Terms and Conditions

By accepting our services and/or purchasing goods you are contractually agreeing to GVG Brooks Equine Veterinary Practice's Terms of Business as printed below

Making payments

Cash, cheque and credit card (exc. American Express) are all accepted forms of payment at the practice.

Please do not send cash through the post.

Claiming a 5% discount off of your future invoices: by registering your credit card with us we can automatically take payment at the time of invoicing, and you will receive a 5% discount.

Credit terms are 30 days from date of invoice: we reserve the right to charge 5% interest fee on balances remaining unpaid 30 days after the date of the invoice.

Non-payment after 60 days: will result in court action, incurring debt collection fees which will be added to the total debt. We may also inform local Equine Veterinary Practices to make them aware of the reasons for legal action being taken to recover the debt.

Fees & Payment

  • All fees, consumables and drug charges are subject to VAT at the current rate.
  • Professional fee levels are determined by the time spent on a case, procedure(s) performed and according to the drugs, resources, materials and consumables used.
  • Details of our fees are available on request and a detailed invoice is provided for every consultation, procedure or transaction. Whenever possible we can give you an estimate of the cost (not a quotation) of treatment but this will only be approximate as variations and complications may arise resulting in further costs being incurred.
  • Out-of-hours fees are charged when a veterinary surgeon is called to attend to your horse outside of the normal office hours, which are 8.30 am - 5.30 pm Monday to Friday, excluding Bank Holidays.
  • There are occasions when we incur costs on your behalf, such as tests performed at specialist laboratories and these will be invoiced to you.
  • By requesting either in person or via an agent, for your animal to be treated, you will be responsible for our charges.
  • Failure to comply with payment terms may result in you no longer being able to have credit facilities with the Practice. All treatments will then have to be paid for at the time of appointment or the complete withdrawal of our services.

Inability to Pay

If, for any reason, you are unable to settle your account please call the office straight away to make us aware. Please be advised that instalments or part-payments of any accounts can only be sanctioned with the express permission of the Directors. Late payment interest fees will still be levied onto your account each month until the account is paid off in full.


In certain situations we understand that requests will be made by persons acting as your agent, such as stable manager or stable owner. We will assume, unless advised in writing by yourself, that they have your authority and are acting in your interest and on your behalf. Please notify us if you wish for someone to be able to call us out on your behalf, e.g. person looking after your horse, neighbour.

We cannot accept instructions from anybody under the age of 18 years.

It is the client’s responsibility to keep their account updated with current contact details.

Termination of Service

You can ask us to terminate treatment of your horse at any time, likewise we can stop treatment if you do not accept our advice, fail to pay your account within the 30 day period or if we are prohibited by law from doing any further work. Also we will stop treatment if the relationship between you and us unfortunately breaks down. On termination of work we will invoice you for any work already done and we reserve the right to hold your horses records, X-rays etc.

Pre-purchase examinations

Information pertaining to pre-purchase examinations remains the property of the individual instructing the Practice. If the horse being vetted is known to the Practice, should the prospective purchaser ask we have to disclose the full clinical history to them as known by us. Should this be prohibited by you, the Vendor, then we will decline to carry out the vetting for the prospective purchaser.


We can only prescribe medications for animals that are registered with our Practice and have been treated and/or inspected by one of the Practice's Veterinary Surgeons. To comply with current RCVS regulations we cannot supply medication or prescriptions without first seeing the animal.

The policy of this Practice is to re-assess any animal requiring repeat prescriptions at least every six months and you will be charged for the call-out charge together with a re-examination fee. This is to comply with new Government legislation and thus cannot be avoided.

We ask that you give us 24 hours notice when ordering repeat prescription drugs either for collection from the office or to be posted. All drugs must be approved by one of the Veterinary Surgeons before our Reception Staff are authorized to issue them to you and in some cases, we may have to order the drugs into stock so please do allow enough time. All drugs have to be paid for at time of collection or before being posted. Drugs posted out are sent by recorded delivery and there will be a charge to cover postage & packing at current Royal Mail rates based on size and weight.


It is your responsibility to submit claims to your insurer and to be reimbursed by them.

To defer this requirement, this will only be considered on the basis that the insurance form is signed so payment is made direct to this Practice and that your insurance company has agreed to the claim in principle. You will be required to pay the excess and any costs not covered by insurance and any part of the claim that has been rejected by your insurance company for whatever reason.

We are unable to liaise or negotiate with the insurance company on your behalf but we are happy to answer any veterinary queries where necessary free of charge. Please be aware that your insurance company will request the clinical history from us so do make sure you have answered all questions on the claim or renewal forms correctly with regard to any previous claims, treatments etc concerning the horse you are making the claim for. Any discrepancies may cause a delay or rejection of your claim. Stephen Brooks Equine Veterinary Practice accepts no liability if your claim should be rejected, either in part or full and will ask that any outstanding invoices be settled in full for any veterinary treatment we have given to your horse.

It is the responsibility of you, the policy holder, to ensure that your insurance company settles your account promptly and please be aware that you will be liable for any late payment surcharges on your account. Should the account remain unpaid for more than 60 days, we will ask you for full settlement to prevent any debt recovery action being taken.


Subject to our professional duties as Veterinary Surgeons, we reserve the right to make final decisions on treatment.

We retain the responsibility for radiographs and ultrasound scans, but at your request these can be forwarded to another Veterinary Surgeon.

‘Out of hours’ visits are when a Veterinary Surgeon visits out of normal office hours, which are: 8.30 am – 5.30 pm Monday to Friday, excluding Bank Holidays.


Once horses have completed their primary vaccination course, we will send text alerts for annual vaccinations as a courtesy. It is the owner’s responsibility to ensure that their horses are kept up to date with vaccinations, as marked in the horse’s passport. Please have the passport with you when the Veterinary Surgeon attends to administer a vaccination. If the passport is not present at the time, it is the owner's responsibility to present the passport for completion at a later date.

New clients

We accept new clients who have completed our registration form and given credit/debit card details for settlement of all invoices in the first 3 months and/or until an acceptable credit rating has been established.

Details, including relevant medical history, may be obtained from the previous attending Veterinary Surgeon, unless we are advised otherwise by you in writing.

Terms & Conditions may be revised from time to time and will be posted on the web site (www.stephenbrooksequine.co.uk). No variation to these terms and conditions will bind Stephen Brooks Ltd unless specifically agreed in writing.


Feel free to get in touch if you have any questions about our services

Email: gvgbrooksequine@gmail.com   Telephone: 01737 246109

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