Your business document specialists

terms of trade, contractor/employment agreements

privacy policies and bespoke contracts

professionals, manufacturers, construction companies – large or small, we can help

understanding your needs through our experience

customised to your business, easy to follow

designed to build trust between you and your customers

Our Services

Terms of trade

Our Services

Privacy policy and procedures

Our Services

Contractor and employment agreements

Our Services

Bespoke contracts

OUR EXPERTISE

How we can help

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We make business documentation easy so you can focus on getting on with the job. New Zealand owned and operated, with over 40 years combined experience, we understand what it takes to be a good business across a wide range of industries.

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Business Documents New Zealand specialise in providing companies with a suite of essential documents – customised to your business, easy to follow, designed so you are compliant and can manage risk with confidence.

Get In Touch

Contact us for your free, no-obligation consultation. Upload a document for us to review for free, with no obligations.

WHAT WE DO

Our Services

Our comprehensive range of documentation is tailored to meet the unique requirements of your business, covering the following and more

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Services

Terms of trade

Your terms and conditions are the foundation of your business. We produce precise terms outlining your businesses rules of engagement, so everyone knows where they stand.

Do business with confidence and enjoy the security of tailored terms of trade whatever your business

Mitigate risk and avoid unforeseen liabilities and costly disputes with expertly crafted documentation

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Services

Privacy policy and procedures

In today’s digital age, protecting personal information is crucial. We can help you navigate the complexities of the Privacy Act 2020 and ensure compliance.

Understand the Privacy Act and how it affects your business

Develop privacy statements that clearly state how personal information is collected, used and protected

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Services

Contractor and employment agreements

Our agreements help you create trust and boundaries, essential to sound working relationships.

Reduce risks with watertight policies and tailored agreements

Ensure compliance with New Zealand’s complex employment laws

Understand the difference between independent contractors and sub-contractors, and how they affect your agreements

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Services

Bespoke contracts

For professionals, such as accountants, standard contracts often fail to address their specific needs. Our custom-made contracts provide the detail you require.

Enjoy specificity with documentation tailored to you and your business

Confirm compliance with contracts that adhere to the latest NZ legal standards and code of ethics

Meet Us

About Us

We’re a New Zealand owned and operated business with over 40 years combined experience in creating high-quality documentation tailored to our clients’ needs.

Our dedicated team is located throughout New Zealand with specialists across a wide range of industries, from accountancy to construction, and manufacturing to e-commerce.

We understand the value of great, user-friendly documentation, and the impacts on you and your business without it.

Let us handle your documentation needs so you can focus on what you do best – running and growing your great business.

Contact us today for a free, no-obligation consultation.

Contact Us

FREQUENTLY ASKED QUESTIONS

FAQs

How do I disclose my terms and conditions?

Disclosure of the terms and conditions should occur at the time the quotation or proposal is presented to your client or at the very least before an invoice is issued as this is seen “after the fact” (where the goods have been supplied or the services have been provided) and would be more difficult to enforce.

Do I need a signature on my quotes or credit application?

Yes, this forms your legally binding contract between the two parties and is a requirement if you decide to execute a PPSA registration, you need a signed contract under the PPSA legislation.

Should I get the quote signed every time?

Yes, this gives clear guidelines between both parties and entitles you to enforce your terms and conditions (i.e. add default interest and costs, should you need to pursue any debt for recovery).

You can proceed with supply of good or services based on verbal contract approval but does leave you exposed, if you decide to pursue the dealt through the court, you would only be able to seek statutory interest and any court awarded costs i.e. statement of claim costs etc.

Should I be giving out staff or trade references when people call and ask for them?

Only if the party requesting such information has written consent from the relevant party the information is about, detailing that they have the right to collect such information, otherwise the answer is “No”, if given without consent, this would be a breach of the Privacy Act 2020.

What happens if one of my clients sells their business, do I need to get the new owners to resign my T&C’s

Yes, you are dealing with a new legal entity, and you need to ensure they have accepted your terms and conditions to be able to enforce any conditions.

Website Terms of Use, what happens if my documents are stored in “the Cloud” (hosted on Google Cloud Platform) and not in one specific location?

