Expenses Policy

360 LAW GROUP - EXPENSE POLICY

At 360 Business Law Limited, we place great importance on openness and fairness in the way we work with our clients. This policy explains the categories of expenses that may be charged to you. It also sets out how those costs are calculated, the steps we take to verify all expenses, and our commitment to seek your approval before incurring any substantial outlay.

1. Types of Expenses We Charge For

During the provision of legal services, it may be necessary to incur certain expenses on your behalf. These may include, but are not limited to:

Travel Costs

· Travel to attend meetings, court appearances, mediations, or other case-related activities.

· Includes public transport fares, economy-class airfares, and mileage allowances for personal vehicle use, charged at HMRC-approved rates.

Accommodation Costs

· Overnight stays may be required if your matter involves attending hearings, conferences, or other engagements in locations that necessitate travel.

· Reasonably priced accommodation will be selected to balance cost-efficiency and the need for professional standards.

Courier and Postage Fees

· For the secure and timely delivery of important documents, including those requiring a tracked or expedited service.

External Professional Fees

· Costs incurred for the engagement of third-party professionals, such as:

o Barristers or advocates

o Expert witnesses

o Consultants or specialists

o Translators or interpreters, where required.

Court and Filing Fees

· Fees payable to courts, tribunals, or regulatory authorities for filing legal documents or initiating proceedings.

Stationery and Printing

· Costs for large-scale printing, copying, or binding of legal documents, particularly in complex or document-heavy matters.

Search and Information Fees

· Charges for property searches, company searches, or other investigations required for your case.

Other Disbursements

· Any additional out-of-pocket costs directly attributable to the management of your matter, subject to prior agreement where significant.

2. Basis of Charging Expenses

We charge expenses strictly at cost. This means that we will only seek reimbursement for the actual expenses incurred on your behalf, without any mark-up, profit margin, or administrative fee. The following principles apply:

Travel Expenses

· Economy class is used for air travel unless otherwise agreed.

· Rail travel is charged at standard class rates, unless first class is necessary due to time constraints or work requirements.

· Mileage for private vehicle use is calculated at HMRC-approved rates, ensuring fairness and transparency.

Accommodation

· We select reasonably priced hotels or accommodation to minimise costs, ensuring they meet professional and safety standards.

Third-Party Fees

· Any charges from third-party professionals or vendors will be passed on exactly as invoiced to us.

3. Vouching and Transparency

We are committed to full accountability when it comes to expenses. To ensure transparency:

· Itemised Invoices: All expenses will be clearly detailed on your invoice, allowing you to see a breakdown of costs.

· Receipts and Supporting Documents: Every expense will be vouched with receipts, invoices, or other supporting documentation, which we can provide upon request.

· Reviewable at Any Time: You are entitled to request a full explanation or additional documentation for any expense charged to your account.

4. Obtaining Your Consent

We understand the importance of keeping clients informed about potential costs. To this end:

· Pre-Approval for Significant Expenses: For any individual expense or series of related expenses exceeding, we will seek your prior approval before proceeding.

· Budgeting for Ongoing Costs: In matters that are likely to incur predictable or recurring expenses, we will discuss an estimated budget with you at the outset and provide regular updates.

5. Managing Costs Efficiently

We take steps to ensure all expenses are necessary and represent value for money, including:

· Booking travel and accommodation in advance wherever possible to secure the best rates.

· Exploring cost-saving alternatives for services such as courier delivery or document printing.

· Regularly reviewing suppliers and vendors to ensure competitive pricing.

6. Dispute Resolution

If you believe that an expense charged to your account is inaccurate or unjustified, please contact us at accounts@360businesslaw.com. We are happy to discuss the matter, provide additional documentation, and work to resolve any concerns promptly.

We aim to provide clear and professional legal services while maintaining transparency and efficiency in all aspects of our billing practices. Should you have any questions or wish to discuss this policy further, please do not hesitate to reach out to us.