Refund and Cancellation Policy

Last updated: 18 March 2026

This Refund and Cancellation Policy explains the general approach taken by Halcrow in relation to cancellations, postponed appointments, refunds and fees for consultancy services.

Halcrow is the trading name of THE HALCROW ESTATE COMPANY LTD, company number 11269717. Registered office: 37 Woodcock Lane, Northfield, Birmingham, England, B31 1BA.

1. Consultancy services

Halcrow provides professional ecological and environmental consultancy services. These services commonly involve time allocation, diary reservations, travel, preparation, document review, survey planning, site visits, reporting and specialist input.

For that reason, refunds are not assessed in the same way as retail returns for physical goods.

2. Project-specific terms take precedence

Where a quotation, appointment letter, proposal, purchase order or other written agreement has been issued for a specific project, that document will take precedence over this general policy.

3. Cancellations before work starts

If a client cancels an instruction before any substantive work has started, Halcrow may, at its discretion:

refund any advance payment in full, or
retain or charge a reasonable administration fee where time has already been reserved or preliminary administration has been undertaken

4. Cancellations after work has started

Where work has already commenced, any refund will be limited and will take account of:

time already spent
travel booked or undertaken
surveys arranged
project administration completed
data review, mapping or reporting work carried out
any third-party or non-recoverable costs incurred

In such cases, Halcrow reserves the right to invoice for all work completed up to the date of cancellation, together with any committed costs and reasonable demobilisation or administration time.

5. Site visits and surveys

Where a site visit, survey, meeting or field appointment has been booked, cancellation at short notice may still be chargeable, particularly where diary time has been reserved, travel has been arranged, or seasonal survey opportunities are limited.

Unless otherwise agreed in writing:

cancellations with reasonable notice may be rescheduled without additional charge where practicable
cancellations at short notice may be charged in whole or in part
aborted visits caused by denied access, incomplete client information, unsafe conditions, or client-side delay may be chargeable

6. Weather, seasonal and ecological constraints

Some ecological services are constrained by season, weather, daylight, species activity or access conditions. If work has to be postponed for reasons outside either party’s reasonable control, Halcrow will use reasonable efforts to rearrange the work.

Any additional attendance, travel or remobilisation costs may be chargeable where this is fair and proportionate in the circumstances.

7. Fixed-fee work

Where a fixed fee has been agreed, that fee is typically based on an assumed scope, timescale and level of information available at instruction stage.

If a project is paused, cancelled or materially changed after instruction:

fees may still be payable for the proportion of the agreed scope already completed
additional or revised work may require a fee variation
staged payments already invoiced may be non-refundable where the relevant stage has been substantially completed

8. Deposits and advance payments

Where a deposit or advance payment is requested, this may be used to secure diary time, cover mobilisation, or confirm instruction.

Unless otherwise stated in writing, deposits may be non-refundable once:

time has been reserved
preparatory work has begun
travel or survey arrangements have been made

9. Dissatisfaction and corrective action

If a client is dissatisfied with any aspect of the service, Halcrow asks that concerns are raised promptly in writing so that they can be reviewed fairly.

Where appropriate, Halcrow may, at its discretion:

clarify the scope of service provided
correct an administrative error
issue a revised document
provide reasonable remedial work
offer a partial refund where justified by the circumstances

10. Refund method and timing

Any refund approved will normally be made using the original payment method or by bank transfer, within a reasonable period.

11. Statutory rights

Nothing in this policy affects any rights that cannot lawfully be excluded under applicable law.

12. Contact

For cancellation or refund enquiries, contact:

Halcrow
Email: info@halcrow.estate