​Last updated: 11 August 2026
 
 

These Terms and Conditions apply to all quotations, orders, services, repairs, maintenance, inspections, diagnostics, parts supply and other work undertaken by Ponder Plant Services Limited ("PPS", "we", "us" or "our") for any customer ("the Customer", "you" or "your").

By accepting a quotation, placing an order, instructing PPS to commence work, or otherwise engaging PPS to provide Services, the Customer confirms that they have read, understood and agreed to these Terms and Conditions.

 

1. Definitions

For the purposes of these Terms:

"Services" means any inspection, diagnosis, repair, servicing, maintenance, installation, engineering, breakdown assistance, testing or other work undertaken by PPS.

"Parts" means any replacement, repair or consumable parts, components, fluids, lubricants, filters, materials or other goods supplied or fitted by PPS.

"Quotation" means a written estimate or quotation issued by PPS for specified Services and/or Parts.

"Site" means the location at which PPS is instructed to carry out the Services.

"Plant" or "Equipment" means any machinery, vehicle, heavy plant, attachment, component or other equipment presented to PPS for inspection, repair, servicing or maintenance.

 

2. Quotations

2.1 PPS will provide quotations on an individual job-by-job basis where sufficient information is available to determine the anticipated scope and cost of the work.

2.2 Quotations will normally identify the anticipated labour, Parts, materials and other known costs associated with the work.

2.3 Unless expressly stated otherwise, all quotations are exclusive of VAT. VAT will be charged at the prevailing rate applicable at the time of invoicing.

2.4 Quotations are based upon the information available to PPS at the time the quotation is prepared and upon the condition of the Plant being as described or reasonably anticipated.

2.5 Unless otherwise stated, quotations are valid for 30 days from the date of issue.

2.6 A quotation is not a guarantee that additional defects or necessary work will not be discovered once inspection, dismantling or diagnosis has commenced.

2.7 Where additional work, Parts or costs become necessary which were not reasonably identifiable when the quotation was prepared, PPS will, where reasonably practicable, notify the Customer and seek approval before undertaking significant additional work.

2.8 Where immediate work is reasonably necessary to prevent further damage, protect personnel or make Plant safe, PPS reserves the right to undertake such work where authorised by the Customer or where expressly agreed as part of the instruction.

 

3. Acceptance of Quotations and Instructions to Proceed

3.1 A quotation may be accepted in writing, by email, purchase order, electronic confirmation or by any other form of confirmation accepted by PPS.

3.2 Acceptance of a quotation constitutes acceptance of these Terms and Conditions.

3.3 Once a quotation has been accepted, PPS may schedule and commence the Services.

3.4 Where the Customer instructs PPS to commence work without requiring a formal quotation, the work will be undertaken on PPS's prevailing labour rates, Parts/material costs, travel charges and other applicable charges.

3.5 A purchase order or other Customer documentation shall not override these Terms unless PPS has expressly agreed to the relevant amendment in writing.

 

4. Labour and Hourly Rates

4.1 PPS may charge labour on an hourly, daily, fixed-price or quoted-job basis depending on the nature of the work.

4.2 The applicable labour rate will be stated on the quotation where appropriate.

4.3 Unless expressly included within a fixed-price quotation, labour time may include reasonable time spent on:

• Diagnosis and fault finding;

• Inspection and testing;

• Dismantling and reassembly;

• Repair and servicing;

• Installation and removal of Parts;

• Setting, calibration and testing;

• Completion of service documentation;

• Reasonable preparation and clean-up associated with the work.

4.4 Where work is carried out outside PPS's normal working hours, additional rates may apply where agreed or stated in the quotation.

 

5. Diagnostics and Investigation

5.1 Diagnostic work may be charged separately from subsequent repair work.

5.2 A diagnostic inspection or investigation does not guarantee that the cause of a fault will be identified where the fault is intermittent, concealed or dependent upon operating conditions.

5.3 PPS will not be responsible for faults or defects which cannot reasonably be identified during the diagnostic process.

5.4 Where further dismantling, testing or investigation is required, PPS may provide a revised quotation or seek authorisation to continue on a time-and-materials basis.

 

6. Parts and Materials

6.1 Parts and materials will normally be supplied on the basis stated in the quotation.

6.2 PPS may use genuine manufacturer parts, OEM parts, aftermarket parts or suitable equivalent parts, depending upon availability, suitability and the Customer's requirements.

6.3 Where the Customer specifically requires manufacturer-branded or particular Parts, this must be stated before the quotation is accepted.

