Terms & Conditions

Mediation Matters Midlands Ltd
(All fees include VAT unless stated otherwise)
These Terms and Conditions set out the basis on which Mediation Matters Midlands Ltd (“we”, “us”, “the mediator”) provides family mediation and related services. They apply to all clients who engage with our services.
By booking, attending or requesting a MIAM, mediation session, documentation or related service, you agree to be bound by these Terms and Conditions.
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1. Fees and Payment
All fees are charged per person unless stated otherwise and are payable in advance unless agreed in writing.
Failure to make payment may result in cancellation, postponement or suspension of services.
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1.1 Virtual Mediation (Online)
• MIAM (60 minutes): £125
• Standard mediation session (90 minutes): £200
• Co-mediated session (90 minutes): £300
• Session extensions: £133 per person per additional hour (where agreed)
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1.2 In-Person Mediation
• MIAM (60 minutes): £150
• Standard mediation session (90 minutes): £250
• Co-mediated session (90 minutes): £350
• Session extensions: £133 per person per additional hour
• Travel time and mileage are charged at cost where applicable
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1.3 Documentation Fees
• MIAM certificate (FM1, C100 or Form A): £75
• Statement of Outcome: £125
• Memorandum of Understanding (MOU): £250 per person
• Open Financial Statement (OFS): £250 per person
• Parenting Plan: £100 per person
Documentation work is chargeable unless funded by Legal Aid and is payable in advance unless agreed otherwise in writing.
A request for documentation, whether made in writing, verbally during a session, or by conduct, constitutes an instruction to proceed and acceptance of the applicable fee.
Once documentation work has been requested and an invoice raised, the fee becomes payable in full, regardless of whether the document is subsequently used, filed with the court, or the mediation process concludes.
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1.4 Child-Inclusive Mediation (Private Fees)
Where Child-Inclusive Mediation is planned from the outset:
• Preparation, organisation and administration:
– £133 per person (one child)
– £25 per person for each additional child
• Child meeting: no additional charge
• Feedback and joint mediation session (1 hour): £133 per person
• Additional child meeting if required: £25 per person administration only
• In-person meetings: travel time and mileage charged at cost
Where Child-Inclusive Mediation is introduced during mediation:
• Preparation within an existing session: £25 per person administration
• Child meeting: no additional charge
• Feedback and mediation session: £133 per person
• Additional child meeting if required: £25 per person administration only
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1.5 Formation of Contract and Acceptance of Charges
A binding contract for mediation services and related work is formed when a client books, attends, confirms attendance, or requests chargeable work, including documentation.
Where an invoice is issued in respect of requested services and no objection is raised within 24 hours, this will be treated as acceptance of the charges and instruction to proceed.
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2. Administrative Commitment Fee
An administrative commitment fee applies to privately paying parties only, including in cases where the other party is legally aided and in cases where a Family Mediation Voucher is used.
• £25 per person per session (privately paying party)
• £35 per person per session where a Family Mediation Voucher is used
This fee covers safeguarding checks, preparation, correspondence, scheduling, file setup, case management and, where applicable, voucher administration.
No administrative commitment fee or other charge is payable by legally aided clients for services covered by Legal Aid funding.
The administrative commitment fee is payable in advance.
Payment of the administrative commitment fee confirms the booking for the privately paying party.
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3. Cancellations, Rescheduling and Non-Attendance
3.1 Cancellations
• More than 48 business hours’ notice: £25 per person (administrative fee only)
• Within 48 business hours: 50 percent of the session fee plus the administrative fee
• Within 24 business hours or non-attendance: 100 percent of the session fee plus the administrative fee
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3.2 Rescheduling
• More than 48 business hours’ notice: no additional charge (administrative fee stands)
• Within 48 business hours: 10 percent of the session fee plus the administrative fee
• Within 24 business hours: 20 percent of the session fee plus the administrative fee
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3.3 Responsibility for Charges
Where both parties agree to cancel or reschedule, charges are split equally.
Where one party cancels, fails to attend or requests amendment, that party is responsible for the full charge.
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3.4 Business Hours
Our business hours are 9:00am–5:00pm Monday to Friday.
