Terms of engagement for RICS Home Surveys

1. Who we are and what this document is

These terms set out the contract between you (the Client) and HDR Surveys Ltd (we, us, the Firm) for the provision of an RICS Home Survey and, where agreed, related services. Together with our written booking confirmation (the Specific Terms), which names the client, the property, the level of service, the fee and any special instructions, they form the whole agreement between us.

HDR Surveys Ltd is a company registered in England and Wales, company number 11785750. Our contact details are: 07525 940888, helen@hdrsurveys.co.uk.

We are regulated by the Royal Institution of Chartered Surveyors (RICS). Where the client is a consumer, nothing in these terms affects your statutory rights.

2. The service

We will provide the RICS Home Survey named in the Specific Terms, carried out in accordance with the current edition of the RICS Home Survey Standard (RICS professional statement, 1st edition, effective 1 March 2021, or any edition that replaces it). The report is a written opinion of the visible condition and state of repair of the property on the day of inspection.

We offer the following levels of service. The level you have chosen is stated in the Specific Terms and we will tell you if, in our view, a different level would suit the property better.

• RICS Home Survey Level 2 (Survey): an intermediate service for conventional properties in reasonable condition. It describes the construction, identifies visible defects and rates the condition of each element using the RICS 1 to 3 condition ratings, with advice on repairs and further investigation. It does not include a detailed description of the causes of defects or repair options.
• RICS Home Survey Level 3 (Building Survey): our most detailed service, suited to older, larger, extended, altered or unusual properties, or where you plan major works. It covers everything in Level 2 and adds a fuller description of construction and materials, the likely cause of defects, the options for repair and the consequences of not acting, together with outline advice on the likely scale of costs where appropriate.

Neither level includes a valuation, cost guidance or a reinstatement cost assessment unless one is specifically agreed in the Specific Terms (see clause 11).

The report is prepared for the sole use of the named client in connection with the stated purpose (usually the proposed purchase of the property). It must be read as a whole; individual comments should not be taken out of context. We will indicate whether defects are typical for the age and construction of the property.

3. The surveyor

The inspection and report will be carried out by, or under the direct supervision of, Helen du Rose AssocRICS, RICS Registered Valuer, RICS membership number 1289682, who has the skills, knowledge and experience to undertake the level of service agreed and who accepts personal responsibility for the professional content of the report. Where another surveyor carries out the inspection, they will be an RICS member (AssocRICS, MRICS or FRICS) and will be named in the report.

We will exercise the care and skill reasonably expected of a competent surveyor experienced in the type of property and level of service concerned.

4. Fees and payment

The fee and any agreed disbursements are stated in the Specific Terms and are payable in full before the inspection takes place. The report will not be released until payment has been received.

Our quotation is fixed on the basis of the information you give us at the time of booking. If the property turns out to have features you have not disclosed and which materially increase the work involved, for example listed status, non-standard or system-built construction, timber frame, thatch, a house in multiple occupation, a property let to tenants, an unusually large plot, or significant outbuildings, we will tell you before the inspection and agree any additional fee in writing. No other charges will be added to the invoice without your prior written agreement.

If any sum is not paid when due, we may charge interest at 8% a year above the Bank of England base rate from the due date until payment, and we may withhold the report until payment is received.

Fees paid to us in advance are not client money and are not protected by the RICS Client Money Protection Scheme.

5. Cancellation, postponement and abortive visits

5.1 Your right to cancel as a consumer

If you are a consumer and you instruct us at a distance (for example online, by email or by telephone) or away from our business premises, the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 give you the right to cancel this contract within 14 days of the day you accept these terms, without giving a reason. To cancel, tell us in writing (email is sufficient) within that period.

Because most clients need their survey within 14 days, by accepting these terms you expressly request that we begin work during the cancellation period. If you then cancel before the report has been delivered, you will be liable for a proportionate charge for the work done up to the point of cancellation, calculated on the scale in clause 5.2. Once the report has been delivered the service is complete and you will no longer have the right to cancel.

