Smooth Transitions Fredericksburg, LLC — Terms & Conditions

Terms & Conditions

Smooth Transitions Fredericksburg, LLC
Phone: (540) 847-2131
Email: Kim@stfburg.com
Website: www.stfburg.com

Thank you for choosing Smooth Transitions Fredericksburg, LLC. Our goal is to make downsizing, moving, estate, and home transition projects as organized and stress-free as possible. These Terms & Conditions help set clear expectations, protect everyone involved, and ensure each project runs as smoothly as possible.

By approving an estimate, scheduling services, making a payment, signing electronically, approving work through Jobber, or allowing Smooth Transitions to begin work, the client acknowledges that they have read, understood, and agreed to these Terms & Conditions.

These Terms & Conditions may be updated from time to time. The version accepted with your estimate, invoice, service agreement, or other written approval will apply to your project unless otherwise agreed in writing.

1. Services Covered

Smooth Transitions provides services that may include, but are not limited to, downsizing planning, sorting and organizing, packing, move coordination, clean-outs, estate liquidation, sale or auction coordination, donation/drop-off coordination, trash removal coordination, real estate-related support, and any other services requested by the client and agreed to by Smooth Transitions.

These Terms & Conditions apply to all services performed by Smooth Transitions unless a separate written agreement specifically states otherwise.

2. Estimates, Quotes & Project Scope

Estimates are based on the information available at the time they are prepared and are generally non-binding unless expressly stated in writing as a fixed-price quote. Final charges may vary based on actual labor, time required, volume of items, disposal or donation costs, third-party vendor fees, property conditions, client-requested changes, or other circumstances discovered during the work.

Estimates are valid for 30 days unless Smooth Transitions states otherwise in writing.

Any services, conditions, requests, items, labor, time, materials, equipment, disposal, vendor coordination, or access issues outside the approved estimate or project plan may result in additional charges. Smooth Transitions will disclose anticipated additional charges or a revised scope and obtain client approval before proceeding with the affected additional work, except where immediate action is reasonably necessary for safety, property protection, or prevention of further damage.

3. Deposits

Smooth Transitions may require a deposit for larger or more complex projects, including but not limited to estate liquidations, clean-outs, vendor coordination, projects requiring advance scheduling, or jobs requiring materials or significant preparation.

When a deposit is required, it may be partially refundable, less any time already spent, administrative work, materials purchased, vendor fees, scheduling costs, or other expenses incurred by Smooth Transitions before cancellation or project change.

4. Payment Terms

Payment is due within 7 days of the invoice date unless a different written arrangement has been made.

Smooth Transitions accepts payment by credit/debit card through Jobber, ACH/bank transfer, check, cash, Zelle, Venmo, PayPal, and any other method approved by Smooth Transitions in writing.

Invoices not paid within 14 days after the invoice date may be subject to a late fee of 10% of the outstanding balance. Smooth Transitions also reserves the right, where permitted by law, to recover reasonable collection costs, administrative fees, returned payment fees, court costs, attorney fees, and other expenses incurred in collecting overdue balances.

Clients may be responsible for returned check fees, failed payment fees, and card or processing fees where permitted by law.

5. Cancellations & Rescheduling

Clients are asked to provide at least 24 hours’ notice to cancel or reschedule services.

If less than 24 hours’ notice is given, the client may be responsible for time, labor, vendor fees, travel, materials, administrative work, or other costs already incurred by Smooth Transitions.

Smooth Transitions reserves the right to cancel, pause, reschedule, or modify services due to unsafe conditions, illness, weather, lack of access, hazardous materials, aggressive pets, nonpayment, or any other condition that makes the work unreasonable, unsafe, or outside the agreed scope.

6. Scheduling & Project Timelines

Smooth Transitions will make reasonable efforts to perform services according to the agreed schedule. However, any project schedule, completion date, or timeline provided by Smooth Transitions is an estimate based on the information available at the time and is not guaranteed unless expressly stated in writing.