This means that there is a worldwide network of servers not just one for your website storing your information – your web developer would need to provide a link that once clicked would direct your website visitor to the locations as to where the various servers are.

I have more than one trading name with each entity having the same legal entity/trust behind them. Can I have one set of terms and forms to cover all entities?

Essentially yes, however, it will depend on what your entities do i.e. goods and services or hiring goods, then in this instance the answer would be no, you would require separate terms and forms.

Secondly, if the trading entities do the same business activity, then the terms and the forms could have the additional trading names and just display on the forms tick boxes to establish who the customer is to deal with.

Thirdly, Personal Guarantees we would recommend that the trading entities have their own Personal Guarantees completed, this document needs to be executed without confusion, so it clearly outlines the obligations of the party entering into the guarantee and whom the guarantee is to be in favour of.

Can I just use a web link to affect disclosure of my terms and conditions?

Yes sending the likes of a Text Message with a link to your terms and conditions via your website is acceptable disclosure, however, if you wish to execute a PPSA registration we would recommend you obtain a signed contract with your Client as a signed contract is required under the PPSA legislation.

Furthermore, we would recommend you use the following wording with this form of disclosure, so there is a clear message and an electronic footprint that the terms and conditions were provided later, should you need to rely on such disclosure for debt recovery.

“This quote provided by Text Message, as well as our Terms and Conditions for disclosure, (which is effected via our attached web link), shall be deemed to be accepted, upon your returned approval Text Message, regarding this said quote”.

How do I become a secured creditor?

You become a secured creditor once you complete a PPSA registration on the Personal Property Security Register. For a registration to be valid you require a signed contract between two parties that allows the right for the Seller to execute a PPSA registration based on the content within the terms of that contract.

Can I go and repossess my goods if they are not paid for?

Yes, but you do need to have in place a valid PPSA registration, this validates true title and the true owner.

How long should I wait to start chasing a client that hasn’t paid and what processes can I use?

Firstly, it will depend on your payment terms i.e. 20 days EOM or 14 days from date of invoice, one day over that period, then the monies due technically becomes a debt in real terms and subject to default interest and administration fees etc, enforceable, in accordance with your terms and conditions, at your discretion.

The first step in the process would be to issue an overdue notice, this would read in accordance with your terms and it would also be useful to supply a copy of the terms and conditions again at this stage, pointing out the consequences of non-payment.

You may decide to give at the most another payment term, as cover in the terms before you consider to submit to a debt collection agency for debt recovery. The earlier this notice is issued, the better, it will reduce your risk exposure for your business cashflow.

What do I do if a client is disputing an account and not paying me?

Your terms cover that the client is not entitled to set-off or deduct from the account, any sums owed or claimed to be owed to the client nor withhold payment of any invoice because part of that invoice is in dispute, therefore, they need to make full payment of the account and once reviewed by the you, if a credit is due then it can then be passed or refunded.

Disputed accounts should be dealt with priority, to limit your down time in reaching a resolution, time is money which can affect your bottom-line margin.

Can I stop work in the middle of a contract if I’m not being paid?

Yes, upon issuing notice first, in the form agreed between both parties (i.e. written, email, post etc), thereby the defaulting party is aware of the timeline in which to rectify before the contract is terminated. It is important that such notice is provided.

What would I be best to do, if my customer crosses out some clauses in my terms and conditions?

At this stage this becomes a counteroffer, until you accept, it is important to address any suggested changes as such changes could lead to risk exposure for your business, ie, if they cross out the PPSA clause, we would not recommend accepting this, as you would not be able to execute a registration over your goods supply that shows where ownership lies. Previously you could rely on the Rompala Clause (Title) but now law requires that there needs to be a PPSA registration as well as the title clause.

TESTIMONIALS

What people say about us

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Easy to follow instructions to help us implement our new documents. Happy with what we received – would recommend

Emma

ACCOUNTING NOW LTD

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Professional and provided exactly what we were looking for

Gavin

APEX ELECTRICAL AND COMMUNICATIONS

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Thanks, Brendan for all your help and guidance, sitting with us and helping us embed these new contracts and processes in our business has been a great help, I’d recommend you to anyone.

Dean

MOTHER HUBBARD’S CUPBOARDS