreement This document constitutes the entire agreement between the Client and Portrait Group Limited. It supersedes all prior communications, whether written or oral, relating to the scope of services. Portrait Group Limited may engage directly with the Local Authority or Valuation Office Agency to carry out work necessary to fulfil the agreement.
Ethical Statement At Portrait Group, we maintain the highest standards of integrity, transparency, and professionalism. We commit to: • Delivering value through expert consultancy. • Clear and honest communication. • Diligent review and advice. • Continuous learning to benefit our clients. • Acting always with your best interests at heart.
Our Commitment to You: 1. Maximising Value and Savings: We will leverage our expertise, industry knowledge, and resources to identify and secure the maximum possible savings for your business. Throughout our engagement, we will leave no stone unturned in our pursuit of delivering value. 2. Transparent Communication: We pledge to communicate with you openly, clearly, and honestly. We will keep you informed at every stage of the process, ensuring that you fully understand our approach and the progress we are making on your behalf. 3. Thorough and Diligent Effort: We take our responsibility to you seriously. Our team will dedicate itself to conducting a comprehensive review of your business rates and related matters, using best practices and innovative strategies to achieve the best outcomes. 4. Continuous Improvement: We are committed to ongoing learning and improvement, ensuring that we remain at the forefront of industry developments. This dedication allows us to provide you with the most effective solutions and adapt our approach to meet your evolving needs. 5. Customer-Centric Approach: Your satisfaction is our priority. We will always act in your best interests, treating your business with the same care and diligence as we would our own.
Portrait Group Limited (Reg. No: 14831711) is a company registered in England and Wales with its registered office at International House, 6 South Molton St, London, W1K 5QF.
Retained cancellation notice
Cancellation Notice
You have the right to cancel this contract without giving any reason.
The cancellation period will expire after 14 days from the day our terms of business are agreed with you.
To exercise your right to cancel, you must inform us at our address, details of which are in the letter of engagement, of your decision to cancel this contract by a clear statement (e.g. a letter sent by post or an email). You may use the attached model cancellation form, or your own wording, if you prefer.
To meet the cancellation deadline, it is sufficient for you to send your communication concerning your exercise of the right to cancel before the cancellation period has expired.
Confirming commencement of work If you wish us to commence work within the 14 day cancellation period, you must confirm this to us. You may do so by signing, dating and returning the letter of engagement (attached) to us. If you confirm your instructions, but do not wish us to commence work on your matter within this period, we will not do so until the cancellation period expires.
Effects of cancellation
(i) Where we have completed all the work you have asked us to do for you before expiry of the 14 day period
If, following your confirmation, we complete all of the work scoped for in this letter, before the 14 day period expires, you will not benefit from a right to cancel the contract and will be liable for all the costs we have properly incurred on your behalf, as provided for in the estimate above.
(ii) Where we have done some work for you
If, following your confirmation, we complete part of the work scoped for in this letter, and then you choose to cancel the contract before the 14 day period expires, you will be liable to pay to us our reasonable costs. These will be the costs for the actual work done up to the time you communicate to us your cancellation of this contract, calculated as a proportion of the total fees estimate.
(iii) Where we have not done any work for you
If you cancel this contract within the 14 day period and we have not carried out any work for you, we will reimburse to you in full any payment received from you on account of costs, without undue delay, and not later than 14 days after the day on which we are informed about your decision to cancel.
We will make any reimbursement due using the same means of payment as you used for payment to us, unless we expressly agree otherwise. You will not incur any fees as a result of the reimbursement.
Portrait Group Limited (Reg. No: 14831711) is a company registered in England and Wales with its registered office at International House, 6 South Molton St, London, W1K 5QF.
Cancellation Form
Cancellation of contract
To the client:
If you wish to cancel your contract with Portrait Group Limited within the 14 day period, please notify your point of contact handling your matter, by email or letter, at the address shown on the letter accompanying this form. Below is some suggested wording.
To Portrait Group Limited: I / We hereby give notice that I / we cancel the contract to provide business rates services as set out in the letter of engagement dated [ ].
Name of client(s):
Address of client(s):
Signed:
Date:
Portrait Group Limited (Reg. No: 14831711) is a company registered in England and Wales with its registered office at International House, 6 South Molton St, London, W1K 5QF.