Professional Consulting Terms & Conditions

Agreement and acceptance

These Professional Consulting Terms & Conditions (“Terms”) apply to paid professional services provided by Insight Arbor LLC (“Insight Arbor”) when incorporated into an estimate, proposal, work authorization, or other agreement accepted by the client (“Client”). An estimate or proposal identifies the particular services, project, fees, and any project-specific conditions.

The agreement consists of the accepted project document, these Terms as identified in that document, and any written amendments accepted by both parties. If a specifically agreed project provision conflicts with these general Terms, the project-specific provision controls. Merely viewing this page or submitting a website inquiry does not create a paid consulting engagement.

Scope of professional services

Services may include arborist consultations, tree condition assessments, tree risk assessments, arborist letters and reports, tree care prescriptions, tree protection planning, oak resources and development review, inventories and GIS mapping, vegetation and defensible-space consulting, planting and establishment monitoring, or other services specifically authorized in writing.

Only the work identified in the accepted scope is included. Unless expressly included, services do not encompass tree removal, pruning, construction, surveying, engineering, legal advice, permitting decisions, or ongoing surveillance of site conditions. An initial consultation does not automatically include a written report, a TRAQ assessment, or additional site visits.

Client authorization and scope changes

The Client represents that they own the property or have authority to request the services and arrange lawful site access. The Client will identify relevant property boundaries, restrictions, known hazards, prior reports, plans, and project requirements reasonably available to them.

Additional services may be discussed and authorized during an on-site visit. Before proceeding, Insight Arbor will communicate the proposed additional scope and applicable fee. Approval may be recorded by an updated estimate, email, text message, signed work authorization, or other written confirmation. Where material changes affect a previously accepted QuickBooks estimate, a revised estimate may be issued for acceptance. Unapproved additional services are not part of the original engagement.

Fees, prepayment, and delivery

On-site consultations. The stated minimum consultation fee must be paid in full before Insight Arbor arrives at the site. Additional time or services requested during the visit are billed at the rates or amounts communicated and authorized for that additional work.

Reports and other deliverables. All fees associated with the applicable authorized services must be paid in full before final reports, letters, prescriptions, maps, GIS datasets, plans, or other deliverables are released. Insight Arbor may issue an invoice when work is complete and hold delivery until payment is received and processed. Any deposits, progress payments, or other payment milestones will be identified in the project-specific estimate or agreement.

Additional charges. Travel, agency fees, specialized testing, third-party expenses, or other costs are charged only when identified in the accepted scope or subsequently authorized. No automatic late-payment interest, cancellation penalty, or nonrefundable fee is created by these general Terms.

Assessment limitations and changing conditions

Tree assessments are observations and professional opinions based on the agreed level of inspection, accessible portions of the tree and site, available information, and conditions at the time of evaluation. Unless expressly authorized, evaluations may exclude aerial inspection, excavation, invasive testing, subsurface investigation, laboratory analysis, or concealed defects.

Trees and sites are dynamic. Weather, decay, pests, disease, construction, changes in soil or water conditions, and other factors may alter tree condition or risk after inspection. No assessment can identify every defect or eliminate all risk, and no particular tree survival, failure-free period, or outcome is guaranteed. Recommendations may require reevaluation if conditions materially change.

Professional care and independent judgment

Insight Arbor will perform authorized consulting services using reasonable care and professional judgment consistent with the agreed scope and generally accepted arboricultural practices applicable to the work. Professional findings and recommendations reflect the information available and are not contingent upon the Client obtaining a preferred result.

Unless expressly stated in a project-specific agreement, Insight Arbor does not guarantee approval of a permit or application, acceptance of a report by an agency, a particular construction outcome, or the success of recommended treatment. Governmental agencies and other decision-makers retain their own authority.

Site access, safety, and other parties

The Client will provide safe and reasonable access, identify known hazards and access restrictions, and obtain necessary permissions from property owners or occupants. Insight Arbor may postpone or limit work when access, weather, site conditions, or safety concerns make performance impractical.

Insight Arbor provides consulting and observation services, not control over contractors' construction methods, employee safety programs, equipment, excavation, traffic control, or compliance duties. Contractors and property owners remain responsible for their own work and obligations. A site observation or monitoring visit is limited to the time, location, and scope documented; it does not constitute continuous supervision or certification of all work.

Deliverables, permitted use, and records

Reports, plans, photographs, maps, and other materials are prepared for the Client and the identified project or purpose. Once paid for, the Client may use and provide final deliverables to their designated contractors, designers, property representatives, insurers, or reviewing agencies as reasonably needed for that purpose, subject to applicable law and any project-specific restrictions.

Deliverables should be shared in full, including relevant limitations and qualifications, and not materially altered or presented out of context. Reliance by an unrelated third party for another property, project, or purpose requires Insight Arbor's prior written authorization. Insight Arbor retains ownership of its pre-existing methods, templates, and general know-how; ownership or licensing of any specialized datasets or other project materials may be addressed in the project scope.

Drafts and working materials are not final deliverables. Insight Arbor may retain project records in accordance with reasonable business, professional, and legal recordkeeping practices. Agency submissions may become subject to applicable public-records laws.

Scheduling, delays, and termination

Dates and delivery estimates depend on access, weather, project complexity, Client responses, third-party information, and other conditions. The parties will communicate reasonably about material scheduling changes. If the scope is suspended or terminated, the Client remains responsible for authorized services actually performed and approved expenses incurred through the effective date of termination, subject to applicable law and any specific written agreement.

Any cancellation or rescheduling fee must be separately disclosed and accepted; these Terms do not impose one automatically. Any refund or credit for prepaid services not performed will be determined based on the agreed scope, work completed, expenses properly incurred, and applicable law.

Communications, disputes, and governing law

The parties will first attempt in good faith to resolve questions about scope, payment, or deliverables through direct communication. These Terms are governed by California law, subject to any mandatory legal rules that apply. They do not require arbitration, waive statutory rights, or establish a general limitation of liability.

Notices concerning a project may be provided using the contact details in the accepted estimate or proposal. If a provision is unenforceable, the remaining provisions will continue to apply to the extent permitted by law. Changes to these Terms will not retroactively modify an already accepted engagement unless the parties agree to the change.

Version, contact, and questions

Document version: 1.0 — Draft for adoption October 27, 2026. The effective date should be confirmed when these Terms are approved for use. The version referenced in an accepted estimate or agreement governs that engagement; later website updates do not automatically replace it.

Questions about these Terms or a proposed scope should be raised before accepting an estimate.

Insight Arbor LLC
info@insight-arbor.com
(530) 207-0365