Timelines may change due to project scope, property conditions, client decisions, access limitations, weather, staffing, emergencies, illness, vehicle issues, vendor delays, buyer activity, disposal or donation availability, or other factors outside Smooth Transitions’ reasonable control.

Smooth Transitions is not responsible for delays caused by waiting on client decisions, approvals, access, payments, documents, keys, codes, third-party responses, family member input, buyer activity, vendor availability, or other information or actions needed to continue the project.

7. Client Responsibilities

Clients are responsible for providing safe and timely access to the property, securing pets, disclosing known hazards, arranging access through security gates or building management, and ensuring required utilities, elevators, loading areas, parking, and other access points are available as needed.

Client is responsible for ensuring Smooth Transitions has permission and any required keys, access codes, gate codes, lockbox codes, garage codes, parking instructions, or building/security approvals needed to access and perform services at the property.

Clients are encouraged to identify, to the best of their ability, any items that should not be moved, packed, sold, donated, discarded, or otherwise handled. Smooth Transitions understands that some items may not be immediately identifiable, especially during downsizing, estate, or clean-out projects. Clients remain responsible for communicating known wishes, restrictions, sentimental items, valuables, documents, or items requiring special handling as soon as they become aware of them.

8. Valuables, Sensitive Items & Important Documents

Smooth Transitions will make reasonable efforts to set aside clearly identifiable valuables, cash, jewelry, firearms, medication, legal documents, financial records, family photos, personal records, and other sensitive items discovered during a project.

However, Smooth Transitions is not responsible for items that are hidden, unlabeled, not disclosed, not reasonably identifiable, or located in unexpected places. Clients are encouraged to remove or identify valuables, sensitive documents, personal records, medications, weapons, and other important items before work begins whenever possible.

Smooth Transitions understands that many items may carry sentimental, family, or personal significance beyond their market value. Clients are encouraged to identify these items as early as possible so they can be set aside or handled according to the client’s wishes. While Smooth Transitions will use reasonable care, any reimbursement or resolution for loss or damage will generally be based on the item’s reasonable fair market value, not sentimental or emotional value, except where otherwise required by law.

9. Reasonable Discretion During Projects

Once a client has approved a general project plan, Smooth Transitions may use reasonable professional judgment when sorting, packing, donating, selling, discarding, organizing, or otherwise handling ordinary household items, unless the client has specifically identified items to be excluded or handled differently.

This allows work to continue efficiently when the client is not present for every decision, while still respecting known client wishes, instructions, exclusions, and priorities.

10. Estate Liquidation, Resale & Unsold Items

Smooth Transitions does not guarantee sale prices, buyer interest, auction results, resale values, final proceeds, or that any particular item or group of items will sell. Market demand, item condition, timing, buyer availability, platform rules, and other factors outside Smooth Transitions’ control may affect results.

Unsold items may be donated, disposed of, left for the client, included in a clean-out, or otherwise handled according to the client’s instructions and the approved project plan. For ordinary household items, Smooth Transitions may use reasonable discretion when the client has approved the overall liquidation or clean-out plan.

Items of apparent significant value, sensitive documents, personal memorabilia, or items specifically excluded by the client will be set aside or handled according to client direction whenever reasonably identifiable.

11. Third-Party Vendors

Smooth Transitions may recommend, arrange, or coordinate third-party vendors as part of a project. These may include movers, haulers, cleaners, auction platforms, donation centers, junk removal companies, repair people, contractors, storage facilities, real estate-related vendors, or other providers.

Third-party vendor fees may either be paid directly by the client or paid by Smooth Transitions and billed back to the client, depending on the project and what is agreed in writing.

While Smooth Transitions will make reasonable efforts to work with reputable vendors, Smooth Transitions is not responsible for a third party’s performance, availability, scheduling, pricing, delays, damage, omissions, or failure to complete work. Any claims related to a third-party vendor’s services must be addressed with that vendor directly.

12. Hazardous, Unsafe or Special Conditions

Smooth Transitions understands that some projects involve challenging property conditions, significant accumulation of belongings, limited access, or circumstances that require extra care and planning.

