Virtual Office Services
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VIRTUAL OFFICE SERVICES Professional, personalised services to suit and support your business Our professional and friendly team offer flexible and bespoke services designed around your individual business requirements. We are here to help grow your business, first impressions are important, so leave them to us. THE PANTILES CHAMBERS 85 High Street, Tunbridge Wells Kent TN1 1XP Phone:01892 506960 Fax:01892 547120 [email protected] www.pantileschambers.com Specialist in Virtual and Serviced Offices YOUR DEDICATED PROFESSIONAL RECEPTIONIST Professionally answered calls in your own company name We answer and action your calls accordingly to your specific instruction Calls can be transferred to your office, home or mobile phone Giving your caller the impression that you are actually in the Pantiles chambers Instant message taking with delivery via email or text message Quick and easy setup: simply divert your existing telephone number THE BENEFITS OF YOUR VIRTUAL OFFICE No overheads of a fully staffed office Keep your freedom to work from where you want Professional image at all times Give your callers the impression that we work just for you Enjoy a prestigious address with instant access to meeting rooms Excellent customer service for 30 years: we know all our clients and how they like to run their businesses Specialist in Virtual and Serviced Offices VIRTUAL OFFICE SERVICES @ PANTILES CHAMBERS TELEPHONE ANSWERING SERVICES Monthly Charge* Call Forwarding: Calls are forwarded directly to an external number £25 Personalised Telephone Answering: Calls handled according to your £60 instructions, dealing with clients, re-routing calls or messages emailed Personalised Voicemail: Accessible externally 24/7 £15 Personalised Telephone Answering & Diary Management: £100 Telephone setup fee (one-off fee on signing): £30 MAILING ADDRESS SERVICES Access to a business community, use of our meeting room and support services at the same rate as in-house clients. A professional business address with invitations to all networking events. Company Registered Address: £10 Name on Directory Board: (one off charge) £30 Mailing Address: Mail collected or posted according to your instructions £40 Mailing Address & Daily Post Scanning: Instant access to your post daily £60 MEETING ROOM... Client hire price: £12 per hour, £40 per half day and £60 per day. The facilities include tea, coffee, water and wifi access *All prices are excluding VAT Specialist in Virtual and Serviced Offices VIRTUAL OFFICE APPLICATION FORM Important: Please complete all sections relevant to your company Details of the person completing this form (please provide us some proof of identification): Full Name: . .. Private Address: . Contact Nos: . Details about your company: Full Company Name: . Type of Company (delete as appropriate): Limited Company - Partnership - Sole trader/Private Individual Contact Name: . Position Within Company: . Company Address: . Company Contact Nos: . Registered Office Address (Limited Companies only): . Company Registration No (Limited Companies only): . Nature of your business: . Date of Service to commence: . .. Company Email: ………………………………………………………………………………………….. Specialist in Virtual and Serviced Offices CHECKLIST FOR VIRTUAL OFFICE APPLICATION FORM Please ensure that you have filled in full the appropriate application form and that you have given us your instructions for us to set up your personalised virtual office. Your application form must be completed, signed and returned to Pantiles Chambers with Payment including deposit inclusive of VAT (2 months of the service). Future payments for the service will be collected by direct debit on the first working day of each month. Please ensure that you have: Filled in the Application Form Filled in your instructions to Pantiles Chambers staff Read, signed and dated the Terms and Conditions Filled in the direct Debit Form Provided us with a copy of proof of identification Please return this form completed, with your deposit and first month in advance. Signature: . YOUR INSTRUCTIONS Specialist in Virtual and Serviced Offices Mail and Post Instructions Collection Centre to forward You will call the You will collect Method post centre post Other (please tick) Forwarding Days (please Monday Tuesday Wednesday Thursday Friday tick) Forwarding address Telephone Answering Instructions Greeting message to your callers Call No forwarding Do you have any particular call forwarding instructions? forwarding Messages only Instructions Forwarding Contact Name Telephone Mobile Number Email address Other callers to you Number Information Contact 1 Contact 2 Contact 3 Message Taking and Delivery Instructions Messages When you are unavailable or want messages taken, how would you like us to deliver them to you? Delivery Method Method Email Text Voicemail Client to collect (Please tick) messages at reception When message End of day On demand Frequency taken (when you call (Please tick) the centre) Giving Out information to Your callers Giving out Your personal information will not be given out until you specify otherwise your details Mobile Yes No Certain cases/callers only (please specify) Number Email-website Yes No Website address: address Other Specialist in Virtual and Serviced Offices TERMS AND CONDITIONS PLEASE CAREFULLY READ THE FOLLOWING BEFORE SIGNING i) A deposit equal to two month’s payment of the service (plus VAT) will be required. Such deposit (less any outstanding amounts) will be returned to the client upon receipt of the appropriate notice in writing (see iv below). ii) This form must be completed in full, signed and returned to The Pantiles Chambers. The first payment, including deposit is to be made in advance of the commencement date of the service. Future payments of the service will be in advance on the 1st business day of each month by Direct Debit. iii) Payment of the variable services fees (i.e. telephone calls, postage, stationery etc) will be by Direct Debit on or around the 1st of the month for items invoiced 1 calender month previous. Ie Nov 1st DD payment will cover the month of September iv) If invoices are unpaid 7 days after the due date then all services will be automatically withdrawn with notice to the client. Services will only be reinstated once The Pantiles Chambers has accepted an explanation for late payment. The client’s liability to pay for the service shall not cease during any temporary withdrawal of the service. v) One month’s notice is to be given in writing to The Pantiles Chambers should the client wish to cease its services. Initial term of 3 months. The Pantiles Chambers reserves the right to terminate the service upon giving the client one month’s notice in writing for whatsoever reason. vi) It will be assumed that the required service is to be renewed at the end of each period on a rolling contract basis unless The Pantiles Chambers receives the appropriate notice in writing from the client (see iv above). vii) The Pantiles Chambers reserves the right to charge the Client an administration fee on amounts outstanding. Further, The Pantiles Chambers reserves the right to charge the Client for any legal and/or debt collection costs incurred in collecting or attempting to collect arrears owed by the Client. viii) Clients not renewing the service will cease to have the right to use The Pantiles Chambers’ address, telephone and fax numbers. ix) Telephone numbers will be disconnected at the end of the service period, unless agreed otherwise with the centre. x) False information supplied on this form will cancel the service with immediate effect and any prior payment received (including deposit) will NOT be refunded. xi) Although clients’ personal information will not be divulged in the normal course of business, such information may be given to the authorities e.g., the Police, Trading Standards, etc, if requested by them. xii) The Pantiles Chambers Ltd shall not in any circumstances incur any liability for any loss or damage arising from the acts or omissions of its staff or its suppliers of telecommunications services, or any other third party supplier. xiii) Mail and messages received for unpaid service clients may be held pending payment for the service or returned to sender . NOTES: Standard price for personalised telephone answering allows for us answering up to 200 calls per month. If incoming calls exceed this amount, then additional charge becomes payable of £10.00 per 100 calls. All telephone calls made to the client, or patched to the client, will be charged accordingly at BT rates. All post repackaged for forwarding will be charged at the current postal rate + 25% handling fee. Charges will also be made for any stationery used (i.e. envelopes, etc). All labels used for redirection of mail will be charged at 75 pence per sheet of 14 labels. All faxes sent to, or received for the client will be charged in accordance with the Centre’s current rates. Signed………………………………………………………………………..….. Dated…………………………………….. .