5.2 Cancellation and postponement charges

Whether or not you are a consumer, the following charges apply if you cancel or postpone the inspection after instructing us:

• More than seven working days before the inspection date: no charge, and any fee paid will be refunded in full.
• Seven working days or less, but more than 48 hours, before the inspection date: no charge
• Within 48 hours of the inspection date: 25% of the fee, reflecting the desk research, planning and diary time already committed.
• Within 4 hours of the inspection time, during or after the inspection has taken place and up to 24hrs after the inspection: 75% of the fee.

A postponement that we agree at your request within 48hours of the inspection will be treated as a cancellation and rebooking, but we will waive the charge for the first postponement where we are able to re-use the reserved diary time.

5.3 Abortive visits

If we attend the property and are unable to carry out the inspection for reasons beyond our control, for example no access, the seller or agent has not been told, or the property is unsafe to inspect, we will not normally charge for the wasted visit and will rearrange the inspection at no extra cost. An abortive fee of 50% of the fee will be charged only where access has been frustrated on more than one occasion, or where you have withheld information that, had you told us at the time of booking, would have avoided the problem with access. In either case the balance of the fee will be applied to a rearranged inspection.

5.4 Our right to withdraw

We may decline or withdraw from an instruction if it becomes apparent that we do not have the competence, resources or independence to carry it out, or if the property cannot be inspected safely. In that case we will refund any fee paid for work not carried out.

6. Assumptions

Unless otherwise agreed in writing, in preparing the report we will assume that:

• the property, if for sale, is offered with vacant possession;
• the property is connected to mains services with appropriate rights on a basis that is known and acceptable to you;
• access to the property is as of right on terms known and acceptable to you;
• the property is not subject to any unusual or onerous restrictions, obligations or covenants, and all planning, building regulation and other consents required have been obtained; we do not verify this, and your legal adviser should do so;
• the property is unaffected by any matters that would be revealed by a local search, replies to the usual pre-contract enquiries or a statutory notice, and that neither the property nor its condition, use or intended use is unlawful;
• no deleterious or hazardous materials or techniques have been used in the construction (see clause 9);
• information about the property supplied by you, the seller or the seller’s agent is accurate; any such information repeated in the report should be verified by your legal adviser.

7. Scope of the inspection

7.1 Generally

The inspection is a visual, non-invasive examination of the accessible parts of the property carried out in accordance with the RICS Home Survey Standard for the level of service agreed. It is essential that the whole report is read and considered in detail before you commit to purchase, and that any repairs and further investigations it recommends are priced by competent contractors so that you understand the overall commitment you are taking on.

Hidden, unexposed and inaccessible areas are not inspected and we cannot comment on their condition. We will draw attention to their presence where appropriate and assume they are free from significant defect unless there is visible evidence to the contrary. Where we consider it appropriate we will recommend further investigation by a suitably qualified specialist before exchange of contracts.

We will inspect each room where visible and take moisture-meter readings where possible and appropriate. We will not move heavy furniture, stored items, floor coverings or personal possessions. Fitted carpets, sheet and tile floor coverings restrict examination of the sub-floor structure; we will report visible signs such as springiness, sagging or deflection, but we cannot comment on the precise condition of a sub-floor without opening up, which we will recommend where appropriate.

The property may be occupied and furnished at the time of inspection, which may restrict access. Access to roof spaces is often limited by boarding, stored goods and insulation. Weather at the time of inspection also affects what can be assessed: for example, rainwater goods, roof junctions and flashings can only be properly assessed in rain, and strong sunlight can obscure defects.

We will inspect roof spaces where a hatch is available and not more than three metres above the adjacent floor. We will not use ladders to inspect surfaces more than three metres above ground level; higher areas, including roof coverings, will be inspected with binoculars or a pole camera from ground level, from within the grounds, from public land or from accessible windows and skylights. Some areas will inevitably not be visible and we will say so in the report. Drones will only be used where specifically agreed and where it is lawful and safe to do so.