Clients are responsible for disclosing known safety concerns, environmental issues, hazardous materials, pest activity, mold, biohazards, chemicals, medications, weapons, ammunition, illegal substances, structural concerns, unsafe utilities, or any condition that may require specialized handling.

Smooth Transitions reserves the right to pause, reschedule, modify the scope of work, or recommend a licensed or specialized provider if conditions are unsafe, undisclosed, beyond the agreed scope, or outside the services Smooth Transitions can reasonably provide.

Smooth Transitions will notify the client if undisclosed conditions, safety concerns, access limitations, hazardous materials, specialized disposal requirements, additional labor, equipment, PPE, third-party vendors, or additional time may result in charges beyond the original estimate or approved scope. Smooth Transitions will disclose the anticipated additional cost or revised scope and will not proceed with the affected additional work until the client approves the change, except where immediate action is reasonably necessary to protect safety, property, or prevent further damage.

13. Damage, Breakage & Service Concerns

Smooth Transitions will use reasonable care when handling client property. Smooth Transitions is not responsible for pre-existing damage, normal wear and tear, hidden defects, fragile or deteriorated items, improperly packed or unstable items, items not disclosed as requiring special handling, damage caused by third-party vendors, or damage resulting from unsafe or unsuitable property conditions.

For damage directly caused by Smooth Transitions’ team, Smooth Transitions may, at its discretion and where appropriate, offer repair, replacement, credit, or another reasonable resolution.

Any claims regarding damage, missing items, or service concerns must be reported to Smooth Transitions in writing within 24 hours of service completion or discovery. Smooth Transitions may not be responsible for claims reported after that time, especially when the property has been accessed, handled, moved, cleaned, occupied, or altered by others after services are completed.

14. Limitation of Liability

To the fullest extent permitted by law, Smooth Transitions’ liability for any claim related to services shall be limited to the amount paid by the client for the specific service giving rise to the claim.

Smooth Transitions shall not be liable for indirect, incidental, consequential, special, or punitive damages, including loss of profits, loss of sale proceeds, emotional distress, loss of use, or damages caused by circumstances outside Smooth Transitions’ reasonable control.

15. Insurance, Property Conditions & Utilities

Smooth Transitions maintains business insurance appropriate for its services.

Clients are responsible for maintaining homeowners, renters, property, estate, or other applicable insurance for the property and belongings involved in the project.

Clients are also responsible for keeping utilities active when reasonably necessary for safe access, lighting, heating/cooling, water, elevators, security systems, appliances, cleaning, inspections, vendor work, or completion of approved services.

Smooth Transitions is not responsible for delays, added costs, unsafe conditions, or incomplete services resulting from inactive utilities, lack of insurance, or property conditions outside Smooth Transitions’ control.

16. Items Left Behind or Requiring Additional Handling

Items or property remaining after completion of the agreed services will be handled according to the approved project plan or client instructions.

If additional visits, labor, storage, transportation, donation, disposal, vendor coordination, or handling are required for items left behind or not addressed within the approved scope, additional charges may apply.

Smooth Transitions will communicate with the client and obtain approval before performing additional billable work, except where immediate action is reasonably necessary for safety, property protection, or compliance with property access deadlines.

17. Photography, Video & Project Documentation

Client authorizes Smooth Transitions to take photographs and/or videos as reasonably necessary to document property condition, item condition, project progress, before-and-after results, inventory, packing, sorting, disposal, donation, resale, auction, or online listing activities.

By accepting these Terms & Conditions, the client authorizes Smooth Transitions to use project photographs and/or videos for documentation, resale, auction, online listings, marketing, website, social media, portfolio, training, or educational purposes.

Smooth Transitions will make reasonable efforts not to disclose private personal information, sensitive documents, addresses, identifying family information, or other confidential details without additional permission.

18. Privacy & Confidentiality

Smooth Transitions may encounter private, personal, financial, medical, legal, family, estate, or property-related information during a project.

Smooth Transitions will make reasonable efforts to protect confidential information, including personal documents, financial records, medical papers, estate documents, access codes, keys, security information, and family details.

