Manners Pimblett Solicitors
Terms and Conditions of Business
Our aim is to provide our clients with high quality legal services at a reasonable cost. This letter sets out the basis on which we will act for you and we hope that you find it helpful. You can download a copy of the Terms and Conditions of Business as a PDF (175KB) here.
- People Responsible for your work
Our Letter of Engagement will advise you of the identity of the person(s) dealing with your matter, their professional status and charging rate. Robert Pimblett, Solicitor and Director, has overall responsibility for your matter. If it becomes necessary to change the person who is handling your matter, we will notify you promptly.
- Place and hours of business
Our place of business is detailed on this letter with our contact details. Our normal office hours are 9:00am to 5:00pm Monday to Friday. However, there may be times that we work outside these hours and as such it may be necessary for us to contact you outside these hours.
- Our Responsibilities
We will:
- Treat you fairly and with respect
- Communicate with you in plain language
- Review your matter regularly
- Advise you of any changes in the law that affect your matter
- Advise you of any reasonably foreseeable circumstances and risks that could affect the outcome of your matter
- Your Responsibilities
You will:
- Provide us with clear, timely and accurate instructions
- Provide all documentation and information that we reasonably request in a timely manner
- Safeguard any documents that may be required for your matter, including documents that you may have to disclose to another party
- Charges and Expenses
Our charges will ordinarily be calculated based on the time actually spent by the Solicitor (and, where appropriate, other staff) working on your matter. This will include meetings with you and other relevant persons, reading and working on papers, correspondence with you and other relevant persons (including email and fax), preparation of documents or detailed cost calculations, regular review of your file and travel expenses. For the avoidance of doubt charges arise for all telephone calls made or received, emails, letters and faxes made or received, attendances and the preparation and consideration of documents.
In addition, you will also be responsible for fax and photocopying charges and other disbursements, including, but not limited to, Land or Probate Registry fees, Court fees, Expert fees, Barristers fees. We may pay these on your behalf unless we have agreed otherwise. We are under no obligation to do so and, if appropriate, you may be required to provide us with funds for this purpose. VAT may be payable on some disbursements.
Where we have paid disbursements on your behalf and you have not provided funds to reimburse us, we reserve the right to charge interest at the rate of 5% per annum above the Bank of England base rate.
Some services may be charged on a fixed fee basis, or subject to a Conditional or Contingency Fee Agreement and this will be made clear in our Letter of Engagement.
The time spent is charged at hourly rates, which will vary depending on the experience/seniority of the person handling your matter. Time is recorded in units of 6 minutes. Routine letters, emails and telephone calls made and received will be charged as 1 unit. Other letters and calls will be charged on a time spent basis. Our current hourly charge out rates are subject to VAT and are as follows: –
- Solicitors with over 8 years (or equivalent) experience £280.00 – £300.00 plus VAT
- Solicitors and fee earners with between 4 and 8 years (or equivalent) experience £205.00 plus VAT
- Other Professional Staff £200.00 plus VAT
In addition to the time spent, we may also take into account other factors when calculating our costs, including the complexity and urgency of the work, the need to carry out work outside of our normal business hours and any specialist expertise the matter may require. In particular, the Administration of Estates and Trusts, in Property transactions, and in matters involving a substantial financial value or benefit to the client, a charge reflecting, for example, the size of the Estate, the property price or the value of the benefit to the client may added. Where such a charge is to be added this will be explained to you.
We review our hourly rates annually and should they alter you will be informed in writing.
You may be asked to pay sums of money on account of the costs and disbursements anticipated at various stages throughout the matter. Such sums shall be applied as we consider appropriate in settlement of or reduction of any disbursements or any invoice rendered, including interim invoices. Please note that the overall costs may be greater than any advance payments. Any monies held by us on your behalf will be held with our bank, the Royal Bank of Scotland (RBS).
We do not accept cash payments. All other payments must be made by debit card, credit card, cheque, electronic transfer or banker’s draft. In respect of credit card transactions there will be a limit of £3,000.00 by card.
- Estimate of Fees
An estimate of costs will be given at the outset of the matter and will be confirmed in writing in our Letter of Engagement. This estimate will not include VAT and disbursements. Any estimate will be given in good faith as a guideline, based on the information available at that time, but may be subject to review and revision depending on how your matter develops or if you extend the scope of our instructions. You will be notified in writing if a revised estimate is necessary.
We are obliged to provide you with regular updates of the costs incurred throughout the duration of your matter and we aim to do so every six months, unless the matter is a Trust matter in which we would aim to provide updates every twelve months.
- Complaints
Manners Pimblett are committed to high quality service and client care. We are members of the Law Society and are regulated by the Solicitors Regulatory Authority (“SRA”) under No. 449282.
If you are unhappy about any aspect of the service you have received or about the bill, please contact the person handling your matter either on the telephone or in writing by letter or email. We have a procedure in place which details how we handle complaints which is available on request, or by visiting us at www.mannerspimblett.co.uk.
