Terms & Conditions of Business

Terms & Conditions of Business

These terms and conditions come into effect on 1st January 2014: They apply to all work carried out after this date.

Our Commitment to You

We aim to provide you with a first class service.

We aim to provide your horse, pony or donkey with the highest standard of treatment and care.


All fees, consumables and drug charges are subject to VAT at the current rate. Feed supplements are exempt from tax. Fee levels are determined by the time spent on a case and according to the drugs, materials and consumables used. Details of our fees are available on request and a detailed invoice is provided for every consultation, procedure or transaction. Estimates can also be provided on request – see below. We require all new clients to complete and sign a practice registration form. In doing so, clients confirm in writing that they accept these terms and conditions of business.

Methods of Payment

Accounts are due for settlement in full within 14 days of the date of the invoice.

Your account may be settled using:

  • Cash
  • Cheque with current banker’s card
  • Credit/Debit card – Switch, Solo, Delta, Mastercard or Vis
  • BACS (Bank Automated Credit Service)

Estimates of Treatment Costs

We will, upon request, be pleased to provide an estimate as to the probable costs of any treatment, but please bear in mind that any estimate given can only be approximate – often a horse’s illness will not follow a conventional course.

Settlement Terms

An advance deposit payment on account will be requested from all new clients, prior to appointments being made. This arrangement will be reviewed after a period of three months.

Accounts are processed and invoices issued every week and payment is due within 14 days of the invoice date.

 All outstanding accounts over 28 days will automatically be charged at 36 % per annum, which appears on the invoice as ‘account fee’. This is calculated on a daily basis starting from the date of the invoice. This interest may be waived for insured cases at the discretion of the Directors.

Overdue accounts, after due notice to you, will be referred to our Debt Collection Agency or the County Courts if satisfactory repayment arrangements have not been made with ourselves. All costs and fees incurred by the practice in this process will be added to the account.

Any cheque which you issue which is returned unpaid, any credit card payment not honoured, and any cash tendered that is found to be counterfeit will result in your account being restored to the original sum together with any fees incurred by us in the process. Persistent late payments will result in the need for all fees to be paid, or we will terminate all veterinary services. We will continue to provide a 24 hour emergency first aid service, as required by the Royal College of Veterinary Surgeons (RCVS).

Notification of Queries and Complaints Regarding Invoices

Notification of queries and/or complaints must be notified to us verbally or in writing within 14 days of receipt of the invoice concerned.

Inability to Pay

If you find yourself in the unfortunate position of being unable to pay your account, please discuss this matter as soon as possible with a member of staff. Instalments or part payments of any accounts may only be sanctioned by a Director.

Equine Health Insurance

Cotts Farm Equine Clinic supports the principle of insuring your horse or pony against unexpected illness or accidents. Please be aware that it is your responsibility that your account is settled with us in a timely fashion. This may entail you reclaiming the fees from your Insurance Company. Cotts Farm has the option of claiming fees directly from the insurance company, at the discretion of the Directors.


Whilst we hope that our service does not give you cause for complaint, if you do wish to complain please contact the Office in the first instance.


We are always pleased to receive feedback on the service we provide.

Ownership of Records

Case records, x-rays and similar documents are the property of, and will be retained by Cotts Farm for 7 years. Upon request, copies of records with a summary of the history of your horse will be passed to another Veterinary Surgeon taking over your horses care and treatment.

Variations in Terms and Conditions of Business

No addition or variation of these conditions will bind the practice unless specifically agreed in writing by the Cotts Farm Equine Clinic Directors. Additionally no agent or person employed by, or under contract with the Practice has the authority to later or vary these terms and conditions in anyway.


In the event of a default of this Agreement, these Terms and Conditions of trading shall be governed by English law.


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