How to Write Terms and Conditions for Trade Work

Terms and conditions might not be the most exciting part of running a trade business, but they're one of the most important. A clear set of T&Cs protects you when things go wrong, sets expectations from the start, and gives you something concrete to fall back on if a dispute ever reaches a solicitor or small claims court.

Too many tradespeople skip this step entirely, or copy a generic template from the internet without understanding what it says. Here's what your terms and conditions should actually cover — and why each section matters.

Scope of Work and Limitations

Your T&Cs should clearly state that the work to be carried out is limited to what's described in the quote or proposal. This prevents customers from claiming you agreed to do additional work that was never discussed.

Include a line such as: "The works covered by this agreement are limited to those described in the accompanying quotation. Any additional works requested will be subject to a separate agreement and cost." This is closely linked to what you include in your building quote — the more detailed your quote, the stronger your position.

Variation Procedure

On almost every job, something changes. The customer wants an extra socket, a different tile, or a wall moved. Your T&Cs should explain how variations are handled: they must be agreed in writing, priced separately, and may affect the timeline.

Without this clause, you're left in a grey area where the customer might expect changes to be included in the original price. A clear variation procedure protects both sides.

Payment Terms

Spell out exactly how and when you expect to be paid. This should include:

• Deposit amount and when it's due (e.g. 25% on acceptance)
• Stage payments for larger projects (e.g. 25% at first fix, 25% at second fix)
• Final payment terms (e.g. balance due within 7 days of completion)
• Accepted payment methods
• Late payment consequences (interest charges under the Late Payment of Commercial Debts Act)

Being upfront about money is professional, not awkward. As we covered in our guide to writing a professional building quote, clarity around costs builds trust.

Cancellation Policy

What happens if the customer cancels after you've ordered materials or blocked out your diary? Your T&Cs should cover this. A typical clause might state that cancellation within a certain period (e.g. 14 days of acceptance for domestic customers, as required under the Consumer Contracts Regulations 2013) is free of charge, but after that, the customer is liable for any costs already incurred.

For work done in the customer's home, be aware that consumers have a 14-day cooling-off period by law. If work needs to start within that period, you should get written consent acknowledging they may lose their cancellation right once work begins.

Liability Limits

You can't exclude liability for death or personal injury caused by negligence — that's non-negotiable under UK law. But you can include reasonable limits on other types of liability, such as capping your liability at the contract value or excluding liability for consequential losses (like loss of profit or business interruption).

This section should also reference your insurance cover. A clause like "The contractor maintains public liability insurance to the value of [amount]" reassures the customer and sets a framework for claims.

Guarantees and Warranties

Be clear about what you guarantee and for how long. Many tradespeople offer a 12-month guarantee on workmanship, which is separate from any manufacturer's warranty on materials.

Specify what the guarantee covers and what it doesn't. For example, you might guarantee your plumbing work but not the performance of a boiler you didn't supply. Be specific to avoid arguments later.

Dispute Resolution

Include a clause that outlines how disputes will be handled. A common approach is to require both parties to attempt to resolve the issue informally first, then through mediation, before resorting to court action. This saves everyone time and money.

You might also specify which jurisdiction applies (England and Wales, Scotland, etc.) and reference any trade body dispute resolution scheme you're a member of. Understanding how to handle customer complaints properly is closely tied to this.

Force Majeure

A force majeure clause covers events beyond your control — severe weather, supply chain disruptions, pandemics, or other unforeseeable circumstances that prevent you from completing work on time. It won't apply often, but when it does, you'll be glad it's there.

A simple version: "The contractor shall not be liable for delays or failure to perform caused by circumstances beyond their reasonable control, including but not limited to severe weather, material shortages, or government restrictions."

Keep It Professional, Keep It Clear

Your terms and conditions don't need to be written in legalese. In fact, the clearer and more plainly written they are, the more enforceable they tend to be. Write them in straightforward English, avoid jargon, and make sure your customer can actually understand what they're agreeing to.

If you're unsure about any of the legal detail, it's worth having a solicitor review your T&Cs once — then you can use them confidently on every job going forward.