We will not undertake structural or other calculations, remove securely fixed covers or housings without the owner’s express permission, or take any action that risks damage to the property or injury to the surveyor. We are not required to advise on any matter whose significance is not apparent from the inspection itself.

The inspection includes the boundaries, grounds and permanent outbuildings, but not constructions or equipment with a specific leisure purpose such as swimming pools, hot tubs and tennis courts.

7.2 Services

Inspection of the service installations is limited to visible areas only. We give general comment on apparent condition; no tests or specialist investigations are carried out and we cannot confirm that any installation complies with current regulations. Surveyors are not qualified to certify gas or electrical installations. If no satisfactory electrical installation condition report dated within the last five years is available, we recommend that the electrical installation is tested by a registered electrician before you commit to purchase; likewise, if the gas installation and boiler have not been serviced by a Gas Safe registered engineer within the last 12 months, a gas safety check and service should be carried out.

7.3 Flats and maisonettes

Unless otherwise agreed we will inspect only the subject flat and any garage, and will comment in general terms on the related common parts and the structure of the building or block from those parts we can see. Other flats will not be inspected. The report will state the limits of access and visibility in relation to the common parts, and whether we have seen a copy of the lease or, if not, the assumptions about repairing obligations on which we have proceeded.

7.4 Environmental and other matters

Particular noise or disturbance affecting the property will only be noted if it is significant at the time of inspection or if a specific investigation has been agreed in writing. We will report on obvious health and safety hazards apparent from the elements of the property inspected. We will note where publicly available information indicates a risk of flooding, radon, ground instability or similar, but the report assumes that your legal adviser will obtain an environmental search covering matters such as radon, flooding, landfill, subsidence, mining, contamination and historic uses. We are not required to comment on the possible existence of noxious substances, landfill, mineral extraction or other forms of contamination.

7.5 Health and safety

The surveyor will only carry out those parts of the inspection that can be undertaken safely. Any restriction arising from health and safety considerations on the day will be recorded in the report and discussed with you, and alternative arrangements made where possible.

8. Consents, approvals and searches

We do not make enquiries of local authorities, statutory undertakers or the Land Registry to verify planning permission, building regulation approval, listed building or conservation area status, or other matters of title, as these fall within your legal adviser’s standard pre-contract enquiries. Drawings and specifications will not be inspected unless previously agreed. Your legal adviser should also confirm whether the title is freehold or leasehold and explain the obligations that flow from that, and should obtain and, where appropriate, have assigned to you any warranties, guarantees, certificates and service histories relating to works, installations and appliances at the property.

9. Exclusions and hazardous materials

The service does not include an asbestos inspection and falls outside the Control of Asbestos Regulations 2012; the surveyor does not act as an asbestos inspector. Where the inspection identifies the possible presence of asbestos-containing materials, the report will say so and recommend appropriate specialist advice.

We will advise in the report if, in our view, there is a likelihood that deleterious materials or techniques have been used in the construction and specific enquiries or tests by a specialist are recommended. We will note transformer stations or overhead power lines visible at or immediately adjacent to the property, but are not required to assess any effect on health or to report on underground cables.

The service does not include: a valuation or reinstatement cost assessment (unless agreed under clause 11); testing of services or drainage; specialist timber, damp, structural or arboricultural reports; an energy assessment; inspection of leisure installations; or advice on the legal title.

10. Additional services

For an additional fee we can provide services beyond the agreed level, such as a reinstatement cost assessment, a market valuation, a follow-up inspection, or specific advice on alterations. Any additional service must be agreed and confirmed by us in writing before it is carried out.

