Property Assess
Energy Performance Certificate (EPC) Terms & Conditions

1. Payment Terms
1.1 The agreed fee for the Energy Performance Certificate (EPC) assessment must be paid in full prior to the survey, at the time of the survey, or before the EPC is lodged on the national EPC register. Payment by cash or bank transfer only.

1.2 For established or repeat business clients, invoices will be issued upon completion and lodgement of the EPC. Payment must be made within 28 days of the invoice date unless otherwise agreed in writing.

1.3 The contractual agreement to produce an EPC exists solely between Property Assess and the instructing party (company or individual requesting the survey). Payment for the EPC is not conditional upon the instructing party receiving payment from a third party.

1.4 Payment remains due regardless of whether the property complies with or fails to meet Minimum Energy Efficiency Standards (MEES) under the Energy Efficiency (Private Rented Property) (England and Wales) Regulations 2015.

1.5 Commercial EPC assessments may be invoiced based on the Total Useful Floor Area (TUFA) confirmed before the survey. If the floor area identified during or after the assessment differs from the information provided by the client when booking, the final fee may be adjusted accordingly.

1.6 Any additional work outside the scope of the EPC survey including but not limited to extended advisory services, additional calculations, documentation reviews, or key collection services may incur additional charges. Such work will be agreed with the client in advance.

1.7 The standard EPC assessment fee includes up to 15 forms of communication with the client (including emails, telephone calls, digital messaging, and written correspondence). Additional communications beyond this limit will incur a reasonable administrative fee.

2. Cancellation and Access to the Property
2.1 The client must ensure that the Energy Assessor is provided with full, safe, and unobstructed access to the property at the agreed appointment time. This includes access to all relevant areas required to complete the EPC assessment, including bedrooms, bathrooms, loft spaces (where safely accessible), plant rooms, and communal areas where applicable.

2.2 If the client, tenant, occupier, or appointed representative fails to attend the appointment or fails to provide adequate access to all or any part of the property required to complete the assessment, the full assessment fee will remain payable and the energy surveyor reserves the right to terminate the survey.

2.3 Where a return visit is required due to restricted access, unavailable information, or incomplete inspection, an additional visit fee equivalent to the original quoted assessment fee may apply, payable prior to the rearranged appointment.

2.4 If an appointment is cancelled less than 24 hours before the scheduled time, a cancellation charge equivalent to 100% of the quoted fee will be payable.

3. EPC Legal Compliance and Assessment Requirements
3.1 EPC assessments will be conducted by a qualified and accredited Energy Assessor in accordance with the requirements of the Energy Performance of Buildings (England and Wales) Regulations 2012.

3.2 The EPC will be produced using approved government methodologies and software and lodged on the official national EPC register as required by UK law.

3.3 The assessment will be based on a visual inspection of the property and information available at the time of the survey. The assessor will not undertake destructive investigations or move heavy furniture or fixtures.

3.4 Where documentary evidence is not available, the assessor is legally required to apply default assumptions in accordance with approved EPC methodology.

3.5 The client must provide accurate information regarding:

• Construction details
• Heating systems
• Insulation measures
• Property alterations or extensions

3.6 The EPC will remain valid for 10 years from the date of issue, unless a new certificate is commissioned.

3.7 The client acknowledges that the EPC is an asset rating, meaning it reflects the building’s energy performance based on standardised assumptions rather than actual energy consumption.

3.8 The EPC must be made available to prospective buyers or tenants when marketing a property as required by UK legislation.

3.9 The Energy Assessor is required by law to retain records and evidence supporting the EPC assessment for audit purposes by the accreditation scheme or regulatory authorities.

4. Data Protection
Personal data collected in connection with the EPC assessment will be processed in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.
4.1 Personal information will not be shared with third parties except where required:

• For EPC lodgement on the national register
• By accreditation schemes
• By law or regulatory authorities

4.2 EPC assessment data, evidence, and related documentation may be securely stored for up to 15 years to comply with audit requirements and professional obligations.

5. Health & Safety
5.1 The client must ensure that a safe working environment is maintained both inside and outside the property during the assessment.

5.2 The assessor reserves the right to suspend or terminate the inspection if conditions are deemed unsafe or inaccessible.

5.3 Any dangerous or aggressive animals must be secured or removed from areas accessible during the assessment.

5.4 Children present at the property must be supervised and must not interfere with the assessor’s work or equipment.

5.5 Access to loft spaces must be safe and compliant with normal access standards. The assessor will not enter areas where there is a risk of injury or structural damage.

6. Access Keys and Security
6.1 Where keys are provided by estate agents, landlords, or other representatives, the client must ensure that all valuables and personal belongings are secured prior to the inspection.

6.2 Property Assess accepts no responsibility for items left unsecured during the inspection where access has been granted by a third party.