Notice given outside these hours is deemed received at 9:00am on the next business day.
Administrative commitment fees are non-refundable in all circumstances.
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3.5 Legal Aid and Mixed-Funding Cases
Where mediation is funded wholly or partly by Legal Aid, cancellation, rescheduling and non-attendance charges apply only to the privately paying party, where lawful and applicable.
No cancellation, administrative or other charges will be applied to legally aided clients for services covered by Legal Aid funding.
Where a session cannot proceed because Legal Aid authority has not been confirmed, this will be treated as an administrative postponement and no cancellation charge will apply.
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4. Family Mediation Voucher Scheme
Where children’s arrangements are being discussed, clients may be eligible for the government Family Mediation Voucher Scheme. The voucher provides a contribution of up to £500 towards the cost of joint mediation sessions.
The voucher:
• contributes towards mediation session fees only
• does not cover MIAMs, preparation, administration, safeguarding work, child meetings, travel or documentation
• does not guarantee a specific number of mediation sessions
• may only be applied to sessions that take place
Mediation is usually structured as a short process rather than a single meeting. Where a voucher is used, follow-up mediation should normally take place within 4 weeks of the initial joint session unless otherwise agreed in writing.
The voucher is claimed once per mediation case and applied after eligible mediation sessions have taken place. Any remaining costs are payable privately.
Where a Family Mediation Voucher has been allocated and a session is cancelled or unattended without adequate notice, the party responsible for the cancellation or non-attendance will be personally liable for the session cost, as the voucher cannot be reclaimed, reallocated or reused.
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5. Legal Aid
We accept legally aided family mediation where one or both parties are financially eligible.
Legally aided mediation is delivered in conjunction with Children First Mediation, who hold and operate the Legal Aid contract with the Legal Aid Agency. Services funded by Legal Aid are processed for payment by Children First Mediation.
Mediation services funded by Legal Aid will only proceed once Legal Aid eligibility has been confirmed and the appropriate authority, including a valid M7, is in place.
Where one party is eligible for Legal Aid:
• the MIAM is covered for both parties
• the first joint mediation session is covered for both parties
• further sessions for a non-eligible party are privately funded unless covered by another scheme
Where a MIAM or other service has been paid for privately and Legal Aid eligibility is confirmed at a later stage, fees already paid are not automatically refunded. Any such payment will be held as a credit and applied to work not covered by Legal Aid funding.
We reserve the right to postpone, reschedule or decline to proceed with mediation sessions where Legal Aid authority has not been confirmed or where funding arrangements are unclear.
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6. Payment Plans
Payment plans may be agreed for documentation work only.
Requests must be made at least 72 hours in advance and must be completed within three months.
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7. Communication
We may contact you by email, telephone, text message, WhatsApp or post.
Verbal agreements will be confirmed in writing where appropriate.
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8. Confidentiality and Data Protection
Mediation is confidential except where disclosure is required by law, there is a safeguarding concern, or there is a risk of harm.
Personal data is handled in accordance with data protection legislation. Data may be retained for supervision, audit, regulatory and record-keeping purposes.
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9. Conflicts of Interest
We will not provide mediation where a conflict of interest exists. Any potential conflict will be disclosed and mediation will only proceed with informed written consent.
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10. Third Parties
Independent professionals may only participate with the consent of both parties. We are not responsible for their advice, actions or fees.
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11. Complaints
Concerns should be raised with us in the first instance.
If unresolved, our written complaints procedure is available on request.
Where appropriate, complaints may also be referred to the Family Mediation Standards Board.
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12. Use of AI in Online Mediation
We may use secure AI tools to assist with summarising and note-taking.
Data is stored securely and not shared with third parties.
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13. Intellectual Property
All materials produced remain the copyright of Mediation Matters Midlands Ltd and may not be reproduced without permission.
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14. Website Disclaimer
Information on our website is for general guidance only and does not constitute legal advice.
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15. Governing Terms
These Terms and Conditions apply to all services provided by Mediation Matters Midlands Ltd and are incorporated into any Agreement to Mediate signed by clients.
They apply subject to Legal Aid Agency regulations and the requirements of any applicable public funding scheme.