11. Valuations

Where a market valuation or other valuation is agreed, it will be prepared by Helen du Rose, RICS Registered Valuer, in accordance with the current edition of RICS Valuation: Global Standards (the "Red Book") and the UK national supplement. A separate Red Book terms of engagement letter will be issued for the valuation, setting out the purpose, basis of value, valuation date, the scope of investigations and assumptions, the format of the report, restrictions on use and the liability position. Our work under the Valuer Registration Scheme is subject to monitoring by RICS.

12. Use of artificial intelligence (AI)

This clause is included in accordance with the RICS professional standard Responsible use of artificial intelligence in surveying practice(effective 9 March 2026). By accepting these terms you accept that we will use AI systems in delivering your survey as described below.

12.1 When and where AI is used

We use AI systems to support, but not replace, the surveyor’s professional judgement. AI is not used to carry out the inspection or to decide the condition ratings, the defects reported, or the advice given; those are the surveyor’s own professional conclusions. AI is involved in the following parts of the service:

• Desk research before the inspection: collating publicly available information about the property and its surroundings (for example planning history, flood risk, radon, ground conditions, energy performance and broadband data) for the surveyor to verify.
• Report production: organising the surveyor’s site notes, dictation and photographs into the report template, drafting descriptive text for the surveyor to review and edit, and suggesting photograph captions.
• Quality control: checking the draft report for completeness, consistency and errors against the RICS Home Survey Standard before it is finalised.

Every AI-assisted output is reviewed by the named surveyor, who applies professional scepticism, records a decision about its reliability and accepts full responsibility for the final report. If we conclude that an AI output cannot reliably be used for its intended purpose, we will not use it and will tell you in writing where that affects the service.

12.2 Your data

To do the work described in 12.1 we process the property address, photographs of the property and the surveyor’s notes using a commercial AI service under terms that prevent your data being used to train the provider’s models. The data is processed and stored in accordance with the provider’s privacy policy and our own. We limit what is uploaded to what the task requires and do not upload financial or identity documents. Your acceptance of these terms is your express written consent to this processing, as required by the RICS standard. You may ask us at any time for details of the AI systems we use and how your data is handled.

12.3 Professional indemnity cover

Our professional indemnity insurance covers the professional services we provide, including services delivered with the assistance of AI systems, subject to the terms, conditions and limit of the policy. We are not aware of any exclusion in our policy relating to the use of AI. The limit of our liability in clause 13 applies equally to AI-assisted work.

12.4 No opt-out

AI systems form part of our standard process for every instruction and we do not offer an AI-free service. If you do not wish information about you or the property to be processed using AI systems in the way described in this clause, please do not instruct us; we will be happy to suggest alternative firms. The RICS standard permits a firm to state that no opt-out is available, and this clause is that statement.

12.5 Questions, challenges and redress

If you have a question or concern about how AI has been used on your instruction, you may contest it by writing to Helen du Rose at helen@hdrsurveys.co.uk. We will respond in writing within ten working days with an explanation of the type of AI system used, how it works and its limitations, the due diligence carried out before we adopted it, how the risks are managed, and the decision made about the reliability of its output. If you consider that you have been adversely affected by our use of AI, you may make a complaint under our complaints handling procedure (clause 15), which includes access to independent redress.

13. Liability

HDR Surveys Ltd holds professional indemnity insurance arranged through an RICS-compliant broker. Our total liability to you arising out of or in connection with this engagement, whether in contract, tort (including negligence), breach of statutory duty or otherwise, is limited to £500,000 (five hundred thousand pounds) for each and every claim, which is within the limit of our insurance cover. Nothing in these terms limits or excludes liability for death or personal injury caused by negligence, for fraud, or for any other liability that cannot lawfully be limited or excluded.

The report is provided for your benefit alone and for the purpose stated. We accept no liability to any third party, and you may not disclose the report in whole or in part to anyone other than your professional advisers without our written consent. If you wish to rely on the report for any other purpose, or another person wishes to rely on it, you must ask us first; any consent will be at our discretion and may be subject to further terms.