6.4 Parts may be subject to the manufacturer's or supplier's warranty conditions.

6.5 PPS is not responsible for delays caused by manufacturers, suppliers, couriers or other third parties.

6.6 Unless otherwise agreed, Parts ordered specifically for a Customer or for a particular machine may not be returnable.

6.7 PPS may require payment or a deposit for Parts before ordering them, particularly where Parts are expensive, specialist, bespoke or non-returnable.

 

7. Deposits and Advance Payments

7.1 PPS reserves the right to request a deposit or advance payment before commencing work.

7.2 Deposits may be required where:

• Significant Parts or materials must be purchased;

• The work involves specialist or non-returnable Parts;

• The Customer has no established credit account with PPS;

• The job is of significant value;

• The work is being carried out for a new Customer; or

• PPS reasonably considers an advance payment appropriate.

7.3 Unless otherwise agreed, deposits will be deducted from the final invoice.

7.4 Deposits are not automatically refundable where PPS has already incurred costs or ordered Parts specifically for the Customer.

 

8. Travel, Mileage and Call-Out Charges

8.1 Travel, mileage, call-out and associated costs may be charged where Services are provided away from PPS's premises.

8.2 Applicable travel or call-out charges will be stated in the quotation where known.

8.3 Where emergency or breakdown assistance is requested, travel and call-out charges may apply in addition to labour and Parts.

8.4 Where a Site visit is unsuccessful due to circumstances outside PPS's control, including lack of access, unsafe conditions, incorrect information or Plant not being available, PPS reserves the right to charge applicable travel, attendance and waiting time.

 

9. Site Conditions and Customer Responsibilities

9.1 The Customer is responsible for providing PPS with safe and reasonable access to the Site and Plant.

9.2 The Customer must provide accurate information regarding:

• The Plant and its condition;

• Known faults;

• Previous repairs or modifications;

• Hazardous materials;

• Site restrictions;

• Access requirements; and

• Any known health and safety risks.

9.3 The Customer must ensure that the Site is reasonably suitable and safe for PPS personnel to carry out the Services.

9.4 PPS may refuse or suspend work where, in its reasonable opinion, the Site or Plant presents an unacceptable health and safety risk.

9.5 Additional costs resulting from unsuitable Site conditions, restricted access, excessive contamination, unexpected dismantling difficulties or other conditions which could not reasonably have been anticipated may be chargeable.

9.6 The Customer remains responsible for the safe operation and use of the Plant following completion of the Services unless PPS has expressly accepted responsibility for such operation.

 

10. Isolation and Making Plant Safe

10.1 The Customer must ensure that Plant is made available in a safe condition and, where appropriate, isolated from relevant energy sources before PPS personnel commence work.

10.2 Where PPS is responsible for isolation, PPS will take reasonable steps to isolate the Plant in accordance with the nature of the work.

10.3 PPS will not be responsible for hazards arising from undisclosed stored energy, hazardous substances, modifications or defects which could not reasonably have been identified.

10.4 PPS may stop work immediately where it considers that continuing would create an unacceptable risk to personnel, the Plant or third parties.

 

11. Waste, Disposal and Environmental Charges

11.1 Waste materials generated during the Services may include used oils, filters, hydraulic components, contaminated materials, packaging, worn Parts and other waste.

11.2 Where disposal is required, PPS may charge the Customer for reasonable disposal, recycling, handling and environmental costs.

11.3 Disposal charges may be included within the quotation or charged separately where the quantity or nature of waste cannot reasonably be determined beforehand.

11.4 PPS will dispose of controlled or hazardous waste through appropriate channels where required.

11.5 Unless otherwise agreed, removed Parts may be disposed of by PPS following completion of the work. Customers wishing to retain removed Parts must notify PPS before disposal.

 

12. Additional Work and Variations

12.1 PPS will endeavour to notify the Customer where additional work becomes necessary.

12.2 Additional work may arise from hidden defects, deterioration, seized or damaged components, previous incorrect repairs, modifications, corrosion, contamination or other circumstances not reasonably identifiable before work commenced.

12.3 Additional work will normally require Customer approval before being undertaken.

12.4 Approval may be provided by email, telephone, text message, purchase order or other reasonable means.

12.5 Where the Customer instructs PPS to continue, the additional work will be charged in accordance with the agreed rates or quotation.

 

13. Completion of Work

13.1 PPS will carry out Services with reasonable skill and care.

13.2 Upon completion, the Plant may be tested where reasonably practicable and safe to do so.

13.3 Testing does not constitute a guarantee that the Plant is free from all faults or defects.

13.4 PPS will not be responsible for unrelated faults which become apparent after the Services have been completed.

13.5 Where PPS identifies a safety-critical defect which makes the Plant unsafe to operate, PPS may advise the Customer that the Plant should not be used until the defect has been rectified.

