Terms and Conditions

Last Updated: 01 September  2025

These Terms and Conditions ("Terms") govern your use of the services provided by The Smoak Office ("we," "us," or "our"). 

By booking a service,  submitting payment, or otherwise engaging with The Smoak Office, you agree to the following Terms.

If you do not agree to these Terms, or have any questions reach out to info@thesmoakoffice.com. 

The Smoak Office provides a range of executive administrative assistant services, including but not limited to administrative support, scheduling, client communications, notary coordination, billing assistance, and general operations support. Services may be offered as hourly work (e.g. TSO Quick Assist) or by service packages rates (e.g. TSO Executive Support), as agreed upon during onboarding or initial consultation.

• All appointments and services must be booked in advance via approved scheduling tools or by written agreement.
• Clients may reschedule or cancel services with a minimum of 48 hours’ notice.
• Cancellations made with less than 24 hours’ notice may be considered non-refundable, as detailed below.

We understand emergencies happen. At our discretion, The Smoak Office may offer a courtesy reschedule for cancellations made under 24 hours in the event of documented emergencies.

• All services require payment online, either in advance or by agreed invoice terms.
• Payment options include major credit cards, PayPal, Venmo, and other approved processors.
• Invoices are due within terms listed on invoice issued unless otherwise agreed in writing.

Payments not received within terms as previously agreed are subject to a penalty fee. Contact billing@thesmoakoffice.com for more. 

• A late fee of 7% will be applied for the after 5 days past due date with justification for delays in payment in writing.  
• Continued non-payment may result in additional penalties, suspension or termination of services and potential legal or collection action.

• A non-refundable deposit of 25% of the total invoiced amount is required for retainer service bookings.
• If a service is cancelled after booking, the 25% deposit will be retained regardless of reason.
• No refunds will be issued for cancellations made less than 24 hours before the scheduled service.
• Refunds for unused time (in hourly packages) will be at the discretion of The Smoak Office and must be requested in writing within 7 days of service delivery.

To ensure service efficiency, clients agree to:

• Provide accurate and timely information required for service completion
• Communicate promptly regarding deadlines, expectations, and deliverables
• Abide by scheduled times and respect agreed-upon terms

Failure to comply may result in service delays or cancellation.

Unless otherwise agreed, all materials, templates, or systems provided by The Smoak Office remain our intellectual property and may not be reproduced, distributed, or used beyond the scope of the services contracted.

Work created on behalf of clients using their materials (e.g., emails, documents, or systems) are to considered exclusively client-owned.

The Smoak Office is not liable for:

• Losses incurred due to client delays or miscommunication
• System outages of third-party platforms (e.g., Calendly, PayPal, Venmo)
• Any indirect, incidental, or consequential damages related to services rendered

Our total liability is limited to the amount paid by the client for the specific service giving rise to the issue.

We reserve the right to terminate or suspend services at any time due to:

• Breach of these Terms
• Failure to pay
• Harassment, disrespectful communication, or other conduct deemed unprofessional

Clients may also terminate services with written notice. Applicable cancellation and refund policies will still apply.

These Terms are governed by the laws of the State of Florida, without regard to conflict of law principles. Any disputes will be resolved in accordance with the laws of this jurisdiction. 

The Smoak Office operates on a 4 days a week / 10 hours a day schedule - Monday through Thursday, from 9:00 AM to 7:00 PM EST.
We are closed on Fridays, Saturdays, and Sundays unless otherwise arranged in writing.

We observe all U.S. federal holidays and are unavailable for service on those dates, including but not limited to:

• New Year’s Day
• Martin Luther King Jr. Day
• Presidents' Day
• Memorial Day
• Juneteenth
• Independence Day
• Labor Day
• Columbus/Indigenous Peoples’ Day
• Veterans Day
• Thanksgiving Day
• Christmas Day

If work is specifically requested and agreed upon during a federal holiday or during scheduled time off, a holiday or compensatory time arrangement will apply. These must be confirmed in writing prior to service.

The Smoak Office may also take limited time off throughout the year with reasonable advance notice to clients. Service delivery schedules will be adjusted accordingly, and clients will be informed in advance.