Unless expressly provided, no term of this agreement is enforceable under the Contracts (Rights of Third Parties) Act 1999 by anyone other than you and us. Where you have instructed us to carry out investigations that cause damage to the property on the basis that you have obtained the owner’s consent, you will indemnify us against any loss or cost arising. We are not liable for any failure or delay caused by events outside our reasonable control.

14. Data protection and confidentiality

We process personal data in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018. Our privacy policy at hdrsurveys.co.uk/privacy-policy explains what we collect, why, how long we keep it and your rights. We treat the information you give us, and the contents of the report, as confidential and will not disclose them except with your consent, to our professional advisers and insurers, to RICS or another regulator or auditor on request, to an AI service provider in accordance with clause 12.2, or where required by law.

15. Complaints

We aim to provide a high standard of service. If you are unhappy with any aspect of our service, please tell us. We operate a written complaints handling procedure that complies with the RICS professional standard; a copy is available on request and will be sent to you with any acknowledgement of a complaint. Complaints should be addressed to Helen du Rose, HDR Surveys Ltd, helen@hdrsurveys.co.uk, 07525 940888. If we are unable to resolve your complaint through that procedure, you may refer it to the Centre for Effective Dispute Resolution (CEDR), an independent redress scheme approved by RICS, at www.cedr.com. Using our complaints procedure does not affect your legal rights.

16. Retention of records

We will keep our inspection notes, photographs, research, correspondence and a copy of the report securely for a minimum of six years and up to fifteen years after the service is completed, after which they may be destroyed. Records are stored in encrypted, access-controlled systems.

17. Referral fees and independence

HDR Surveys Ltd does not pay or receive referral fees, commissions or other benefits in connection with the introduction of clients or the recommendation of other services. We will tell you in writing if that position changes in relation to your instruction. We will also tell you if we have any connection with the property, the seller, the agent or any other party that could affect our independence.

18. Regulation by RICS

HDR Surveys Ltd is regulated by RICS for the provision of surveying services. This means we agree to uphold the RICS Rules of Conduct and all other applicable mandatory professional practice requirements of RICS, which can be found at www.rics.org. As an RICS regulated firm we have committed to cooperating with RICS in ensuring compliance with its standards. The firm’s nominated RICS Responsible Principal is Helen du Rose AssocRICS, Director, helen@hdrsurveys.co.uk, 07525 940888.

Our files may be subject to monitoring, audit or quality assurance review by RICS or by an external organisation acting on its behalf, and may be provided to them on request.

19. Identity checks

We may ask you for proof of identity and, where appropriate, the source of funds for our fee, so that we can meet our obligations under the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 and related legislation.

20. General

These terms are governed by the law of England and Wales and the courts of England and Wales have exclusive jurisdiction. If any provision is found to be unenforceable, the remainder will continue in force. We may update these terms from time to time; the version that applies to your instruction is the one in force on the date you accept it, which will be stated in the Specific Terms.

Acceptance

Please confirm the following before we begin work. Where you book online, ticking the box constitutes your acceptance and the date of the contract. By accepting you confirm that:

• you have read and accept the HDR Surveys Ltd Terms of Engagement (Version 3.1, October 2026) and the Specific Terms in your booking confirmation, and you understand the level of service you have chosen;
• you request that HDR Surveys Ltd begins work within the 14-day cancellation period, you understand that if you cancel before the report is delivered you will pay for the work done in accordance with clause 5, and that once the report has been delivered you will no longer have the right to cancel;
• you consent to HDR Surveys Ltd processing your personal data and information about the property for the purposes of the survey in accordance with its privacy policy, and you give your express written consent to that information, including photographs, being processed using AI systems as described in clause 12;
• you have told HDR Surveys Ltd of the agreed or proposed price of the property and of any defects, alterations or concerns you are already aware of.