If we have not resolved your complaint you may complain to the Legal Services Ombudsman enquiries@legalombudsman.org.uk, or at P O Box 6167 Slough SL1 0EH, 0300 555 0333 from 8.30 to 5.30 pm. If you are not satisfied with our handling of your complaint you can ask the Ombudsman to consider the complaint. The Legal Ombudsman expects complaints to be made to them within one year of the date of the act or omission about which you are concerned or within one year of you realising there was a concern. You must also refer your concerns to the Legal Ombudsman within six months of our final decision to your complaint. The relevant time limits are set out in the version of the Legal Ombudsman’s Scheme Rules in force from time to time and may only be extended by the Legal Ombudsman in exceptional circumstances. If you wish to bring a complaint, you should refer to the version which is in force at the time of your complaint.
- Insurance Mediation
We are not authorised by the Financial Conduct Authority (“FCA”). However, we are included on the register maintained by the FCA so that we can carry on insurance mediation activity, which is broadly the advising on, selling and administration of insurance contracts. This part of our business, including arrangements for complaints or redress if something goes wrong, is regulated by the SRA. The register can be accessed via the Financial Conduct Authority website at www.fca.org.uk/register.
- Limit of Liability
The Firm maintains PII and the total liability of this firm, it’s Directors and employees in connection with or arising directly or indirectly from this matter will be limited to an aggregate amount of £3,000.000.00. This will cover claims of any sort whether arising in contract, negligence or otherwise and all losses or damages including interest, costs and expenses. A copy of the policy is held at our office. If you would like further information, please contact us.
- Consumer Rights
If we entered into a contract with you at your home, The Cancellation of Contracts (Information, Cancellation and additional charges) Regulations 2013 apply. This means that you have the right to cancel your instructions to us within 14 days of receiving our Letter of Engagement. You can cancel your instructions to us by contacting our offices by post, fax or e-mail.
Once we have started work on your file, you may be charged if you then cancel your instructions.
- Storage and retrieval of documents
After completing the work, we are entitled to keep all your papers and documents whilst there is money owing to us for our charges and expenses. This is known as a “Lien”. We are required to keep your file of papers, except for any of your papers which you ask to be returned to you, for up to 12 years. We retain the file on the understanding that we have the authority to destroy it 12 years after the date of the final bill. We may store your file digitally having preserved any original documents that you have not retrieved.
If we retrieve papers or documents from storage in relation to continuing or new instructions to act in connection with your affairs we will not normally charge for such retrieval. However, we may charge you for:
- time spent producing stored papers or documents that are requested; and
- reading, correspondence or other work necessary to comply with your instructions in relation to retrieval.
The storage of papers and documents does not constitute a retainer.
- Billing Arrangements
We will normally raise interim invoices at regular intervals throughout the matter (except where a CFA is in place). Unless agreed otherwise, such interim invoices will be raised at monthly intervals or at such other times as we feel is appropriate. A final invoice will be raised at the conclusion. Payment is due to us within 14 days of the date of the invoice unless agreed otherwise. Where payment is not made in accordance with these terms, interest will be charged on the unpaid amount at a rate of 5% per annum above Bank of England base rate.
Our costs are payable irrespective of whether the matter is successfully concluded unless we have agreed otherwise in writing. Unless otherwise agreed, you are personally responsible for the payment of our invoices regardless of any agreement or order for some other person to pay your costs.
We may cease to act for you if you if an interim bill remains unpaid after 90 days or if our reasonable request for a payment on account is not met.
If you wish to dispute the fairness or reasonableness of any invoice relating to a non-contentious matter (where court proceedings are not involved) you may do so under the Firm’s internal complaints procedure (see below). In addition, you may also have the right to object to the bill by making a complaint to the Legal Ombudsman and/or applying to the Court for an assessment of costs under Part III of the Solicitors Act 1974. The Legal Ombudsman can be contacted at PO Box 6167, Slough, SL1 0EH, on 0300 555 0333 or at enquiries@legalombudsman.org.uk.
- Client Money Policy
Any money received on behalf of clients will be held in our client account. We will not account for interest on client monies unless you ask us in writing to do so. If you do ask us to account for interest we will make a charge of £50 + VAT in respect of the administrative costs of arranging for interest to be calculated and paid over to you.
We hold our client account funds with bank or building societies regulated by the Financial Conduct Authority and Prudential Regulation Authority.
If you require details of which banks or building societies with whom we place our client funds, please contact us.
In the event interest is payable, payment will be on the following basis:
- Client monies will normally be held in general undesignated client bank accounts, in which amounts for different matters and clients are pooled together;
- A sum in lieu of interest will be payable on amounts held in general client bank accounts on the following basis:
- Amounts below £1m – interest will be based on the rate of interest payable by the bank on the relevant amount, if it were to be held separately in our instant access general client account;
- Amounts of £1m and above – interest will be paid at the rate obtained by the firm when placing excess client account funds on the overnight money market with the bank at which the funds are held, unless the interest rate obtainable is such that the firm decides not to place any funds, in which case interest will be calculated as above;
- In normal circumstances, if the total amount of interest calculated over the course of the a transaction is less than £50, no interest will be payable;
- If we receive a charge from our Bank for holding or handling your money we reserve the right to pass this charge on to you subject to giving you the appropriate notice.