Clients are encouraged to remove or identify sensitive materials in advance when possible. Smooth Transitions may share limited information only as reasonably necessary to perform services, coordinate vendors, process payments, comply with law, or complete authorized project tasks.

19. Electronic Communication & Approval

Client agrees that Smooth Transitions may communicate by phone, voicemail, text message, email, Jobber notifications, electronic documents, and electronic signatures.

Client agrees that electronic approvals, signatures, written confirmations, text messages, email approvals, Jobber approvals, or other written electronic communications may be used to confirm estimates, changes in scope, scheduling, authorizations, and acceptance of these Terms & Conditions.

20. Authority to Authorize Services

Client represents that they have the legal right, ownership interest, authority, or permission necessary to authorize Smooth Transitions to perform the requested services, including sorting, packing, moving, selling, donating, discarding, coordinating vendors, accessing the property, handling items, or making decisions under the approved project plan.

Client agrees to indemnify and hold Smooth Transitions harmless from claims, disputes, or losses arising from competing ownership claims, family disputes, lack of authority, or instructions given by someone who did not have proper authority.

21. Primary Contact & Decision-Maker

Client agrees to identify one primary contact or authorized decision-maker for the project. Smooth Transitions may rely on instructions, approvals, authorizations, and decisions provided by that person unless Smooth Transitions receives written notice of a change.

Client is responsible for resolving any disagreements among family members, heirs, owners, agents, occupants, or other interested parties. Smooth Transitions is not responsible for delays, disputes, losses, or conflicting instructions resulting from disagreements among interested parties.

22. Right to Refuse or Discontinue Service

Smooth Transitions reserves the right to refuse, pause, reschedule, or discontinue services if a client, occupant, guest, family member, buyer, neighbor, or other party engages in abusive, threatening, harassing, discriminatory, unsafe, unlawful, or unreasonable conduct; misrepresents project conditions; fails to provide required access or approvals; fails to make required payments; or otherwise creates conditions that prevent Smooth Transitions from safely, professionally, or reasonably performing the services.

23. Professional Services; No Guaranteed Outcomes

Smooth Transitions will perform services in a professional manner and with reasonable care.

However, Smooth Transitions does not guarantee specific outcomes, including sale proceeds, buyer interest, donation acceptance, disposal availability, move timelines, property sale results, or a particular organizing, downsizing, or liquidation result.

24. Indemnification

Client agrees to indemnify, defend, and hold harmless Smooth Transitions, its owners, employees, contractors, and representatives from claims, damages, losses, expenses, fees, disputes, or liabilities arising from the client’s inaccurate or incomplete information, lack of authority, conflicting instructions, family or ownership disputes, undisclosed hazards or property conditions, third-party vendor issues, client-selected service providers, client breach of these Terms & Conditions, or actions taken by Smooth Transitions in reasonable reliance on the client’s instructions or approvals.

25. Dispute Resolution

Smooth Transitions encourages clients to contact us promptly with any concerns so we can attempt to resolve the matter informally and in good faith.

If a dispute cannot be resolved informally, the parties agree to consider mediation before pursuing litigation, unless urgent legal action is necessary.

These Terms & Conditions and any services provided by Smooth Transitions shall be governed by the laws of the Commonwealth of Virginia, without regard to conflict-of-law principles. Any dispute that cannot be resolved informally or through mediation shall be handled in the appropriate court in Virginia, unless otherwise required by law.

26. Collection Costs & Attorney Fees

If Smooth Transitions must pursue collection of unpaid balances, client agrees to be responsible for reasonable collection costs, administrative fees, returned payment fees, court costs, attorney fees, and other expenses incurred to the extent permitted by law.

27. Acceptance of Terms

By approving an estimate, scheduling services, making a payment, signing electronically, approving work through Jobber, communicating approval by text or email, or allowing Smooth Transitions to begin work, the client acknowledges that they have read, understood, and agreed to these Terms & Conditions.

Smooth Transitions appreciates the opportunity to assist with your project and looks forward to helping make your transition as smooth, organized, and manageable as possible.