Business contractsAgreement
Maintenance agreement template
Agree an ongoing maintenance contract for equipment or a building: what is serviced and how often, response times for breakdowns, which parts and labour the fee covers, the price and what falls outside the agreement.
Opens in the Salsox editor with 6 signing fields already placed for Service provider and Client. Add their emails and send. The free plan sends 3 documents a month.
Who signs
- Service provider (you)
- Client
Preview
Maintenance Agreement
This agreement is made on 24 October 2026 between Coolpoint HVAC Services Ltd (the "Provider") and Meridian Foods Ltd (the "Client").
1. Equipment and site
The Provider will maintain two rooftop air-handling units and four split air-conditioning systems, listed in schedule 1 (the "Equipment") at Unit 9, Calder Business Park, Wakefield WF2 7AW.
2. Planned maintenance
The Provider will make four planned visits a year, one each quarter to inspect, clean, test and service the Equipment to the manufacturer's recommendations, and will give the Client a written report after each visit.
3. Breakdowns
The Client may report a fault at any time. The Provider will attend within 8 working hours of a call and will use reasonable efforts to fix the fault on the first visit.
4. Fee and what it covers
The fee is GBP 3,600 plus VAT, invoiced quarterly in advance. It covers labour for planned visits and breakdown call-outs during working hours, and filters, belts, fuses and refrigerant top-ups. Other parts are supplied at the Provider's list price, with the Client's approval before fitting. Call-outs outside working hours are charged at the Provider's published rates.
5. Exclusions
The fee does not cover damage from misuse, accidents, power failure or work by others; equipment not in schedule 1; replacing compressors, motors or other major components; or changes required by new regulations. The Provider will quote for these separately.
6. The Client's duties
The Client will give safe access to the Equipment, report faults promptly, and not allow anyone else to work on the Equipment during this agreement without telling the Provider.
7. Term and renewal
This agreement starts on 1 November 2026 and runs for one year. It renews for a further year unless either party gives 60 days' written notice. The Provider may change the fee at renewal by giving 60 days' notice.
8. Liability
The Provider is liable for loss caused by its negligence, up to the annual fee, and not for indirect loss or loss of production.
Signatures
Provider: Signature · Service provider Date: Date · Service provider Name: Name · Service provider
Client: Signature · Client Date: Date · Client Name: Name · Client
These templates are general starting points, not legal advice. Laws differ between countries and states: check that a template suits your situation, or ask a lawyer, before you rely on it.
About the Maintenance agreement template
A maintenance agreement replaces one-off call-outs with a planned arrangement: the provider services the equipment on a schedule and responds to breakdowns within an agreed time, for a fixed fee. For the client, it keeps equipment running and makes the cost predictable; for the provider, it is recurring work.
This template lists the equipment covered, the planned visits, the response time for faults, what parts and labour the fee includes, and the exclusions that are charged separately, such as damage, misuse and major component replacement. It also sets the client's duties, such as safe access and reporting faults promptly.
Attach a schedule listing each item with its make, model, serial number and location, so there is no doubt about what is covered.
- Signers
- 2
- Signing fields placed
- 6
- Details to fill in
- 10
How to use this template
Open it in Salsox
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Fill in the details
Type your details into each blank, or start from the sample to see how it reads. Save it as your own template to reuse it.
Add signers and send
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Used in
Questions
What does a maintenance agreement usually exclude?
Damage from misuse or accidents, work on equipment not in the schedule, and replacing major components. Section 5 lists the exclusions, which are quoted separately.
What is a reasonable response time?
It depends on how critical the equipment is. Four to eight working hours is common for commercial plant; same-day or faster costs more.
Can the fee change each year?
Section 7 lets the provider change the fee at renewal with 60 days' notice, so the client can decide whether to renew.
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Send it for signature in minutes
Start from this template in Salsox: fill in the blanks, add your signers and send by email, WhatsApp or SMS. Signers sign one field at a time on their phone, and you can collect a payment in the same step.