V
IRTUAL OFFICE SERVICES
What could be more off-putting to your clients than being greeted by
a recorded message, a redirection to a mobile phone, or even not
receiving an answer at all?
You could be losing business without even knowing it!
Our professional and friendly team offer flexible and personalised
services to suit your business.
First impressions are important, so leave them to us
Flexible, tailored services to suit and support your business
Phone:01892 506960
Fax:01892 547120
[email protected]
www.pantileschambers.com
85 High Street,
Tunbridge Wells
Kent TN1 1XP
YOUR DEDICATED PROFESSIONAL RECEPTIONIST
FROM £40 PER MONTH
Professionally answered calls in your own company name
We screen your calls, as we answer and action them as you specify 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 numberTHE 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 25 years: we know all our clients and their businessGIVING YOUR CLIENTS THE RIGHT IMPRESSION...
Registered Address • Mailing Address
Prestigious address Great first impression Mail receptioned daily Mail forwarded to you or held at reception for you to collect
Fax Service / Bureau
Publish our fax number on your stationery Your faxes managed in receptionMeeting Room Hire
Hire our meeting room via a simple phone callMeeting room available at hourly or daily rates
PERSONALISED TELEPHONE ANSWERING SERVICES
Monthly Charge Excl VATYour calls answered in your company name, call rerouting and messages delivered via email or text.
Package 1 - Standby service: Up to 20 calls per month £25
Package 2 - Low Volume: Up to 40 calls per month £40
Package 3 - Medium Volume: Up to 100 calls per month £75
Package 4 - High Volume: Up to 200 calls per month £95
Package 5 - diary management : Up to 200 calls & diary management £115
Holiday Cover: £35 per week
Telephone setup fee (one-off fee on signing): £25
MAILING ADDRESS SERVICES
Company registered address (fee per annum): £55
Mail Redirection: £39
Mail Collection: £33
SPECIAL OFFER PACKAGES
Virtual Package: Telephone answering (up to 200 calls) + mailing address £99
40/40 deal: up to 40 calls + mailing address £40
MEETING ROOM...
Client hire price: £10 per hour, £30 per half day and £50 per day
VIRTUAL OFFICE SERVICES @ THE PANTILES CHAMBERS
Specialist in Virtual and Serviced Offices
VIRTUAL OFFICE APPLICATION FORM
Important: Please complete all sections relevant to your companyDetails 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: . . . . . . . . . ..
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
Mail and Post Instructions
Collection Method (please tick)
Centre to forward post
You will call the centre
You will collect
post Other
Forwarding Days (please
tick) Monday Tuesday Wednesday Thursday Friday
Forwarding address
Telephone Answering Instructions
Greeting message to your callers Call forwarding Instructions No forwarding Messages only
Do you have any particular call forwarding instructions?
Forwarding callers to you
Contact Name Telephone
Number
Mobile Number Email address Other
Information Contact 1
Contact 2 Contact 3
Message Taking and Delivery Instructions
Messages Delivery Method
When you are unavailable or want messages taken, how would you like us to deliver them to you?
Method (Please tick)
Email Text Voicemail Client to collect
messages at reception Frequency
(Please tick)
When message taken
End of day On demand
(when you call the centre)
Giving Out information to Your callers
Giving out your details
Your personal information will not be given out until you specify otherwise Mobile
Number
Yes No Certain cases/ callers only (please specify)
Email-website address
Yes No Website address:
Other
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………..