 

14. Warranty

14.1 PPS warrants that Services will be carried out with reasonable skill and care.

14.2 Where a specific workmanship warranty is offered, the duration and scope will be stated on the quotation or invoice.

14.3 Replacement Parts may carry the manufacturer's or supplier's warranty. Where applicable, PPS will assist the Customer with a warranty claim.

14.4 A warranty does not cover defects or failures caused by:

• Normal wear and tear;

• Misuse or incorrect operation;

• Continued use after a fault has become apparent;

• Accidental damage;

• Failure to maintain the Plant;

• Contamination;

• Modifications;

• Subsequent repairs by another party;

• Parts supplied by the Customer; or

• Conditions unrelated to the original repair.

14.5 Warranty work does not extend to unrelated faults or subsequent failures.

14.6 Where a warranty claim is made, PPS may require the Plant to be made available for inspection before accepting liability.

 

15. Customer-Supplied Parts

15.1 PPS may, at its discretion, fit Parts supplied by the Customer.

15.2 PPS does not warrant the quality, suitability, compatibility or reliability of Customer-supplied Parts.

15.3 PPS will not be responsible for failures arising from defective, incorrect or unsuitable Customer-supplied Parts.

15.4 Labour and associated costs arising from the removal, replacement or failure of Customer-supplied Parts remain chargeable.

 

16. Payment Terms

16.1 Unless otherwise agreed in writing, PPS's standard payment terms are 30 days from the date of invoice.

16.2 PPS may agree alternative payment terms for individual Customers or projects.

16.3 Invoices must be paid in full by the due date without deduction, withholding, set-off or counterclaim unless expressly agreed in writing by PPS or required by law.

16.4 PPS may require payment on completion, payment in advance or a deposit where appropriate.

16.5 PPS reserves the right to suspend further Services where an account is overdue.

16.6 Where the Customer has an overdue account, PPS may require all future work to be paid for in advance until the account has been brought up to date.

 

17. Late Payment

17.1 PPS reserves all statutory rights relating to late payment of commercial debts.

17.2 Where applicable, PPS may charge statutory interest and compensation for recovery costs in accordance with applicable legislation.

17.3 For qualifying business-to-business debts, statutory interest is currently calculated at 8% above the Bank of England base rate, subject to the applicable legislation. (GOV.UK)

17.4 PPS may also recover reasonable additional costs incurred in recovering overdue sums where permitted by law.

 

18. Credit Accounts

18.1 Credit facilities are subject to PPS approval.

18.2 PPS may carry out reasonable credit checks before granting credit terms.

18.3 PPS may withdraw or amend credit terms at any time where it reasonably considers this necessary.

18.4 Customers without an approved credit account may be required to pay deposits, advance payments or invoices immediately on completion.

 

19. VAT

19.1 Unless expressly stated otherwise, all prices and quotations issued by PPS are exclusive of VAT.

19.2 VAT will be charged at the applicable rate in force at the time the supply is made.

19.3 Any VAT shown on a quotation is based on the VAT treatment reasonably applicable when the quotation is issued and may be amended where required by law.

 

20. Insurance

20.1 PPS will maintain appropriate business insurance for the Services it undertakes, subject to the terms, conditions, exclusions and limits of its insurance policies.

20.2 PPS will not accept liability beyond the extent permitted by law or beyond the limits and scope of its contractual and legal responsibilities.

20.3 The Customer remains responsible for maintaining appropriate insurance for its Plant, premises, employees, operations and business activities.

20.4 Nothing in these Terms excludes or limits liability where such exclusion or limitation would be unlawful.

 

21. Liability

21.1 PPS will exercise reasonable skill and care in providing the Services.

21.2 PPS will not be liable for indirect or consequential loss, loss of profit, loss of production, loss of business, loss of contracts, loss of revenue or other economic loss, except where such liability cannot lawfully be excluded.

21.3 PPS's liability shall not be limited or excluded for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, or any other liability which cannot legally be excluded or limited.

21.4 Nothing in these Terms affects any rights or remedies that cannot legally be excluded.

 

22. Plant, Equipment and Customer Property

22.1 The Customer remains responsible for its Plant and property unless PPS has expressly accepted responsibility for custody.