- Client monies will normally be held in an instant access bank account to facilitate transactions, however, if specific instructions are received from the client requesting that funds be placed on a term deposit, interest earned on such term deposit shall be paid to the client in full. We are required to hold monies on instant access, which results in a materially lower level of interest rates than that available to you personally placing monies on deposit.
- If client monies are held in a separate designated deposit account (i.e. a specific bank account, for a specific matter) all interest earned on that account will be credited to that bank account and paid to the client in full.
[Updated 20.03.2024]
- Regulated Services
Manners Pimblett Solicitors Ltd is authorised and regulated by the Solicitors Regulation Authority, The Cube, 199 Wharfside Street, Birmingham, B1 1RN (the SRA) Our regulatory number is 449282.
This means that we are governed by a Code of Conduct and other professional rules, which you can access on the SRA’s website www.sra.org.uk or by calling 0370 606 2555.
- Tax
Any work that we do for you may involve tax implications or necessitate the consideration of tax planning strategies. We do not give tax or accountancy advice. You must seek independent advice about the tax implications of a transaction that you instruct us to carry out, or the likelihood of them arising.
- Investment
We are not authorised by the FCA. If you require any advice on investments, you will need to seek independent advice of an appropriately authorised person. However, as we are regulated by the SRA, we may be able to provide certain limited services in relation to investments, provided that they are closely linked with the legal services we are providing.
- Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 “the regulations
All Solicitors and many other professions have to comply with regulations which provide for all firms to keep records containing documentary evidence of identity and address for each client.
To comply with the regulations we need to get evidence of your identity as soon as possible. This is explained in our Terms of Business sent to you at the outset of your matter.
The regulations provide for the firm to have a nominated Money Laundering Officer. This is Robert Pimblett, the Director of the practice. The firm has internal reporting procedures and records of all money passing the firm’s accounts.
The firm can only receive monies identified as coming from our clients or from recognised sources.
We are professionally and legally obliged to keep your affairs confidential. However, Solicitors may be required by statute to make a disclosure to the National Crime Agency where they know or suspect a transaction involving money laundering or terrorist financing. If we make a disclosure in your case we will not be able to tell you. We may have to stop working on your matter and will not be able to tell you why.
We are committed to supporting the relevant authorities in helping to prevent money laundering and the financing of terrorism.
- Data Protection
From May 2018 General Data Protection Regulation “GDPR” came into force.
We will continue to use information provided by you for the provision of legal services to you and for related legitimate purposes including:
- Updating and enhancing client records;
- Analysis to help us manage our practice
- Statutory returns
- Legal and regulatory compliance.
Our Privacy Policy can be found on our website at www.mannerspimblett.co.uk or you can request a copy.
- Confidentiality
The work we do for you is confidential. However, there are times we may have to provide details of your matter to third parties. If we are required to make your file of papers available for inspection we will, if possible, let you know. However, by signing this letter, you give us authority to provide information about your matter to third parties when appropriate
- Conflict
We will not be able to accept instructions if this gives rise to a conflict of interests and your details will be checked against the firm’s database at the outset of the matter. Conflict between your interests and those of another client may arise during the course of your matter. If this occurs, we shall notify you and determine the appropriate course of action. It may become necessary for us to cease acting. In these circumstances we will use reasonable endeavours to find another firm to take over conduct of your matter.
- Banking
We hold all client money in the Royal Bank of Scotland which is regulated by the Financial Conduct Authority (FCA). We are not liable for any losses you may suffer as a result of any such banking institution being unable to repay depositors in full. You may, however, be protected by the Financial Services Compensation Scheme (FSCS)
The FSCS is the UK’s statutory fund of last resort for customers of banking institutions. The FSCS can pay compensation up to £120,000 if a banking institution is unable, or likely to be unable, to pay claims against it.
The limit is £120,000 per banking institution. If you hold other personal money in the same banking institution as our client account the limit remains £120,000 in total.
Some banking institutions have several brands. The compensation limit is £120,000 per institution, not per brand. You should check with your banking institution, the FCA or a financial advisor for more information.
The FSCS also provides up to £1M of short-term protection for certain high balances, e.g. relating to property transactions, inheritance, divorce or dissolution of a civil partnership, unfair dismissal, redundancy and personal injury compensation (there is no financial limit on protection for personal injury compensation). This is called the temporary high balance scheme and, if it applies, protection lasts for a maximum of six months.
- Termination
You may end your instructions to us in writing at any time but, we can keep all your papers and documents while there is money owing to us for our charges and expenses.
We may decide to stop acting for you only with good reason. We must give you reasonable notice that we will stop acting for you.
If you or we decide that we should stop acting for you, you will pay our charges up until that point. These are calculated on an hourly basis plus expenses or our fixed fee as detailed in our Terms of Engagement letter.
- Equality and diversity
We are committed to promoting equality and diversity in all our dealings with clients, third parties and employees. Please contact us if you would like a copy of our equality and diversity policy.
- Applicable Law
Any dispute or legal issue arising from our Terms of Business will be determined by the law of England and Wales, and considered exclusively by the English and Welsh Courts.
Manners Pimblett Solicitors (updated 16th January 2026)