22.2 PPS will take reasonable care of Plant while it is under PPS's control.

22.3 PPS is not responsible for pre-existing damage, deterioration, defects or failures unrelated to the Services.

22.4 PPS may require photographs or records of Plant condition before commencing work where appropriate.

 

23. Parts and Title

23.1 Where Parts remain unpaid, PPS retains title to those Parts to the extent permitted by law until payment has been received in full.

23.2 Risk in Parts incorporated into Plant will pass in accordance with applicable law and the circumstances of the work.

 

24. Cancellation and Aborted Visits

24.1 The Customer should provide as much notice as reasonably possible when cancelling or postponing scheduled work.

24.2 PPS reserves the right to charge reasonable costs incurred as a result of cancellation or postponement, including ordered Parts, travel, accommodation, subcontractor costs and lost booked time where appropriate.

24.3 Where PPS has attended a Site and cannot commence or complete the work due to circumstances outside its control, applicable attendance, travel, waiting and other reasonable costs may be charged.

 

25. Delays

25.1 PPS will make reasonable efforts to meet agreed dates and times.

25.2 Timescales are estimates unless expressly agreed in writing as fixed deadlines.

25.3 PPS will not be responsible for delays caused by circumstances outside its reasonable control, including Parts shortages, supplier delays, transport disruption, severe weather, site restrictions, industrial action, equipment failure or unforeseen defects.

 

26. Health and Safety

26.1 PPS will undertake its Services in accordance with applicable health and safety requirements relevant to the work being performed.

26.2 The Customer must provide PPS with information regarding known Site hazards and relevant health and safety requirements.

26.3 Where applicable, the Services may relate to machinery subject to requirements under legislation including PUWER and, where relevant, LOLER. PUWER requires work equipment to be maintained in an efficient state, efficient working order and good repair, while LOLER contains additional requirements for applicable lifting equipment. (HSE)

26.4 PPS is not responsible for ensuring that the Customer's Plant, workplace or operations comply generally with all applicable legislation unless such compliance work has specifically been agreed as part of the Services.

 

27. Confidentiality

27.1 Each party shall keep confidential any commercially sensitive information received from the other party in connection with the Services.

27.2 This obligation does not apply where disclosure is required by law or to professional advisers, insurers or other persons reasonably required for the performance of the Services.

 

28. Subcontractors

28.1 PPS may use suitably qualified subcontractors or specialist service providers where reasonably required to complete the Services.

28.2 PPS remains responsible for the Services it has agreed to provide, subject to these Terms and any applicable limitations of liability.

 

29. Complaints and Disputes

29.1 The Customer should raise any concerns regarding the Services with PPS as soon as reasonably practicable.

29.2 PPS will make reasonable efforts to investigate and resolve genuine complaints.

29.3 The Customer must provide reasonable access to the Plant where inspection is necessary to investigate a complaint or warranty claim.

29.4 Nothing in this section prevents either party from exercising any legal rights available to it.

 

30. Right to Suspend or Refuse Work

PPS reserves the right to suspend or refuse Services where:

• The Site is considered unsafe;

• The Plant presents an unacceptable risk;

• The Customer fails to provide required access or information;

• Required Parts are unavailable;

• Payment is overdue;

• The Customer materially breaches these Terms; or

• Continuing the work would place PPS or its personnel in breach of applicable law or safety requirements.

 

31. General

31.1 These Terms, together with the applicable quotation and any written agreement between PPS and the Customer, constitute the agreement for the Services.

31.2 If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue to apply.

31.3 No variation to these Terms shall be binding unless agreed by PPS in writing.

31.4 Failure by PPS to enforce any provision of these Terms shall not constitute a waiver of that provision.

 

32. Governing Law

These Terms and any contract between PPS and the Customer shall be governed by the laws of England and Wales.

The courts of England and Wales shall have jurisdiction in relation to any dispute arising from or connected with the Services, subject to any mandatory legal rights applicable to either party.

 

33. Contact Details

Ponder Plant Services Limited
Company Registration No: 17320541
Registered Office: Chudleigh House, Gallants Lane, East Harling, Norfolk, NR16 2NQ
Email: enquiries@ponderplantservices.co.uk
Telephone: 07766 315806
Website: www.ponderplantservices.co.uk

 

Acceptance of Terms

Acceptance of a PPS quotation, purchase order, written instruction to proceed, or commencement of work constitutes acceptance of these Terms and Conditions.

The Customer is responsible for ensuring that the person accepting the quotation or instructing PPS to commence work has authority to bind the Customer to the agreement.

Ponder Plant Services Limited reserves the right to amend these Terms and Conditions from time to time. The version applicable to a particular contract will be the version in force at the date the quotation or instruction is accepted, unless otherwise agreed in writing.

 

 

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